It's important to give appropriate user types and permissions to the people who access your QuickBooks Online company. It helps you minimise overlap in bookkeeping work and protect sensitive company info.
Types of users
Typically the person who created the company file.
This user has access to all areas of the company file. The Master Administrator can also grant this user access to the company's subscriptions and billing information.
You can invite up to two accountants/accounting firms to have access in your company file.
You can give full or limited access to Standard users, without admin privileges.
Reports Only (Read Only access)
These users have read-only access to all reports (except Audit Log and Payroll Reports). They can create a group of reports, memorise a report, and drill down as far as transaction reports but they don't have the ability to view the actual transaction. This user is only available in QuickBooks Online Plus.
Time Tracking Only
These users can only see time sheets and time reports for themselves. They don't have access to other areas of the company file.
Types of permissions
All Access Rights
Users with all access rights have permissions to all areas of Customers & Sales and Suppliers & Purchases. User with all access rights can:
- Change Company Settings
- View the Audit Log
- Create, edit and delete budgets
- Add, edit and delete accounts
- Make deposits and transfer funds
- Reconcile accounts and make journal entries
- View all reports
Unless, you set them up with No Payroll access, they can also:
- Add, edit and delete employees
- Create payroll payments and handle all other payroll tasks
- View payroll payments in the register window
None (No Access Rights)
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 your company subscribes to
- Fill out their own time sheets
This table summarises the things that you can and cannot do depending on the level of permission that you grant to a user.
|Areas and features of QuickBooks Online||All Access Rights||Customers & Sales Access Rights||Suppliers & Purchases Access Rights||None|
|Access and edit subscription information||X||X||Limited|
|Access and edit preferences||X|
|View Activity Log||X|
|Exportdata back to QuickBooks Desktop versions*||X|
|View, add, edit and delete Users||X||X||Limited|
|View, add, edit and delete accounts||X|
|View, add, edit and delete customer information||X||X|
|View, add, edit and delete suppliers||X||X|
|View, add, edit and delete products/services||X||X|
|View, add, edit and delete recurring templates*||X||Limited||Limited|
|Enter and Pay Bills||X||X|
|Enter credit card purchases||X||X|
|Make Bills and purchases billable to customers||X||X|
|Add billable time/expense to sales transactions||X||X|
|View Customer registers||X||X|
|View Supplier registers||X||X|
|View Bank registers||X|
|View customer and accounts receivable reports||X||X|
|View Supplier and accounts payable reports||X||X|
|View Payroll Reports||X|
|View Company (Financial) reports||X|
|Payroll Liability Cheques|
|Payroll Liability Cheques||X|
|Payroll Setup Interview||If set up with payroll access|
|Process Payroll Forms||If set up with payroll access|
|Payroll payments||If set up with payroll access|
|Time Sheets||If set up with payroll access||Limited||Limited||Limited|
|Notes: Users can only create recurring templates for transaction types they have access to.|