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A
acctyosef
August 31, 2020
Question

Quickbooks online user permissions

  • August 31, 2020
  • 3 replies
  • 0 views

I am using Quickbooks online and i would like to add a user that can enter A/R and A/P invoices but not to see reports. Is there a way that this can be done?

I see there is a way to set certain permissions for the user but seems to be very limited

    3 replies

    M
    MirriamM
    August 31, 2020

    Welcome to the QuickBooks family, acctyosef.

     

    In QuickBooks Online (QBO), you can set a Standard user with limited access in which they won't be able to view all reports. This user can only access A/R and A/P reports and need customer access in their roles so they can create invoices. 

     

    See below screenshot to know what this user can and can't do:

     

    To add a standard user, here's what you'll need to do:

    1. Click the Gear icon at the top. 
    2. Under YOUR COMPANY, select Manage Users. 
    3. Go to the Users tab and tap Add user.
    4. Pick Standard user and hit Next,
    5. Choose Limited and put a checkmark on Customers, then Next.
    6. Set the users settings, then select Next.
    7. Enter the new user's profile.
    8. Hit Save.

    Take a look at this article to learn more about user types and permissions in QBO: User types and user permissions in QuickBooks Online.

     

    Once done setting up, have the user check their email to accept the invite.

     

    Should you have any questions about the process above, comment down below. I'm always here to help. Wishing you and your company continued success.

     

     

     

    **Say "Thanks" by clicking the thumb icon in a post.

    **Mark the post that answers your question by clicking on "Accept as solution".

    A
    acctyosefAuthor
    August 31, 2020

    Thank you for your response, this was helpful.

    I wanted to know if there is a way that a user can enter transactions into A/R and A/P but without having the ability to run reports, e.g. sales report

    M
    MirriamM
    August 31, 2020

    Hello again, acctyosef. It's good to see you back. 

     

    You can set up a custom user to achieve what you want. However, this type of user is only available in QuickBooks Online Advanced version. 

     

    If you're under this subscription, then you can do so by selecting Custom role instead of Standard user. 

     

    See this article to know more about this feature: Add and manage custom roles in QuickBooks Online Advanced.

     

    Here's also a video for your visual reference: How to use custom roles.

     

    Keep me posted if you have any clarifications when managing users. I want to make sure this gets resolve for you. Take care.

     

     

     

    **Say "Thanks" by clicking the thumb icon in a post.

    **Mark the post that answers your question by clicking on "Accept as solution".

    S
    shersstew
    July 29, 2022

    I would like to limit what my office staff can see in Quickbooks. They have their own log in name and password, can this be accomplished??

     

    Thanks,

    S
    SarahannC
    July 29, 2022

    Yes, we can limit your office staff access, shersstew. I'll help you accomplish that.

     

    First, determine what access you want to give your office staff. To learn more about user roles, we can visit this article: User roles and access rights in QuickBooks Online. It will help us understand what role we should give based on their work. 

     

    When we set them up as standard users, QuickBooks allows us to choose the user’s access rights (all access, limited access, or none). We can edit their role from the Manage Users page. Here's how:

     

    1. Select Settings.
    2. Click Manage users.
    3. Find the user you want to edit. Then select Edit in the Action column.
    4. Change the User type.
    5. Select the user settings you want to manage.

     

    Once done, ask your office staff to sign out and log back into QuickBooks Online to see the updates. If they can't see the updates, you can delete their existing access. Then, re-invite them with new access permission with the same email address. I'll show you how:

     

    1. Go to the Gear icon.
    2. Select Manage users.
    3. Find the office staff you want to delete. Then select the arrow icon ▼ in the Action column.
    4. Select Delete. In the confirmation window, select Delete again.
    5. Go back to the Manage user page. Select Add user.
    6. Select a user type. Then select Next. 
    7. Follow the on-screen instruction to complete the process.

     

    Also, we can check this article to learn more about the usage limits in QuickBooks Online: Usage limits by subscription.

     

    I'm always here to help with any of your QuickBooks concerns, especially managing users and access rights in the program. Take care always.

    A
    alex174
    April 3, 2024

    Quickbooks (plus online) has removed functionality and changed the access to limited user roles to now allow access to financial and management reports for all, and did not notify us of this change. As a result the security of our financial information is now not there. All users can now view all financial and management reports.  Additionally it is no longer possible to unshare a report.  Quickbooks is telling us that in order to secure our financial and management reports we need to upgrade our plan and pay more than double! Isn't this extortion?

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