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QuickBooks Online Multiple Users Lineup

In this tutorial you will learn how to add standard users, company administrators, report-only users, and time-only users to QuickBooks Online. You w

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In this tutorial you will learn how to add standard users, company administrators, report-only users, and time-only users to QuickBooks Online. You will also learn how to invite your accountant to your QuickBooks account so that they have real-time access to your most recent data.

This free tutorial is designed to help you get the most out of QuickBooks Online, our best overall small business accounting software. It’s easier if you follow in your own QuickBooks account. If you do not already have an account with QuickBooks, you can sign up for a free trial of 30 days or a 50% discount for the first three months before you sign up.

Visit QuickBooks Online

This tutorial is one of our series of free QuickBooks tutorials. You can watch the video below or follow the step-by-step illustrated instructions that follow.

How to give QuickBooks online access to multiple users

Click the gear icon in the upper right corner of the QuickBooks Online screen, then select Manage users below the first column, as shown below.

Navigate to Manage Users in QuickBooks Online,

Navigate to Manage Users in QuickBooks Online


Click on the Users tab in the Manage users screen, as shown below.

Navigate to the Users tab in QuickBooks Online.

Go to the Users tab in QuickBooks Online

If this is the first user you add, you will be automatically taken to the Add a new user screen. If you have already added users, you will see a list of users and should click the green Add user button.


There are four types of users to choose from when accessing your QuickBooks Online business (marked below).

Users type in QuickBooks Online.

Users type in QuickBooks Online

A. Default User: Most QuickBooks users should be set as Default Users. You will be able to customize their access in the next step.

B. Company Administrator: The QuickBooks Online Master Administrator is the person who purchased the subscription to QuickBooks. If it’s the company owner, they’ll probably want to give their controller or general ledger Company administrator rights so they can manage QuickBooks users and the QuickBooks account.

Clue:

Company employees who will participate in the accounting process must have access to either Standard User or Company Administrator.

C. Reports only: Only reports users can view all QuickBooks reports except for the payroll or employee contact information. This type of user is ideal for employees who are not involved in data entry in QuickBooks, but are interested in tracking data such as cost reports for projects they manage.

D. Time Tracking Only: Employees and contractors can be set up as time tracking users only so they can enter their hours worked, service code and customer or project. Reported employee hours flow into the payroll system. Employee and contractor hours are available to add to invoices.

Reports only and time tracking users only have very limited access to QuickBooks and do not count towards your company’s maximum number of users. Simple Start subscribers will need to upgrade to Essentials for time-tracking users or Plus for report-only users.

Clue:

The built-in time tracking system in QuickBooks Online is very basic. QuickBooks Time (formerly TSheets) is a much more powerful time tracking system that can be added to QuickBooks Online. QuickBooks Time has some amazing features like remote clocking with face recognition, GPS tracking and detailed task cost with budget analysis. If your business has employees working outside the office, we recommend that you add QuickBooks Time to your QuickBooks Online subscription.


If you are adding a default user, you will need to grant them access rights in this step. If you are adding any other type of user, you can skip to the next step. Select Default User from the Add a new user to screen above and click on the green Following button (not shown).

As you select different access levels on the left side of the screen, a description of the access rights assigned to each level is given on the right side of the screen.

Short video on how to set up user access in QuickBooks Online.

Set user access in QuickBooks Online

  • Everyone: These users have unlimited access to all QuickBooks data. This includes adding, modifying and deleting transactions related to all suppliers, customers, sales and purchases. If you check the box next to Payroll Access, they also have access to employee and payroll information. The only access that is not included is administrative rights, which you can grant in the next step.
  • No: The purpose of creating a user without access rights is to allow someone to perform certain administrative tasks without giving them access to the accounting features. You also have the option on the next screen to give these users access to enter their own time.
Clue:

If a user needs to enter their own time sheet but does not require any administrator privileges, they should be set up as a user who only watches time so that they do not count towards your maximum number of users. Return to Step 3 and change the default user type to time tracking only.

  • Restrict: You can grant limited access rights to members of the accounting team who do not need access to everything. If you select Restrict, you must select access Clients, Sellersor both. Clients is suitable for an employee who generates invoices and collects payments from customers, such as a debtors (A / R) clerk. Sellers is best for an employee who pays input and bills, such as a bills payable (A / P) clerk.

After selecting the level of access rights to provide the new user, click the green Next button (not shown) to grant administrator rights.


A user who needs full administrator rights must be designated as a Company admin user in Step 3. However, you can assign different administrator rights to any default user.

Assigning Administrator Rights to Default Users in QuickBooks Online.

Assign Administrator Rights to Default Users in QuickBooks Online

After you have decided which administrator rights the new user should have, click the green Following button to provide the user’s contact information.


Enter the new user’s first name, surname and email address, then click on the green Save button (not shown).

Providing user contact information in QuickBooks Online.

Provide user contact information in QuickBooks Online

The user will receive an email inviting them to your QuickBooks Online company. Their user ID is their email address. The new user will usually be asked to create a password. If they are not asked to create a password, there is already an Intuit password associated with that email address.

Clue:

Intuit (the owner of QuickBooks) requires users to use the same password on all Intuit applications and websites. For example, if the new user has previously logged in to TurboTax or Mint (other Intuit products), the password for those products must also be used for QuickBooks Online.


How to give your accountant access to your QuickBooks online account

In the Manage users screen, click on the Accounting firms tab. Enter your accountant’s email address and click the green Invite button.

Invite an Accountant to QuickBooks Online.

Invite an Accountant to QuickBooks Online

Your accountant can share their access with other accountants in their firm, so it is not necessary to invite two accountants from the same firm.

Clue:

Your accountant must have QuickBooks Online Accountant to access your books. If they do not already have one, send them this link so they can sign up for free.


After sending the invitation:

  • Your accountant will receive an email containing a link to sign in to your QuickBooks Online account.
  • Once your accountant logs in, their status on the Manage users page will change from Invited to Active.
  • Your accountant will receive administrator privileges for all areas of your QuickBooks Online business.
Clue:

Let your accountant know that you sent this invitation so that they can check their spam or junk folder if the invitation does not arrive. You can resend the invitation from the Accounting Firms tab of the Management user

screen.


How many users can you set up in QuickBooks Online

Multiple users and accountants can use QuickBooks Online at the same time for no additional cost. However, the exact number you can invite to your QuickBooks Online account differs depending on your subscription level.

QuickBooks Online Maximum users allowed

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Congratulations on setting up your additional users in QuickBooks Online. The next tutorial in our QuickBooks Online Training Course is How to set up the account card in QuickBooks Online. Customizing the account card for your business is an important step in simplifying your accounting and getting the most out of QuickBooks.

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