How to Create and Manage Users in QuickBooks Online

How to Create and Manage Users in QuickBooks Online: Video

            The following video lesson, titled “How to Create and Manage Users in QuickBooks Online,” discusses setting up and managing users in QuickBooks Online This video lesson is from our complete QuickBooks Online tutorial titled “Mastering QuickBooks Online Made Easy.”

Overview:

            QuickBooks Online Plus gives you up to five free users before charging for additional user licenses. Users can have different access levels to company data. To create and manage users in QuickBooks Online, click the “Settings” button in the QuickBooks Online toolbar and then click the “Manage users” link under the “Your Company” heading to open the “Manage users” page. There are two tabs within this page named “Users” and “Accounting Firms.” The “Users” tab shows each user’s information. For new companies, only the “Primary admin” user initially appears.

How to Invite Accounting Firms in QuickBooks Online:

            To invite up to two accounting professionals to access your company file, click the “Accounting Firms” tab. Any accountants you invite are automatically assigned “Company admin” access to let them work with the company data. To invite an accountant, click the “Invite firm” button on this tab.

            In the next screen, you can then either send an email invite to your accountant’s address or enter their firm ID, if they use QuickBooks Online Accountant and have one to give to you. If you send the email, it contains a link that lets them create a “User ID” to access your company data. When finished, click the “Save” button.

How to Add Users in QuickBooks Online:

            To create and manage your regular company users in QuickBooks Online, click the “Users” tab at the top of the page. To add a new user, click the “Add user” button above the user list to show an “Add user” screen. Enter the user’s first and last names into the “First name” and “Last name” fields. Then enter the user’s email address, which becomes their user ID, into the “Email” field.

            Then select the user’s role in the company file, which determines which parts of the company file they can access and what activities they can perform, from the “Roles” drop-down. A summary of the selected role then appears below the drop-down and all the explicit permissions granted or denied to the selected role appear below that in collapsible and expandable sections under the “View all permissions” link.

            To send the invitation to the user, then click the “Send invite” button in the lower-right corner of the page. The email sent to the user contains a link that lets them sign-in using their user ID. After the user accepts the invitation, their “Status” shown on the “Manage users” page changes from “Invite Sent” to “Active.”

How to Manage Users in QuickBooks Online:

            To manage your users, look in the “Action” column for the user to manage on the “Users” tab in the “Manage users” page. Then click the command link or click the drop-down arrow and select a command link. For invited users, these commands are “Resend invite” and “Delete.” For regular users, they are “Edit,” “View user activity,” “Delete,” and, only for users with the “Company admin” role, the “Make primary admin” command.