Manage User Accounts in QuickBooks

Users for your company’s bookkeeping can be added using QuickBooks Online. Each user can have access to a different set of tasks and permissions. The maximum number of users you can add is based on your subscription level. In QuickBooks, follow these steps to add or modify users.

How to access the Users & Roles module in QuickBooks

Use predefined roles:

There are 14 roles that are available for selection. These cover standard roles that apply to most businesses. All transactions in your account can be viewed by roles denoted by an asterisk (*) without any restrictions. Predefined roles can also be modified, giving you some pre-existing permissions when you use them. Just remember that any modifications you make affect every user who holds that role.

• Select Users from the Company menu.
• Choosing Set Up Users and Roles.
• Select OK after entering the admin password.
• Decide on the Role List tab.
• To view a role’s permissions, select it, then click Edit.
• Choose a section of your accounts from the Area and Activities section. To specify the access level, choose from None, Full, or Partial.
• Select OK to save the permissions after you’ve set them.

Create a new custom role

• You can start from scratch to create new roles. This enables you to control which particular areas of your accounts can be accessed.
• Select Users from the Company menu.
• Choosing Set Up Users and Roles.
• Select OK after entering the admin password.
• Select New from the Role List tab.
• Name the position and describe it.
  Note: Identify the item and its permission level.
• Choose a section of your accounts from the Area and Activities section.
• To set the role’s permissions, review each area and choose None, Full, or Partial.
• Select OK to save after you’ve set the permissions for each area.

Make a new custom role.

New roles can be made from scratch. This enables you to control which specific areas of your accounts can be accessed.

• Select Users under the Company menu.
• Choose Set Up Users and Roles.
• Select OK after entering the administrator password.
• Select New under the Role List tab.
• Give the position a name and a description.
• Note: Give something a name that describes the level of permission it has.
• Choose an area of your accounts from the Area and Activities section. To set the role’s permissions, look over each area and choose None, Full, or Partial.
• Once you’ve chosen the permissions for each area, click OK to save.

Review the roles and permissions.

Run a Permission Access by Roles report if you need to see all roles and their permissions. Here’s how.

• Select Users under the Company menu.
• Choose Set Up Users and Roles.
• Select OK after entering the administrator password.
• View Permissions is available after choosing the Role List tab.
• Choose Display after selecting the roles you want to review.

How to Edit Admin Login Account in QuickBooks

Have you chosen Administrative as the user’s access type? This kind of access must be available to an existing user before they can be designated as the new admin. After considering the user’s configuration more carefully, let’s make the required changes:

• Users and Passwords can be found by selecting the Company menu.
• Choose the user, then click Edit.
• Verify that the type of access is Administrative. For this user to be the new administrator, you can also enter a preferred username.
• Click Save.

From the Intuit Account User Management screen, you can switch the primary admin to a different user.

This is how:

• Go to Company, Users, then Intuit Account User Management in your top menu bar.
• Select the business file you want to send, then click Continue.
• Select your current admin from the Users tab, then click Change primary admin in the Action column.
• Choose the user you want to receive the admin role by using your drop-down menu. You will need to add them to your account if they aren’t already there.
• Check the box to confirm that you’ll take over as the account’s secondary administrator.
• Click Verify.
• Enter the login information for your Intuit account.
• To accept the invitation, click OK.

Make sure your new primary admin checks their email and looks for their invitation. They must click Accept Invite and then log in with their Intuit account.

How to create Admin Password in QuickBooks

If you’ve configured an administrator, it will show up in the User List as either Admin or User Name.

To see the User List:

• To configure the QuickBooks administrator and password:
• Select Company > Configure Users and Passwords > Configure your users.
• Select the administrator. Pick a person who frequently stops by your office.
• Select Company > Set up Users and Passwords > Set Up Users.
• Choose Admin and click Edit User in the User List window.
• Type the administrator’s name here.
• Select a challenge question by clicking the Challenge Question drop-down arrow, then type an answer in the Challenge Answer field.
• Select Finish by clicking Next.

How to login into the QuickBooks Company Account with Admin Login and Password

You can complete everything with just a few clicks. You can follow the steps listed below.

