You must be a Master Administrator or a Company Administrator to add, delete, or change a user's access. For directions in transferring the Master Administrator Role, check out how to transfer the Master Administrator role.

Add a New User

  1. Select the Gear icon, then choose Manage Users.
  2. Select Add user in the upper right.
  3. Select which type of user you'd like them to be and follow the corresponding steps:
    • Regular or custom user:
      1. Select Next at the bottom right.
      2. Choose what access rights you'd like them to have, then select Next
      3. Set the users settings, then select Next.
      4. Enter the new user's profile, then select Save.
    • Company administrator:
      1. Select Next at the bottom right.
      2. Enter the new user's profile, then select Save.
    • Reports only (Available in QuickBooks Online Plus only):
      1. Select Next at the bottom right.
      2. Enter the new user's profile, then select Save.
    • Time tracking (Available in QuickBooks Online Plus only):
      1. Select Next at the bottom right.
      2. Select the Employee or Vendor/Supplier name that you're inviting to fill out their timesheet or Add New.
      3. Enter the new user's profile, then select Save.

When you're done, an e-mail will be sent to the new user. Tell them to read the e-mail and select the link that says Click Here. If they already have a QuickBooks Online user ID and password, they can use it. If not, this is where they create their user ID and password. Please note that the user will not be able to accept this invitation from the mobile app. They have to accept the invitation through the email link.

 
 
Note:
  • If a new user doesn't receive the invitation email, please see: Invited Users did not receive the email invitation for QuickBooks Online.
  • Time Tracking and Reports Only users do not count toward the company's total number of users. In essence, they are free users. QuickBooks Online Essentials only has access to Regular/Custom users and Company Administrator, and QuickBooks Online Simple Start only has a Master Administrator user.

Delete a user

  1. Select the Gear icon, then choose Manage Users.
  2. Find the name of the user you wish to delete, from the Action drop-down choose Delete.
  3. Confirm you want to delete them by selecting Delete again.
  4. You will be sent an email confirming the deletion.
    Note: If you delete a user the history in the activity log for the user will remain.

Change a user's access rights

  1. Select the Gear icon, then choose Manage Users.
  2. Find the name of the user you wish to delete, from the Action drop-down choose Edit.
  3. Use the drop-down arrow under User type.
  4. Read through the user types and choose the type of access you'd like this user to have.
  5. Select Save at the bottom right.
  6. Have the user sign out and then sign back in to see the change in access rights.
    Note: You can't downgrade an Admin, Reports Only, or Custom Access User to Time Tracking Only. If you need to limit a user's access to Time Tracking Only, delete them from the account and add them back with Time Tracking Only access.

Change a user's name or email in the Manage Users list

Note: This does not change the name or email associated with their User ID.

  1. Select the Gear icon, then choose Manage Users.
  2. Find the name of the user you wish to delete, from the Action drop-down choose Edit.
  3. Update the name/email as necessary, then select Save.
  4. Have the user sign out and then sign back in to see the change in access rights.
See also:  Add or invite an accountant to your company (Canada, France, UK, Australia, US customers only)