Learn About User Roles and Access Rights in QuickBooks Online

In QuickBooks Online, you can control a user’s roles and restrict their access to particular tasks when you add them. In addition to this, you can control what users can view and do in certain QuickBooks sections, such as customers and sales or suppliers and purchases. In this article, you will get to know about user roles and access rights in QuickBooks Online.

You can assign your team user roles with configurable permissions in QuickBooks. User roles can either be billed for or not. Users who are chargeable contribute to your user cap whereas non-billable users do not. You may also add your accountant as a firm user if you wish for a proper evaluation of your QuickBooks company file.

What Are the Roles that Count Toward User Limits?

In this section, you will get to learn about the billable user role that can count towards the user limits.

Primary Admin

The principal user with access to every area of the QuickBooks account is the primary admin. They may do all administrative duties and manage all users. The first account creator is automatically the principal admin. You can give the position to another user if you need to change the primary administrator.

Company Admin

The whole QuickBooks account can be accessed by a company admin. Except for editing or removing the primary admin’s access, they can perform all of the primary admin’s actions.

Custom User (available for QuickBooks Online Advanced)

This user may have exclusive access to some parts of QuickBooks Online. You now have even more influence over what the users can see or do as a result. You might let a custom user, for instance, view only the Bank Deposit screen.

Standard User

For this user, you may specify several degrees of access. They can deal with clients, sales, suppliers, and outlays. These users can add people, amend company information, record timesheets, and manage subscriptions.

What Are the Roles that Do Not Count Toward User Limits?

In this section, you will get to know about user roles that do not count toward the user limit.

Time Tracking-only User

You can designate some vendors or employees as time-tracking-only users if they need to track their time. They are limited to entering their timesheets. Furthermore, they will only be able to access time reports and timesheets.

Reports-only User (restricted only for QuickBooks Online Plus and Advanced)

Users who can only see reports can view all reports except those that contain payroll or contact information. These users are unable to see the audit log.

Users who can only access reports can build report groups and customize reports, but they are unable to examine any real transactions.

Payments-only User (GoPayments only)

You may grant a user permission to accept payments with QuickBooks GoPayment without also allowing them access to QuickBooks if you have that product. They may accept payments with GoPayment, which syncs with your QuickBooks account in real-time.

What Are the Standard User Role Access Rights?

All-access privileges are granted to primary admins and corporate admins. QuickBooks gives you the option to specify the user’s access privileges when you assign the normal user role. You have different options like All-access, restricted access, or none at all.

You can see on the screen what a new standard user can and cannot do when you add them. Here is a list of what the various access options permit.

Limited (Sales and Customers)

The user is allowed to:

• Add quotes, sales receipts, invoices, credit notes, and refunds.
• Put charges and credits
• Obtain money from clients
• Look at the client registers and the A/R reports.
• View the tax rates and agency preferences.
• Create, modify, and remove currencies
• Modify exchange rates
• Type and erase statements
• Add, modify or remove customers, goods, and services
• Adjust/make use of tax in journal entries and sales transactions (i.e. manually override calculated tax amounts)

The user is not allowed to:

• View tax histories or run tax reports.
• Create, modify, and remove accounts
• Make local currency conversions
• observe cash registers
• Create a return, document a tax refund or payment, or file taxes.
• Organize multicurrency
• Create a new tax agency or modify existing ones in Settings.
• View total revenue and expenses on the Home, Customer, and Vendor pages.

Limited (Purchases and Vendors)

The user is allowed to:

• Type and specify bills from vendors.
• Write checks, pay bills, and get check detail reports.
• Observe the vendor and AP reporting.
• View the tax rates and agency preferences.
• View tax histories or run tax reports.
• Create, modify, and remove currencies.
• Utilize and modify tax in banking, credit card, and purchase transactions (i.e. manually override estimated tax amounts).
• File taxes, record payments or refunds, or prepare tax returns.
• Using cash and credit cards.
• Modify exchange rates.
• Add, modify or remove products, services, and vendors.

The users are not allowed to:

• Change the quantity on hand and add, amend, and remove accounts.
• View total revenue and expenses on the Home, Vendor, and Customer pages.
• Analyze account history.
• Make local currency conversions.
• Create new tax rates, tax methods, or agency settings, or modify existing ones.
• Organize multicurrency.