• Log into your QuickBooks Desktop (QBDT) program and select the Company menu.
• Choosing Set Up Users and Passwords will do.
• Press Set Up Users.
• Select OK after entering the admin password.
• Click Edit User after selecting your administrator from the User List tab.
• If you want to add a new role, click Add or edit the roles of the users as necessary.
• Select OK when finished.

You don’t need to enter your username and password each time you access a Company File. You only need to log in with your username and password once every few days if you are using the same Windows user account, and you can open the Company File or switch to another Company File without having to re-enter your login information.

You can follow these simple steps to modify your login preferences:

• To access your company file, log in.
• Select Preferences from the Edit menu.
• The Company Preferences tab can be found by selecting General from the left menu.
• Select the number of days by clicking Keep user logged in for under the Manage Login Settings section.
• To save changes, click OK.

Only when the designated login period has passed, or you have explicitly logged off from the Company File will you be asked to enter your username and password once more.

How to create a new User in QuickBooks

Create a new user in QuickBooks Online:

Step 1: Add a new user.

• Manage users is the next option after choosing Settings. If you are unable to choose this, you lack the authority to manage other users. Ask for assistance from a user who is an admin.
• Select Add user.
• Choose the user type you want to create. Depending on the user type you choose, more options will be displayed on the following screen.
• Select Save after entering the name and email of your new user.

Step 2: Request that your user accepts the invitation

• Quickbooks-email@intuit.com will soon send your new user an email. It has your company’s name and the phrase “Ready to get started? Move forward!
• Select the “Let’s go!” link in the email to direct your new user to a sign-in or account creation page. To open a new account, they must either sign in or provide information.

Delete a user:

A user can never be recovered after being deleted. However, the audit log still allows you to see their past.

• Select Settings.
• Choose Manage users.
• Locate the user you want to remove. Then click the arrow icon in the Action column.
• choose Delete.
• Choose Delete once more in the confirmation window.

How to assign Predefined Role to User in QuickBooks

You must add a new user to QuickBooks and give them a role if you have one.

• Select Manage users from the Settings menu.
• Select the Users tab, then click Add user.
• Select Custom role, then pick one of the roles you’ve already created. To create a new custom role, select + Add new.
• After entering the user’s name and email address, click Save.
• The user must choose Let’s go! to sign in after receiving an email invitation from quickbooks-email@intuit.com.

How to modify a role’s access

You can always change the access to the roles you created after the user accepts your email invitation. 

Here’s how.

• Select Manage users from the Settings menu.
• Choose the Roles tab. Select Edit from the Action column.
• Select a role’s access option, then click Next.
• Select Save after entering the role’s name and description.

How to change a user’s role

Your users’ roles might occasionally change, or you might need to give them more access. Here’s how to change a user’s role.

• Select Manage users from the Settings menu.
• Find the user you want to edit after choosing the Users tab.
• Choose Edit in the Action column.
• Select from the available custom or QuickBooks roles. Choose + Add new to add a new custom role, or alternatively.
• When finished, click Save after entering a role name and description.

How to turn a user’s role on or off

If necessary, you can turn on or off a user role. But any associated users must be moved to a different role first before you can make a role inactive.

The assignment of any related users to a different role is required before you can make a role inactive.

• Select Manage users under Settings.
• Finding the role you want to edit requires selecting the Roles tab.
• The small arrow next to Edit in the Action column should be selected.
• You can choose to Make it active or make inactive.

Stay logged in to the QuickBooks company file and sign in without entering your password

You don’t need to enter your username and password each time you access a Company File. Instead, if you continue to use the same Windows user account, you only need to enter your username and password once every few days in order to access the Company File or switch to another Company File. Only when the designated login period has passed, or you have explicitly logged off from the Company File will you be asked to enter your username and password once more.

Note: If your file is located in a hosted environment that employs roaming profiles, this login feature is not accessible.

Modify your login preferences

You must set this login option in your login preferences or the company preferences because it is not enabled by default. The option can only be activated by the Company File Administrator, but it is available to all users of the Company File. The Admin decides how long users can stay logged in, with a 90-day limit (default is 2 days).

When this option is enabled, closing the company file by selecting File > Close Company will only close the company file; the user will not be logged out.

