There are five types of users you can add to QuickBooks. If you want to customise the access level of a user, you'll want to use Standard user.

Keep in mind: If a user is set up with access to make changes to the company file, those changes are made viewable on the Activity Log.

User Types

  • Standard user - use this type to customise a user's access rights. (limited to only certain options; you cannot pick and choose from each section)
  • Company admin - these users have all access rights within QBO and to any other services your company is subscribed to.
  • Reports only (QBO 's version of Read Only access)
  • Time Tracking only - they can see a special version that contains only time sheets and time reports for themselves. They have no access to any other feature within QBO.
  • Accountant - every company is allowed one Accountant user

Access Rights

When you select Standard user, you can set them up with access to certain areas of your QBO. Here's the type of access rights you have to choose from:

All

Users with all access rights have all the limited access rights for the two main types of data:

  • Customers & Sales
  • Suppliers & Purchases

In Addition to above, they can also:

  • Use everything in the Banking menu.
  • Use everything in the Company menu, including the activity log.
  • Use everything in the Tax menu.
  • View all reports (Except certain financial reports such as the balance sheet, profit & loss and certain Tax reports).

None

Users with no access rights cannot access any of the accounting features of QuickBooks Online. However, you can grant them access to manage other services to which your company subscribes.

Limited - Customers & Sales

(Cannot be limited to only certain sections)

Will provide them all access to:

  • Enter invoices, sales receipts, estimates, refunds, statements, charges and credits
  • Receive payments from customers, view customer registers
  • Add, edit, and delete customers
  • Add, edit, and delete products and services you sell
  • View customer and A/R reports
  • View Tax rates, add Tax info to customers and items, adjust Tax in sales transactions
  • Add, edit and delete currencies, edit exchange rates

Will not provide them any access to:

  • Deposits or Journal Entries
  • Make bills and purchases billable to customers
  • View, add, edit, and delete accounts
  • View bank registers
  • View Tax reports
  • Setting up multicurrency, do home currency adjustments

Limited - Suppliers & Purchases

(Cannot be limited to only certain sections)

Will provide them all access to:

  • Enter and Pay bills, write cheques, enter cash and credit card purchase
  • Add, edit, and delete suppliers
  • View bank registers
  • View supplier and A/P reports, cheque detail report
  • View Tax rates, add Tax and adjust in purchase transactions
  • View Tax reports
  • Add, edit and delete currencies, edit exchange rates

Will not provide them any access to:

  • View, add, edit, and delete accounts
  • Set up multicurrency
  • Do home currency adjustments