As part of managing your employees’ and accounting professionals’ use of the system, it’s essential that you maintain control over who has access to what. QuickBooks provides you with the ability to define the level of access each individual will have based upon their job functions. However, when those functions change, so should the levels of access that were defined at the time of installation.
The use of employee roles to manage access to expense records (and not payroll) and accountant roles for broader access to financial reporting, will provide for an effective workflow.
This guide in the article will explain the process of changing the user permissions in QuickBooks; it will also explain what the best type of permission would be for each specific scenario, and then how to change the user permissions in QuickBooks. Additionally, this article will describe the differences between QuickBooks Online (QBO) and QuickBooks Desktop (QBD). This description will allow you to determine which set of instructions to follow depending upon the version of QuickBooks that you are currently using.
Quick Answer: How Do You Change User Permissions in QuickBooks?
If you want to Change User Permissions in QuickBooks Online, Log-in with an administrative-level user account that can make modifications to user accounts. Go to Settings > Manage Users, find the user you would like to edit, then click on the “edit” link in the action column. Select a new user role, review the available options for managing the user’s account, and then click save. Have the user log out of their current session and then log back into their account so they can view their newly-assigned permissions.
In QuickBooks Desktop, managing how users access the system depends upon the edition/version you are using. However, each provides a way to administer users and roles. For example, QuickBooks Desktop Enterprise uses role based permission controls to allow administrators to control user access to various portions of the company file.
Before You Start: Identify the Right Permission Change
Consider what the person needs to do and which areas of the company file they should be allowed to access, before planning to change QuickBooks user permissions.
This decision table help in selecting the appropriate path.
Your Situation | Recommended Action |
An employee needs access to additional tasks | Review the current role and assign the appropriate additional permissions |
An employee should no longer access sensitive records | Reduce their access to assign a more restrictive role. |
An accountant needs to review financial records | Use the appropriate accountant access option |
A manager requires responsibility in a particular business area | In your edition, review available roles or custom-role options |
A former employee no longer needs access | Remove or deactivate their access as supported by users’ current role type |
You can’t edit a user’s role | Check your own administrator privileges and the user’s current role type |
Key Note: Do not automatically give admin access to employees who are just completing tasks. Always Provide the lowest level of access first to the needed for the task, then increase the access level at the time of its need.
Step-by-Step Action Playbook: Change User Permissions in QuickBooks Online
Follow these steps for how to change user permissions in QuickBooks Online.
Step 1: Sign in with the Appropriate Administrative Access
Enter and open into QuickBooks Online and sign in to the correct company.
You need to be able to administer users. If you do not have the user-management options, you do not have sufficient access to perform the action.
Prior to moving forward, verify that you are currently logged into the correct business account when managing more than one business.
Step 2: Open the Manage Users Page
- Select the Settings (gear icon).
- Choose ‘Manage users’.
- Find the user whose access you want to change.
- Review the user’s current role and status.
Within QuickBooks Online, this is the initial page that you will use to manage user access.
The following is an alternative way to express the same thought: If you are looking for how to add and manage users within QuickBooks Online, please refer to the official documentation provided by Intuit: How to add and manage users in QuickBooks Online.
Step 3: Edit the Existing User
Locate the relevant user and select ‘Edit’ in the Action column.
Before making any modifications, examine the user’s current position. This will allow you to determine what permissions the user has, thus preventing you from assigning unneeded rights.
If the user has an un-editable role (e.g., some types of time-tracking roles), then remove and add back the user in order to assign him/her the correct role.
Step 4: Select the Appropriate Role
Open the Roles menu to choose which responsibility of the individual best represents their job duties.
For instance:
- A sales employee may need access to customer and sales activities.
- An accounting employee might need access to transactions and applicable financial reporting.
- An accountant may need access that is suitable for accounting and reconciliation task.
- Administrators need to have wide-ranging access only if they are the individuals in charge of administering the company’s account.
The role(s) you have access to will vary based upon which version of QuickBooks Online (QBO) you purchase, as well as what products/features you choose to use with QBO. Please do not assume that all roles or permissions are available in each level of service.
Step 5: Review Account-Management Settings
If you can use account-management settings with your chosen role, make sure you look at them closely.
What account features a user is allowed to control, through these settings, you will get the clue. It is important that the permission matches the users actual job functions.
Admin rights should not be enabled just to solve a small access problem. Check to see if there is another role that would provide the user with the right amount of access to the single new feature they require.
Step 6: Save the Changes
After reviewing the selected role and settings, choose Save.
Have the affected user sign out of QuickBooks Online and then sign in again for the changed permissions to apply.