To access this preference setting:

• QuickBooks Premier and Pro:
  • To manage login settings in QuickBooks Pro and Premier, select Company, then select Users and Passwords.
  • Then select Edit, Preferences, General, and Company Preferences.
• QuickBooks Enterprise: 
  • Go to Manage Login Settings under Company, Users, and then Users.
  • You can also click Edit, Preferences, General, and Company Preferences.

Notes for the Admin users:

• If the Admin wants to disable this option for users who have already updated, they must upgrade to QuickBooks Desktop 2019 R9 or 2018 R12.
• Any credentials previously saved for all users will be erased or forgotten when the admin disables this option from the Company Preferences. On their next login, users must enter a username and password.
• When the Admin modifies this Company Preference in a multi-user environment, all users who are not administrators will be logged out.
• Any credentials previously saved for all users will be lost if the administrator activates Credit Card Protection. On their next login, users must enter their username and password.

How to create New Role with customized Permissions for QuickBooks User

Adding a user to QuickBooks Online involves the following steps:

• Send a welcome message to a new user.
• Select Settings. Click Manage Users at this point. You will not be given permission to manage other users if you are unable to make this decision. For prompt help, get in touch with an administrator.
• Select Add User.
• Select the user type you want to create. Depending on the user type selected, more options will be shown on the window.
• Replace the existing user name and email address. Select Save and click it now.
• Verify that the users accept the specific invitation.
• A quickbooks-omletut.com sender will send an email to your specific new user.
• Make sure the new user chooses the Let’s go link option in the specific email. They will be directed to a page where they can sign in or create an account. To create a new account, they must sign in or add information.

How do I edit users’ permissions in QuickBooks?

If you need more users to have access to a QuickBooks Desktop company file at once, you can buy more licenses. Depending on how many user licenses you have, QuickBooks Desktop Premier and Pro allow up to 5 users and 3 users, respectively, to simultaneously work in a company file. If you require more than five users, QuickBooks Desktop Enterprise Solutions supports a simultaneous 30-user company file edit.

How to Handle Permissions or User Role?

• Step 1: Select Settings.
• Step 2: Select Manage Users.
• Step 3: Find the user you want to edit.
• Step 4: Right-click the Edit button in the Action Column.
• Step 5: You have the option to edit the User type.
• Step 6: Decide which User Settings you want to manage.

Ask the user to log out of QuickBooks Online first before logging back in to check for updates.

The steps to modify user permissions in QuickBooks are as follows:

• Select Company from the relevant QuickBooks menu bar.
• Press Set Up Users and Passwords.
• To access the specific User List dialog box, press Set Up Users.
• Click the name of the specific user and modify the permissions as desired. Click Edit. The User Access screen will then be displayed.
• Select one of the three levels—External Accountant, Selected Areas of QuickBooks, or All Areas of QuickBooks. The first and third options both offer total access, except for customer personal information. To complete the process, select either option and click next.

How to check Permissions in QuickBooks

Multiple users are supported by QuickBooks applications. The administrator has unlimited access to all files and power, but you can set specific restrictions on what other users can do by altering their permissions.

For instance, all staff members in your small business likely require access to the QuickBooks Time Tracking tool in order to record their working hours. Fewer employees require access to inventory management spreadsheets, and even fewer require access to client personal data or credit card numbers. User permission restrictions keep errors to a minimum and maintain the security of your company’s data.

• In the QuickBooks menu bar, select “Company.”
• Select “Set Up Users and Passwords.”
• To access the “User List” dialog box, click “Set Up Users.”
• Click the name of the user whose permissions you want to modify. To access the user’s access window, click “Edit User”
• Select one of the three access levels, “All areas of QuickBooks,” “Selected areas of QuickBooks,” or “External Accountant.” Both the first and third options grant full access, except for customer personal information. Choose either and click “Next” to finish the process or choose the second choice and click “Next” to go on.
• In each of the following nine screens, select “No Access,” “Full Access,” or “Selective Access.” These screens are “Sale and Accounts Receivable,” “Purchases and Accounts Payable,” “Checking and Credit Cards,” and “Inventory,” in that order. “Time Tracking,” “Payroll and Employees,” “Sensitive Accounting Activities,” “Sensitive Financial Reporting,” and “Changing or Deleting Transactions.”
• Select “Finish.”

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