Limited (Vendors and Customers)

The user is allowed to:

• Obtain money from clients.
• Add quotes, bills, sales receipts, credit notes, refunds, charges, and credits.
• Prepare timesheets for everyone.
• Add and remove statements.
• You may add, update, and remove clients, suppliers, goods, and services.
• Using cash and credit cards.
• View client registrations.
• Make purchases and bills payable to consumers.
• Check out the customer and A/R reports.
• Enter the vendor invoices.
• Observe the vendor and AP reporting.
• Write and Print Checks, pay bills, and examine check reports.

The user cannot:

• Create, amend and remove quantity on hand and accounts.
• Check out bank registers.
• Estimate total income and the amount of expense on Vendor, Home, and Customer pages

None

The user will not be able to use any accounting feature available in QuickBooks Online. They are only allowed to submit time sheets.

Customer User (Only QuickBooks Online Advanced)

This user may be granted particular access to certain parts of QuickBooks Online. By doing this, you may have greater control over what they see or do. You might let a custom user, for instance, to view only the Bank Deposit screen.

All Access

Here, the user is allowed to access everything for sales and customers and vendors and purchases. They are also able to:

• Edit, add, or remove personnel.
• Control the settings and data for sales tax.
• Access and control of several facets of multicurrency.
• Alter your preferences.
• Make, modify, and remove budgets.
• See the activity log.
• Create, modify, and remove accounts.
• Make deposits and money transfers.
• Account reconciliation and journal entry.
• Check out all articles

Limited (Customers Only)

When you opt for limited access and choose customers, then the user can:

• Fill out quotes, invoices, sales receipts, credit notes, and refunds.
• Change exchange rates
• Describe the costs and credits.
• Add and remove statements
• Obtain money from consumers
• Complete timesheets for all parties
• Add, modify, and remove clients, goods, and services
• Check out customer registries and reports
• Look at the tax rates and the agency settings
• Use and modify sales tax while making purchases and ordinary journal entries (i.e. manually overriding calculated tax amounts)
• Edit, add, and remove currencies

The user will not be able to:

• View tax histories or run tax reports.
• Create a sales tax return, submit it, and keep track of your sales payments.
• Create a new tax agency or modify existing ones in Settings.
• Produce checks (including refunds).
• Make purchases and bills payable to consumers.
• Change the quantity on hand and add, amend, and remove accounts.
• Observe cash registers.
• Organize multicurrency.
• Make local currency conversions.
• Check out the total income and expense on the Home, Vendor, and Customer pages.

Limited (Vendors Only)

When you opt for limited access and then choose vendors, the user can:

• Add, modify, and remove suppliers, goods, and services
• Analyze vendor and AP reports
• Describe the vendor invoices.
• View check detail reports, write checks, and pay bills.
• View check detail reports, write checks, and pay bills.
• Alter exchange rates
• Use or modify sales tax on payments made using a card or through a bank, including by overriding sums for which sales tax has already been computed.
• Prepare sales tax forms, submit them, and keep track of your sales tax payments.
• View tax rates and departments
• Specify credit card purchases and cash
• Create, modify and remove currencies
• Produce checks (except refunds)

The user cannot:

• Change the quantity on hand and add, amend, and remove accounts.
• Observe cash registers.
• Establish new tax agencies, alter tax settings, or modify current tax rates, tax methods, or agency configurations.
• Organize multicurrency.
• Make local currency conversions.
• Verify the total income and the expense amount on Vendor, Customer, and Home pages.

Limited (Vendors and Customers)

When you opt for limited access and then choose both vendors and customers, the user can:

• Obtain money from clients
• Prepare timesheets for everyone.
• Add, update, and remove clients, suppliers, goods, and services.
• View client registrations.
• Check out the customer and A/R reports.
• Observe the vendor and AP reporting.
• Enter the vendor invoices.
• View check reports, write and print checks, and pay bills.
• Make purchases and bills payable to consumers.
• Enter credit card purchases and cash
• Add quotes, bills, sales receipts, credit notes, refunds, charges, and credits.
• Create and destroy statements

The user cannot:

• Look at bank registers.
• Amend, remove and create accounts and quantity on hands.
• View expense amounts and the total income on Vendor, Home, and Customer pages.

How to Create and Manage Custom Roles for your QuickBooks Online Advanced Users

You may control user access in QuickBooks with custom roles and grant users only the access required for their role. Select the features that users can access in QuickBooks’ banking, sales, payroll, expenses, reports, and inventory areas.