Do not assume the process is complete until you verify the user’s access.
Decision Tree: Which QuickBooks Permission Change Do You Need?
This is a decision-making model for what you should do next in terms of managing QuickBooks user access.
Situation A: The User Cannot Perform a Required Task
First, identify the exact task the user needs to complete.
The current role needs to be checked for having the proper permissions. In case it doesn’t have the appropriate permissions, then either the user should change to another role with those permissions or adjust the permission settings of the current role so that the user receives the required permissions while maintaining only the required permissions.
After saving the change, ask the user to sign in again and test the task.
Situation B: The User Can See Too Much Information
If employees are able to see data that isn’t part of what they do, take a look at their job function and the access they have to the company’s systems.
Where possible assign more restrictive roles. Pay special attention to areas that are sensitive like payroll, banking, company admin, and financial reporting.
Then verify that the user can still complete their assigned work.
Situation C: You Need to Give an Accountant Access
Determine if the individual is going to be added as an accountant, or some other type of user.
You can use the most suitable invitation and access management options within QuickBooks Online. You will want to assign the proper access for your accountant based on their specific job role instead of using your account’s login information.
Situation D: You Cannot Edit the User
Check the following:
- Are you signed in as an authorized administrator?
- Are you editing the correct company?
- Does the user’s role have special restrictions?
- Does your subscription support the role or permission you want?
- Do User’s assigned role removed and recreated instead of modifying?
If you are unable to access the feature, please refer to the official product documentation or contact QuickBooks Support.
Situation E: You Use QuickBooks Desktop
Exactly, the QuickBooks Online steps should not be followed. QuickBooks Desktop’s user management is unique from the rest. And there are different options for managing users available on the basis of which version of QuickBooks Desktop you are going to use.
Proceed to the Desktop section below.
How to Change User Roles in QuickBooks Desktop
The process for how to change the user roles in QuickBooks Desktop depends upon which edition of the software you are using. QuickBooks Desktop Enterprise has a function called role-based access control, which allows administrators to control who has access to various parts of the company file.
Step 1: Confirm Your QuickBooks Desktop Edition
Open your QuickBooks Desktop software program, and determine what version and edition of the software you have.
Permission management features vary from desktop product to desktop product.
Step 2: Open the User and Role Management Tools
In QuickBooks Desktop Enterprise, log-in with your “admin” account and access the “user and role” administration tool.
These options will depend on what version you have and can be accessed via the User and Role Management options within your Company File.
Step 3: Review the Existing User and Assigned Role
Identify the user whose access needs to change.
Evaluate the responsibilities associated with the employee’s position and identify what duties they are permitted to perform. If the identical job function has been given to multiple staff members, evaluate how altering the responsibility of each member will impact each person utilizing the same job function.
Step 4: Adjust the Role Permissions
If your edition supports role-based permissions, you can view all of the permissions assigned to that particular role.
Restrict the user’s access to only those tasks and business-related data necessary for their job. If your version of the software has the ability to customize roles, then you will likely find a role that is more closely aligned with what they do.
The QuickBooks Desktop Enterprise guide contains specific instructions for managing Enterprise roles.
Step 5: Save and Verify
Let the user test the relevant tasks and save the changes.
Verify the users’ ability to enter allowed areas and inability to enter restricted areas. If the controls provided do not align with the instructions above, refer to the documentation for your specific Desktop Edition.
How to Restrict User Access in QuickBooks Without Disrupting Work?
Knowing how to restrict user access in QuickBooks does more than limit employee permissions. It ensures employees can continue to do their job effectively.
Use this practical framework before making changes.
- Match Permissions to Job Responsibilities
Start by listing the tasks each person performs. For example, a sales employee may need to create customer invoices but not manage payroll or company billing.
Choose the least-privileged role that supports those tasks.
Review Sensitive Areas Separately
- Pay particular attention to:
- Banking and payment information
- Payroll and employee records
- Company settings and subscription management
- Financial reports
- User administration
- Transaction creation, editing, and deletion
The exact controls available depend on your product and assigned role.
- Review Access When Responsibilities Change
Permissions can’t stay the same forever. When people take on new jobs, contractor agreements come to an end, or financial duties are taken over by somebody else, review the permissions that each employee has.
In compliance with the controls of the version of the software you are using, remove access that is no longer required.
- Avoid Sharing Login Credentials
Every individual is required to utilize their individual authorized account. When utilizing shared credentials, determining which user has completed an activity becomes more complicated and accountability may be reduced.
Verification-First Checklist: Confirm the New Permissions Work
After updating QuickBooks user roles, complete the following checks.
- Correct company: Confirm that you changed permissions in the intended company.
