Intermediate
How to configure user permissions on QuickBooks
Quick Answer
Configure user permissions in QuickBooks by accessing the Company menu, selecting Set Up Users and Passwords, then creating or editing user profiles with specific access rights. Assign role-based permissions for areas like payroll, banking, and reporting based on each user's job responsibilities.
Prerequisites
- Administrative access to QuickBooks Desktop or Online
- Active QuickBooks subscription that supports multiple users
- Employee or user information ready for setup
- Understanding of company roles and access requirements
1
Access User Management Settings
Navigate to the Company menu in QuickBooks Desktop and select Set Up Users and Passwords, then click Set Up Users. For QuickBooks Online, go to Settings (gear icon) and select Manage Users under the Company section.
Tip
Ensure you're logged in as the Admin user to access all permission settings
2
Create a New User Account
Click Add User and enter the user's name and password. In QuickBooks Desktop, you'll see options for External Accountant or Regular User. Choose Regular User for employees and proceed to the next screen to set specific permissions.
Tip
Use strong passwords and consider requiring users to change them on first login
3
Configure Access Areas
Select which areas the user can access from the list: Sales and Accounts Receivable, Purchases and Accounts Payable, Checking and Credit Cards, Inventory, Time Tracking, and Payroll and Employees. For each area, choose No Access, Selective Access, or Full Access.
Tip
Start with minimal permissions and add more as needed to maintain security
4
Set Selective Access Permissions
For areas marked as Selective Access, specify whether the user can Create transactions, Create and print transactions, or Create, print, and edit transactions. You can also restrict access to specific accounts or items within each area.
5
Configure Administrative Rights
In the Administrative section, decide if the user can access Sensitive Accounting Activities, Sensitive Financial Reports, or Change or Delete Transactions. These permissions should be granted carefully as they provide significant control over company data.
Tip
Limit administrative rights to supervisory roles and trusted employees only
6
Set Report Access Levels
Choose the user's report access level: No Access, Selective Access, or Full Access to financial reports. For selective access, you can specify which reports the user can view, such as Profit & Loss, Balance Sheet, or Budget reports.
Tip
Consider creating different permission templates for common roles like bookkeeper, sales staff, or manager
7
Review and Save User Settings
Review all permission settings on the summary screen to ensure they match the user's job requirements. Click Next to proceed through any remaining screens, then click Finish to save the user account. The new user will appear in your user list with their assigned permissions.
8
Test User Access
Log out of QuickBooks and log back in using the new user credentials to verify that permissions are working correctly. Test access to different areas and functions to ensure the user can perform their required tasks but cannot access restricted areas.
Tip
Document user permissions for future reference and compliance purposes
Troubleshooting
User cannot access a feature they need for their job
Return to Company > Set Up Users and Passwords > Set Up Users, select the user, click Edit User, and review their permissions. Increase access level from
No Access to Selective Access or Full Access for the required area.Cannot create new users or getting 'maximum users exceeded' error
Check your QuickBooks subscription plan as it may limit the number of users. Upgrade your subscription or remove inactive users by selecting them in the user list and clicking Delete User.
User can see financial data they shouldn't have access to
Edit the user's permissions and set Sensitive Financial Reports to
No Access. Also review their access to areas like Banking and Administrative functions and reduce permissions as needed.User permissions are not saving or reverting to previous settings
Ensure you're logged in as the Admin user and that QuickBooks is updated to the latest version. Close and reopen QuickBooks, then try editing permissions again. If the issue persists, repair your QuickBooks installation.
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