How do I add users and set permissions in QuickBooks Online?
QuickBooks Online makes adding users straightforward. From the gear icon at the top right, go to Manage Users. Click Add User and choose the type of access you want to grant. The key decision isn’t how to add someone but what level of access they should have.
QBO offers several user types with different permission levels.
Accountant users are free and designed for your bookkeeper or CPA. They get access to reports and accounting features without counting against your paid user limit. If you work with Los Angeles QuickBooks bookkeepers, this is how they should connect to your file.
Admin users have full access to everything. They can see all financial data, add and remove users, change settings, and access bank connections. Only business owners and partners who need complete control should have admin rights.
Standard users can have customized permissions. You can limit what they see and do. Full access to sales but view-only for expenses. No access to banking at all. Permission to enter bills but not approve payments. This is where thoughtful QuickBooks setup matters.
Reports only users can view financial reports but can’t enter transactions. Good for business partners who need visibility without editing capabilities.
Time tracking only users can log their hours but see nothing else. Appropriate for hourly employees who submit time for payroll.
The common mistake is giving everyone admin access because it’s easier. Then an employee accidentally deletes a customer list or changes bank rules, and you’re scrambling to fix it. Start with the least access someone needs to do their job and add permissions from there.
Before adding users, think about what each person actually needs to accomplish. Your office manager entering bills doesn’t need access to the full chart of accounts. Your sales rep checking customer balances doesn’t need to see payroll. Limiting access protects sensitive information and reduces the chance of accidental changes.
Each additional user beyond certain plan limits costs money. QBO Plus includes five users and Advanced includes 25. If you’re near your limit, consider whether everyone needs their own login or if some people could use the Accountant user type instead.
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