- Correct user:Name and email address verification of the person whose access you are editing.
- Correct role: Ensure that the saved role matches the person’s responsibilities.
- Successful sign-in:Ask the user to sign out and sign back in.
- Required tasks: Verify that the user can complete the tasks they need.
- Restricted tasks: As long as it is feasible, confirm that employees have lost access to those parts of the facility which are restricted.
- Sensitive information:Review permissions relating to payroll, banking, and administrative functions.
- Auditability: Where supported, review the audit log or available activity records for relevant changes.If applicable, check the audit log or other available activity logs for relevant changes.
If a user is unable to complete a job, review the specific privilege needed prior to expanding on the user’s overall rights. A problem could be related to the user’s subscription, product edition, or other limitations.
Common Mistakes to Avoid When Changing QuickBooks User Permissions
- Giving Everyone Administrator Access
Administrative access allows the user to change settings on the computer that may contain sensitive data, as well as allowing the user to make changes to aspects of the computer that are not within the scope of the user’s role. Administrator rights should only be granted when there is a legitimate need.
- Changing a Shared Role Without Reviewing Its Users
Multiple users may have the same role in QuickBooks Desktop Enterprise. If you change the role, all of those users will be affected.
Prior to modifying a shared role, assess which individuals are utilizing that particular role, and determine if an additional role may be better suited.
- Forgetting to Verify the Changes
When you save a role, it does not confirm if the user affected by the role will be able to do what is necessary for their job. Therefore, you should always verify the proper function of the workflow after making changes to the role.
- Confusing QuickBooks Online with QuickBooks Desktop
The products each feature a unique interface for managing users and their access levels. You should use the instructions that correspond to your specific product version, as opposed to combining instructions from multiple versions.
- Leaving Former Employees with Unnecessary Access
Review user access at the time that their employment or contract is terminated. As appropriate, deactivate or delete access for those users. Also, follow your organization’s off-boarding and record retention policies.
When Should You Contact QuickBooks Support?
Contact QuickBooks Support for assistance when you are unable to view user-management settings, unable to assign the appropriate role, or have issues with permissions after saving.
Before contacting support, prepare:
- Your QuickBooks product and edition
- The user’s current role
- The task the user needs to perform
- The permission or option that is missing
- Any error message displayed
- The steps you have already completed
Never share passwords or sensitive payment credentials when requesting help.
When you need help with establishing a consistent process for managing user access, and establishing what are the correct user roles for your organization’s complex access requirements, a knowledgeable QuickBooks professional can assist in reviewing these processes.
FAQs
How do I change user permissions in QuickBooks?
In QuickBooks Online, open ‘Settings → Manage users’, locate the user, select ‘Edit’, choose the appropriate role, and save the changes. QuickBooks Desktop follows a different process depending on the edition.
Can I change user permissions without deleting the user?
Yes, mostly, QuickBooks Online allows authorized users to modify a user’s role. However, certain role types have restrictions and may need to be removed and added again with the correct role.
Who can change user permissions in QuickBooks?
Only users with the required administrative or user-management privileges can make these changes. The exact requirements depend on the product and account configuration.
How do I restrict user access in QuickBooks?
Review the user’s existing role and assign a more restrictive role where available. Limit access to the information and tasks required for the person’s job.
Why can't I edit user permissions in QuickBooks Online?
Possible reasons include insufficient administrative privileges, an unsupported role change, or restrictions associated with the user’s current role. Check the role type and your own access level before contacting support.
How do I change user roles in QuickBooks Desktop?
In supported editions such as QuickBooks Desktop Enterprise, administrators can use user and role management tools to review and modify role permissions. The exact process depends on the installed edition and version. If you find any difficulties, then you can seek professional help at QuickBooks desktop support phone number 24 7. .
Do users need to sign in again after a permission change?
Intuit instructs QuickBooks Online users to sign out and sign back in after their role or permission settings are changed. This helps them see the updated access.
Wrap Up
The ability to manage QuickBooks user permissions allows organizations to safeguard their confidential financial data, as well as ensure that all employees and accountants are able to perform each of the duties they have been given. To begin with, determine what the user is responsible for. Next, select the correct role for that user. At the end, entry through the process of setting up permissions for the particular using QuickBooks product.
Once you save your updates, check the access that should be granted and the restrictions that should remain in effect. Regularly reviewing who has access to what will allow you to eliminate unnecessary permissions as your business continues to grow.
For further assistance with the use of QuickBooks and managing your bookkeeping tasks, please refer to the resources provided by Quick Bookkeeping Expert and obtain professional help for complex access requirements.
Source: quickbooks.intuit.com