When creating a new role, you can choose between

• Choose what the role can access when you create a new role.
• Select a role that has already been created, such as Sales Manager or Expense Manager.
• Select a role from the list of QuickBooks roles, such as Time tracking only or Company admin.

Add a New Role in QuickBooks Online Advanced Users

You only need to add the role and select the different areas the role can access if you want to create a new custom role.

• Choose to manage users from the Settings⚙ menu.
• Select Add after choosing the Roles tab.
• Give the role’s name and a brief description.
• Choose what areas of QuickBooks the user role can access, then you have to click Save Role.

Create a Sales Role by Location

You can create a role with different sales access for each location if your company operates in several. Your users can handle sales transactions according to their location in this way.

• Choose to manage users from the Settings⚙ menu.
• Then you have to select Add after choosing the Roles tab.
• Select Save after entering a role name and description.
• After that, You have to select Sales.
• Choose one or more places from the All locations dropdown menu.
• Now, Choose what a user is allowed to access.
• At last, You have to select Save Role.

Assign a Role to a New User

You must create a new user to QuickBooks and assign them a role if you have a new user.

• Begin by selecting Manage users from the Settings ⚙ menu.
• Choose Add after choosing the Users tab.
• Username and email address should be entered.
• Choose the role you want to give the user from the Assign roles dropdown menu.
• Select Send invitation after carefully reviewing this role’s permissions.
• Then enter the role name and description.
• At last, you have to select Save Role.

The user must choose Let’s go! to sign in after receiving an email invitation.

Edit Access for a Role

You can change the access to the roles you created at any point after the user accepts your email invitation. Read the steps that are mentioned below:

• First, Choose Manage users from the Settings ⚙ menu.
• Choosing the Roles tab and then select Edit in the Action column.
• After choosing access for a role and then choose Save role.
• Select Save after entering a role name and description.

Edit a User’s Role

The roles of your users may sometimes change, or you might need to give them extra access. This is how you can change a user’s role.

• Choose to Manage users from the Settings ⚙ menu.
• Find the user you want to update under the Users tab.
• From the Action column you have to choose Edit.
• Choose the existing roles that need editing.
• Then you have to select Save. You will be asked to save a new custom role if you changed permissions after choosing the role. Select Save Role after entering a role name and description.

Reactivate or Deactivate a User’s Role

If necessary, you can activate or remove a user role. However, you have to assign any related users to a different role before you can make a role inactive.

• Start by choosing Manage users from the Settings ⚙ menu.
• Find the role you want to edit after choosing the Roles tab.
• Choose Next to Edit in the Action column, then choose Deactivate.
• Lastly, You have to select Deactivate

Choose Reactivate if the user role has previously been deactivated. Then you have to select Reactivate Role next.

Learn about the Roles You can Assign to Your Users

The roles your users can take on and how they function are listed below.

1. Sales

For User with Location Restrictions

• The only role available to this user is Sales.
• This user is unable to generate weekly timesheets and accept payments.
• CSV files cannot be imported by this user.

For Users without Location Restrictions,

All sales transactions and customers

Give them access to record bank deposits if they are also responsible for receiving payments from customers.

The user can:

• Enter invoices, estimates, sales receipts, credit memos, and refunds.
• Put charges and credits in there.
• Statements that create and delete
• Payments received from customers
• Prepare timesheets for everyone
• Add, edit, and delete goods, and services
• View the tax rates and agency preferences.
• Use tax in sales transactions and other Journal Entries, making necessary adjustments such as manually overriding calculated tax amounts.
• Create, edit, and delete currencies
• Edit exchange rates

User can’t:

• Make purchases and bills payable to customers.
• Change the quantity on hand and add, edit, and delete
• View bank registers
• On the Home, Vendor, and Customer pages, you may view total revenue and expenses.
• View all reports
• Prepare a sales tax return, file it, or keep track of sales payments.
• Create or change new tax agencies or settings
• Set up multicurrency
• Make local currency conversions
• View tax histories or run tax reports.
• Print checks (including refunds)

Invoices

• Only invoices can be created, Edited, and sent by this user.
• All products, services, and customers are accessible to this user.
• With invoice-only access, this user is unable to apply billable time, expenses, or delayed credits and charges.

Estimates

• This user can only edit, create, and send estimates.
• All products and services and customers can access by this user.

