When adding a new user to QuickBooks Online sometimes it is necessary to limit the access the user has to the client file. You might be adding a user who will only need to view client invoices, receive payments and record deposits; on the other hand, the user may only need to record bills and expenses, or possibly both, and in such cases you need to tailor their user permissions for access as necessary. This can also be true with an existing user when you need to either dial back, or dial up access, for the work they will be doing.
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In QuickBooks Online the process for setting user permissions is a matter of 5 easy steps:
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Step 1 - Start with the Company Gear > Manage Users > New.
QBO Permissions Step 1
Step 2 - Select User Type (in this case we are selecting 'Custom').
QBO Permissions figure 2
Step 3 - Select the user access rights you would like the user to have.
QBO Permissions figure 3
Step 4 - Choose whether or not the user needs any Administrative Rights so as to be able to manage other users, view or edit company preferences and view or manage subscription and billing information.
QBO Permissions figure 4
Step 5 - Invite the user by adding a user email address. My recommendation is to add a generic title and email address for the company. For example, when adding an office manager use the title of the position for the first and last name. By using a company email address, you have effectively limited the user’s access if they are later terminated from the company.
QBO Permissions figure 5
It may become necessary from time to time to adjust user access and QuickBooks Online makes it simple to do so. Just repeat these steps when you need to adjust a current user’s permissions to limit or expand their access based upon the changing role of the user within the company.