Within QuickBooks Online Accountant, Firm Owners (and users with the appropriate administrative access) can specify the access of other users within the firm.

 

The three levels of access within QuickBooks Online Accountant

Access, for any user, is broken down into the following three categories:

  • Full Access
  • Basic Access 
  • Custom Access

Within each category, there are settings that can be modified to provide the desired access for the user.

Note: When any setting is modified, outside of what is set by selecting Full or Basic access, the access level will be changed to Custom.

 

FAQs on Full Access, Basic Access, and Custom Access

What can a user with Full Access do?

A user with Full Access has full access to accounting features including books. They can also do the following:

  • Add, edit, and remove users.
  • Add, edit, and remove clients.
  • Edit company settings for the firm.
  • Manage subscriptions.
  • View subscription alert messages.
Note: Users with Full Access have Administrative access to client QuickBooks.

 

What can and can't a user with Basic Access do?

A user with Basic Access has administrative access to client QuickBooks, but can't access the following:

  • The firm's accounting features, including books.
  • Subscription and billing.
  • Subscription alert messages.

What access does a user with Custom Access have?

  • Custom access to administrative functions for the firm.
  • Custom access to managing clients.
  • Custom access to the firm's books.
  • Administrative access to client QuickBooks.

What are the different access levels available within Custom Access?

The following are the five access levels available within Custom Access:

  • None
  • View
  • Edit
  • Yes
  • No

FAQs on Custom Access for Firm Administration, Firm Users, Subscriptions and Billing, Firm Books, and Managing Clients

Firm Administration

What can a user with "view" access to Firm Administration do?

A user with "view" access can view firm details such as name, address, etc., but they can't edit the information.

What can a user with "edit" access to Firm Administration do?

A user with "edit" access is able to edit firm details, such as the firm's name, address, etc.

Firm Users

What access does a user with a level "none" have to Firm Users?

  • The user doesn't have access to view or edit the Team page.
  • The user can't view or edit client access for other users.

What access does a user with a level "view" have to Firm Users?

  • The user can view the Team page, but can't make edits.
  • The user can view client access for other users, but can't make edits.

What access does a user with a level "edit" have to Firm Users?

  • The user can view and edit the Team page.
  • The user can view and edit client access for other users.

Subscription and Billing

What access does a user with a level access of "none" have to subscription and billing?

  • The user doesn't have access to view or edit subscription and billing information for the firm.
  • The user doesn't have access to view subscription alerts.

What can and can't a user with "view" access to subscription and billing do?

  • The user can view subscription and billing information for the firm, but can't make edits.
  • The user can view subscription alerts.

What can a user with "edit" access to subscription and billing do?

  • The user can view and edit subscription and billing information for the firm. (Note: The ability to edit subscription and billing information is limited to updating credit card information.)
  • The user can view subscription alerts.

Firm Books

What can users with "Yes" level access to customer and accounts receivable do?

A user with "Yes" access can view customer financial details and balances, within the firm's books.

What can users with "No" level access to customer and accounts receivable do?

Users who have "No" level  access to customer and accounts receivable can't view customer financial details of balances, within the firm's books.

What can users with "Yes" access to vendors and creditors do?

Users who have "Yes" access to vendors and creditors can view vendor financial details and balances, within the firm's books.

What can a user with "No" level access to vendors and creditors do?

A  user who has "No" level access to vendor and creditors can't view vendor financial details or balances, within the firm's books.

Managing Clients

What can a user with "Yes" access to manage clients do?

A user who has "Yes" access in manage clients can do the following:

  • The user can add clients to the Client List on the Dashboard.
  • The user can make clients active or inactive.

What can a user with "No" level access to manage clients do?

A user who has "No" level access to manage clients can't do the following:

  • The user can't add clients to the Client List on the Dashboard.
  • The user can't toggle active/inactive status.

Where can I find these settings?

How to view/edit Firm Administration and Books:

  1. From the Navigation menu, select Your Practice, then Team.
  2. Click on the Name of the team member you wish to edit.
  3. In the Edit user screen, click the Firm Administration and Books tab.