Creating and Managing Users in QuickBooks

Creating and managing users in QuickBooks is essential if you have a team of people who need access to your company file or if you want to grant specific permissions to users with different roles. QuickBooks allows you to invite users, assign roles, and control what they can do within the software. Here’s how to create and manage users in QuickBooks Online, the cloud-based version of QuickBooks:

Note: You must have administrator access to invite and manage users in QuickBooks Online.

Creating Users:

1. Log In to QuickBooks Online:
   • Sign in to your QuickBooks Online account as the administrator.
2. Access User Management:
   • Click on the gear icon in the upper right corner of the screen to access the QuickBooks Online settings.
   • Under “Your Company,” select “Manage Users.”
3. Invite a User:
   • In the “Manage Users” screen, click the “Invite User” button.
4. Enter User Details:
   • Fill in the user’s name and email address.
   • Choose the user’s role from the list of predefined roles. Roles in QuickBooks Online typically include Administrator, Standard User, and Custom User (with specific permissions).
   • Specify the access rights for this user (e.g., All, None, Limited).
   • Set the user’s accounting firm association if applicable.
5. Optional Settings:
   • Depending on the user’s role and your preferences, you can set additional options such as:
     • User can access, create, and send transactions
     • User can access reports
     • User can invite others
     • User can see customer and supplier credit card details
6. Send the Invitation:
   • After configuring the user’s settings, click the “Next” button.
   • Review the invitation details and, if everything is correct, click “Send Invite.”

Managing Users:

Once you have created users in QuickBooks Online, you can manage their access and permissions as needed:

1. Access User Management:
   • To manage existing users, go to the “Manage Users” section again by clicking the gear icon > “Manage Users.”
2. Edit User Details:
   • Find the user you want to edit in the list of invited users.
   • Click the “Edit” option next to their name to change their role, access rights, or other settings.
   • Save your changes.
3. Deactivate or Delete Users:
   • To deactivate or delete a user, locate the user in the list and click the dropdown arrow next to their name.
   • Choose “Make Inactive” or “Delete” as appropriate. Making a user inactive retains their information but restricts their access, while deleting a user permanently removes their account.
4. Resend Invitations:
   • If a user hasn’t accepted their invitation or needs it resent, you can click the dropdown arrow next to their name and select “Resend Invitation.”
5. Review User Activity:
   • QuickBooks Online allows you to view the user’s activity, which can help you keep track of changes made by each user.
   • Click on “Activity” next to the user’s name to see their recent actions.

The integration of QuickBooks and a bookkeeper for small business can help prevent costly errors and financial discrepancies.

By creating and managing users in QuickBooks, you can ensure that your team members or collaborators have the appropriate level of access to your company’s financial data while maintaining control over who can perform specific tasks within the software. This helps improve security and accountability in your financial management processes.