User

Manage users in QuickBooks Online

Managing who has access to your company books is an essential part of keeping your financial data secure. In QuickBooks Online, you control access by inviting specific users and assigning them roles that determine what they can see and do.

Because QuickBooks Online is cloud-based, users are not tied to specific computers. Anyone with a user ID and password can sign in from any device with internet access.

Add a new user

To invite a new user to your company:

1. Select the Settings gear icon (upper right corner).
2. Select Manage Users (under the “Your Company” column).
3. Select Add user.
4. Choose the user type and select Next.
5. Enter the user’s name and email address, then select Next.
6. Review the user’s settings and select Save.

Troubleshooting:

• Pop-up blockers: If you click “Add user” or “New” and nothing happens, check your browser’s pop-up blocker settings. Ensure that pop-ups are allowed for quickbooks.intuit.com.
• Browser compatibility: For the best experience, we recommend using Google Chrome. If you are using Internet Explorer, you may encounter issues where buttons do not respond or features fail to load.

User types and roles

When you add a user, you must select a role. This defines their level of access within the product.

• Master Administrator: Typically the person who created the QuickBooks Online company. This user has full access to all features and settings.
• Company Administrator: Has full access to all features and settings, except for managing the subscription and billing information.
• Standard or Custom user: You specify which areas of the product the user can and cannot access. You can limit their access to specific sections, such as Customers, Vendors, or Banking.
• Reports Only: Can view reports but cannot create or edit transactions.

Understanding “Billable” users

You may see the term “billable user” in your account management settings. This does not necessarily mean you are being charged an extra fee. It simply means that the user counts toward the total number of users included in your subscription. For example, if your plan allows for 3 users, your 3rd user is considered “billable” in the sense that they occupy one of your paid seats.

Edit or remove users

You can change a user’s access rights or remove them entirely at any time.

1. Select the Settings gear icon.
2. Select Manage Users.
3. Find the user in the list.
4. Select Edit to change their role or access rights.
5. Select Delete (or the trash icon) to remove their access.

Note: If you do not see a user listed in the “Manage Users” screen, they have likely already been deleted. If they still have access, contact us for further assistance.

Troubleshooting: If the application shuts down or crashes while you are trying to edit a user’s roles, try creating a new user and editing their roles instead.

• If the new user works fine, the issue may be specific to the original user’s data.
• If the crash happens with the new user as well, it could indicate a broader data issue.

Update account contact information

If you need to correct the name or email address associated with the primary account holder or Master Administrator, you may need to contact us for security verification.

1. Go to the Contact Us page.
2. Select the topic that best describes your issue.
3. Click View to find the phone number or chat option.