How to Add a User or Accountant in QuickBooks Online | Step-by-Step Guide #quickbooksonline #qbo

Introduction

This tutorial will guide you through the process of adding a user or accountant to your QuickBooks Online account. Whether you are inviting a team member or your accountant, following these steps will ensure they have the right access to manage your business finances effectively.

Step 1: Access User Management

1. Log into your QuickBooks Online account.
2. Locate the gear icon (often referred to as the "flower") in the upper right corner of the screen.
3. Click on the gear icon to open the settings menu.
4. Under the "Company" section, select "Manage Users."

Step 2: Explore User Roles and Permissions

1. Once in the "Manage Users" section, you will see three tabs:

   • Regular Users: Individuals who need standard access to your QuickBooks.
   • Roles: If you have QuickBooks Online Advanced, you can create custom roles for specific job functions (e.g., accounts payable).
   • Accountant Users: This section is specifically for accountants who require higher-level permissions.

2. Be careful when assigning permissions.

   • Too much access can lead to security risks, while too little can hinder their ability to perform necessary tasks.

Step 3: Add an Accountant

1. Under the "Accountant Users" tab, check how many accountants you can invite based on your QuickBooks version (this typically ranges from zero to three).
2. If your accountant's firm has multiple team members needing access, only add one person from the firm. That individual can then assign permissions to others on their side.

Step 4: Enter Accountant Information

1. Click the button to invite a new accountant.
2. Fill in the accountant's name and email address.
3. Once complete, click "Save" to send the invitation.

Step 5: Manage Invitations and Users

1. If the invited accountant does not receive the invitation, you can resend it.
2. If you mistakenly added someone, you can delete the invitation.
3. As the primary administrator, you can remove any user or accountant from your QuickBooks at any time.

Conclusion

You've now learned how to add a user or accountant to QuickBooks Online. Remember to carefully manage permissions and user access to maintain the security of your business’s financial data. For further assistance or more advanced features, consider consulting with QuickBooks specialists or accessing additional resources. Happy bookkeeping!