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Manage your company settings and users

Learn how to manage user access, update company information, and configure essential settings in QuickBooks Online.

Manage users

Only a Master Administrator or Company Administrator can add, change, or delete users.

Add a new user

1. Select the Gear icon, then Manage Users.
2. Select New at the bottom right.
3. Choose the user type you want to create, then select Next.
   • For Regular or Custom access users: Select the user’s access rights, then select Next.
   • For Administrator rights: Select the appropriate admin rights, then select Next.
4. Enter the user’s email address and name.
5. Select Next, then Finish.

The new user will receive an email invitation to create their password and sign in.

Change the Master Administrator

If you need to transfer the Master Administrator role, refer to the official instructions for transferring primary admin rights.

Update company information

Change your company name

To prevent server errors, ensure your company name uses only accepted characters.

Accepted characters include:

• Alphanumeric (A-Z, a-z, 0-9)
• Comma (,), Period (.), Question mark (?), At symbol (@), Ampersand (&)
• Exclamation point (!), Pound sign (#), Single quote (’), Tilde (~)
• Asterisk (*), Space, Underscore (_), Hyphen (-), Semicolon (;), Plus sign (+)

If your company name contains characters not listed above, rename it to remove them.

Update your email address

If you are having trouble sending forms (like purchase orders) or want to manage marketing emails, verify your contact information.

To update your company email (for sending forms):

1. Select the Gear icon, then Your Account.
2. Select Company Info on the left, then Edit Company Info.
3. Enter the correct email address, then select Save Changes.

To unsubscribe from marketing emails:

1. Select the Gear icon, then Your Account.
2. Select Personal Info, then Edit Personal Info.
3. In the Address section, find the Email Address field.
4. Clear the checkbox for Intuit promotional offers.

Configure regional and currency settings

Change your home currency

You can only change your home currency if Multi-currency is not turned on.

1. Select the Gear icon, then Account and Settings (or Company Settings).
2. Select Advanced (or Regional Settings).
3. Update the currency in the Home currency field.
4. Select Save.

If Multi-currency is already enabled, your home currency is locked. If you need to change it, you must cancel your current subscription and start a new one with the correct currency.

Set up class tracking

Class tracking allows you to track segments of your business (such as departments or locations) on your transactions. This feature is available in QuickBooks Online Plus.

Turn on class tracking

1. Select the Gear icon, then Account and Settings (or Company Settings).
2. Select Advanced (or Categories on the left).
3. Check the box for Track Classes.
4. Select Save.

Create a class

1. Select the Gear icon, then All Lists.
2. Select Classes.
3. Select New.
4. Enter the class name and details, then select Save.

Run a Profit and Loss by Class report

Once you have assigned classes to transactions, you can view your profitability by segment.

1. Go to the Reports menu.
2. Search for and select Profit and Loss by Class.

Manage assets and depreciation

Set up an asset account

1. Select the Gear icon, then Chart of Accounts.
2. Select New at the top right.
3. Under Account Type, select Fixed Asset or Other Asset.
4. Select a Detail Type that best describes the asset (or select the closest option).
5. Name the account.
6. When asked if you want to track depreciation, select Yes or No.
7. Select Save and Close.

Record depreciation

To record the depreciation of an asset, you will typically make a journal entry. For specific guidance on entering loans, loan payments, or recording depreciation, refer to the official help documentation on fixed asset management.

Close the books

Closing the books is an accounting process that restricts changes to transactions from previous fiscal periods. This helps protect your data from accidental alterations after you have filed taxes.

At the end of the year, QuickBooks Online automatically closes your Income and Expense accounts and rolls your net profit or loss into Retained Earnings. The “Close the Books” setting adds a password protection layer to these closed periods.

To enable this feature:

1. Select the Gear icon, then Account and Settings.
2. Select Advanced.
3. In the Accounting section, select the edit (pencil) icon next to Close the books.
4. Set a closing date and optionally enter a password to restrict changes.