2. Expenses

All Expense Transactions and vendors

User can:

• The use of credit cards purchases and cash
• Write checks, pay bills, and see check detail reports
• Print checks (except refunds)
• Enter the vendor invoices
• Create, edit, and delete currencies
• Edit exchange rates
• Vendors, goods, and services may be added, edited, and deleted
• View the tax rates and agency settings.
• Use and modify sales tax in banking, credit card, and purchasing transactions, including manually overriding sales tax amounts that have been calculated.
• Create, submit, or keep a record of sales tax payments.

User can’t:

• Change the quantity on hand and add, edit, and delete accounts.
• Create new tax authorities or alter the tax system
• Set up multicurrency
• Perform home currency adjustments
• View Bank registers
• On the homepage, vendor, and customer pages, you may see total income and expenses amounts.
• View all reports

Checks

User can:

• Make transactions by using checks
• View vendors page
• Check views, copies, edits, and voids
• View the records under expenditures that have a check type. Additionally see Bill Payment (check)
• Print, write, and order checks

User can’t

• View or modify Bill Payment (check) record details.
• To connect a new check to an existing bill, view the sidebar on creating check page. Other transaction kinds are listed under expenditures.
• Prepare a 1099 form for a vendor
• Updated vendor details
• Make the vendor inactive

Bills

User can:

• Order checks
• Create bills
• View vendors page
• Create transactions through bills
• View records with type as a bill under expenses
• View, copy, edit, and void bills

User can’t:

• Make the vendor inactive
• Pay bills
• Update Vendor details
• Prepare 1099 form for a vendor
• Under expenses view other transaction types

3. Banking

All Banking

All banking transactions can be made accessible to your user. Access to sales, expenses, and lists will also get accessed in this role.

User can:

• For transactions, attach a bank or credit card (only if the admin created an account in the Chart of Accounts)
• Create a new rule and edit existing rules
• Export and upload receipts
• Observe cash registers (checking, savings, and credit cards only)
• Set up receipt forwarding
• Add, compare, and document transactions
• Make, change, and remove bank deposits

User can’t:

• View all reports
• Edit bank registers
• View Budgeting, Reconcile, and Audit Log
• View all reports
• Create a journal entry
• View Chart of Accounts

Bank Deposits

You can allow the user to only see the bank deposit screen. They are unable to view any other banking screens or transactions.

User can:

• Order checks
• Create bank deposits

User can’t:

• View rules and receipts
• Connect a bank account or credit card
• View and edit bank registers
• View banking transactions

4. Inventory

Inventor Management

User can:

• Manage categories
• View and update vendor information, view existing inventory, and view asset, income, and expense accounts.
• View and edit the current Product and Services list.
• Adjust inventory

User can’t:

• Make a report
• Send emails and pay bills in bulk
• Create 1099
• For a vendor create new transactions
• Add a new asset account, inventory adjustment account, revenue account, or cost account to your inventory.

5. Workers

Payroll, Contracts, Employees, Workers’ Compensation, and Benefits

To enable your user to run payroll if you have a payroll subscription, you must complete the necessary steps. Lists and costs will also be accessible for this job.

This person can:

• Add employees and process payroll
• View the wage scale
• Prepare timesheets for everyone
• View payroll reports
• Schedule for payroll change
• View and edit payroll preferences
• Paying contractors

This person cannot:

• View bank records and financial data
• Add budgets, bank transfers, invoices, sales receipts, credit memos, and refunds.
• View all reports (except payroll)
• Create entries in a journal
• Organize multicurrency
• Make local currency conversions

6. Reports

Sales and Customer Reports

This user has access to common sales and customer reports such as:

• Terms List
• Product/Service List
• Sales Performance

Expense and Vendor Reports

This user has access to common sales and customer reports such as:

• Vendor Contact List
• Bill Payment List
• Vendor balance
• Accounts Payable
• Purchases by Vendor Detail
• Transaction List by Vendor
• Purchases by Product/ Service Detail
• Purchases by Vendor Detail

7. Account Management

Having only account management access prevents the saving of custom roles. For this role, you must choose any other access.

Edit Company Info

Changes can be made to your company’s name, type, contact information, and address by this user.

Access Subscription

This user can either access or control your company’s QuickBooks subscription.

The article provides an in-depth insight into the user roles and access rights in QuickBooks Online. You get to know about roles that count and do not count towards user limits.

However, if you face an issue understanding the various roles and the access granted, you should reach out to a professional Dancing Numbers expert. You will get a detailed explanation from them.

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Frequently Asked Questions (Faqs)