What are The User Roles And Access Rights In QuickBooks Online?

Do you want to know what are the user roles and access rights in QuickBooks Online? Then, you have arrived at the right place where you will get acknowledgments about the user roles, their access rights with their limitations, and user settings. Here, you will also learn about the different user roles options and access permissions. In the meanwhile, you can dial our toll-free number for further assistance +1-818-295-3510.

When you add a user in QuickBooks Online, you can handle their roles and access permission for specific tasks. You can decide what your users can see and do in QuickBooks like customers and sales or vendors and purchases. User roles in QuickBooks are either billable or non-billable. Billable users count your user limit, but non-billable users don’t count it.  

What are QuickBooks User Roles

In QuickBooks, roles can be assigned to any user who can access or customize permission. User roles in QuickBooks are of two types. The first one is user roles which count user limits, and the second one is user roles that don’t count user limits.

User Roles that Count User Limits:

These are the billable user roles that count your user limit.

  1. Primary Admin

The primary admin has access to the whole QuickBooks account. The role of the primary admin is to set up the account and they can handle all the tasks of users and other admin. If you want to appoint a new primary admin, you can transfer the role to another user.

  1. Company Admin

The primary admin has access to the whole QuickBooks account. The role of company admin is similar to the primary admin but only they can’t edit or remove the primary admin’s access.

  1. Custom User (Only for QuickBooks Advanced):

The custom user has specific access to QuickBooks Online. You can easily see what they do. A custom user can see only the Bank Deposit screen.

  1. Standard User:

The standard users have a different level of access. They work with customers, sales, vendors, and expenses. They need to enter timesheets, add users, update company info, or manage subscriptions.

User Roles that Don’t Count User Limits:

These are the non-billable user roles that don’t count your user limit.

  1. Time Tracking-Only Users:

If you want to track the time of some employees or vendors then make them time tracking-only users. They can only manage timesheets for themselves and they have only access to timesheets and time reports. Time tracking-only users can’t track payments for 1099. 

  1. Reports-Only users (Only for QuickBooks Online Plus and Advanced):

The reports-only users can see all reports except the payroll or contact info report. The reports-only users do not have audit log access. The reports-only users have access to create custom reports and add report groups. They do have no access to view the actual transactions.

  1. Take payments-only users (Only for GoPayments):

When you are using QuickBooks GoPayment, you can provide access to take payments without giving them access to QuickBooks. When they will take payments via GoPayment, it will sync with your QuickBooks account. 

What is User Roles Permission in QuickBooks

In QuickBooks, users set the permission that accesses to manage and control features within QuickBooks. These are basically of four types- standard user role access rights, custom user role access right, all-access, and none. Given below are their detailed features with limitations.

Standard User Role Access Rights:

The primary and company admins have all the access rights. When you appoint the standard user, you have to choose the access rights. You can give them all access, limited access or none.

Limitations of Customers and sales:

The users can do this The users can’t do this
Enter estimates, invoices, sales receipts, credit memos, and refunds Add, edit, and delete accounts
Enter charges and credits View bank registers
Create and delete statements See total income and expense amounts on Home, Vendor, and Customer pages
Receive payments from customers Run tax reports or view tax history
Add, edit, and delete customers, products, and services Prepare a return, record a tax payment or refund, or file taxes
View customer registers and A/R reports Set up new, or change existing, tax agencies in Settings
View tax rates and agency settings Set up multicurrency
Use/adjust tax in sales transactions and journal entries  Perform home currency adjustments
Add, edit, and delete currencies
Edit exchange rates

Limitations for vendors and purchases:

The users can do this:The users can’t do this:
Enter bills from vendorsAdd, edit, and delete accounts and quantity on hand
Enter cash and credit card purchasesView account histories
Pay bills, write checks, and view check detail reportsSet up new or change existing tax rates, tax methods, or agency settings
Add, edit, and delete vendors, products, and servicesSet up multicurrency
View vendor and A/P reportsPerform home currency adjustments
View tax rates and agency settingsSee total income and expense amounts on Home, Vendor, and Customer pages
Use and adjust tax in the purchase, credit card, and banking transactions (i.e. manually overriding calculated tax amounts)
Run tax reports or view tax history
Prepare a tax return, record a payment or refund, or file taxes
Add, edit, and delete currencies
Edit exchange rates

Limitations for customers and vendors:

The users can do this:The users can’t do this:
Enter estimates, invoices, sales receipts, credit memos, refunds, charges, and creditsAdd, edit, and delete accounts and quantity on hand
Create and delete statementsView bank registers
Receive payments from customersSee total income and expense amounts on Home, Vendor, and Customer pages
Fill out timesheets for anyoneUse accounting features
Add, edit, and delete customers, vendors, products, and services
View customer registers
View customer and A/R reports
View vendor and A/P reports
Enter bills from vendors
Pay bills, write and print checks, and view check reports
Make bills and purchases billable to customers
Enter cash and credit card purchases

User Settings for Standard User Role:

When you select the access rights for a standard user role, you can also choose their user settings. You have the right to give them permission to manage users, edit company info, or manage subscriptions. Or you can select a view-only option or no permission at all.

Custom User Role Access Rights:

The custom users have all the accesses for customers and sales or vendors and purchases:

  • Add, edit, and delete employees
  • Change preferences
  • View activity log
  • Create, edit, and delete budgets
  • Add, edit, and delete accounts
  • Make deposits and transfer funds
  • Reconcile accounts and make journal entries
  • View all reports
  • Manage sales tax data and settings.
  • Access and manage aspects of currency and multicurrency

Limitations for only customers:

The users can do thisThe users can’t do this
Enter estimates, invoices, sales receipts, credit memos, and refundsPrint checks (including refunds)
Enter charges and creditsMake bills and purchases billable to customers
Create and delete statementsAdd, edit, and delete accounts and quantity on hand
Receive payments from customersView bank registers
Fill out timesheets for anyoneSee total income and expenses on Home, Vendor, and Customer pages
Add, edit, and delete customers, products, and servicesRun tax reports or view tax history
View customer registers and reportsPrepare and file a sales tax return and record sales payments
View tax rates and agency settingsSet up new, or change existing tax agencies in Settings
Use and adjust sales tax in sales transactions and general journal entries (i.e. manually overriding calculated tax amounts)Set up multicurrency
Add, edit, and delete currenciesPerform home currency adjustments
Edit exchange rates

Limitations for only vendors:

The users can do thisThe users can’t do this
Enter bills from vendorsAdd, edit, and delete accounts and quantity on hand
Enter cash and credit card purchasesView bank registers
Pay bills, write checks, and view check detail reportsSet up new tax agencies or change tax settings or change existing tax rates, tax methods, or agency settings
Print checks (except refunds)Set up multicurrency
Add, edit, and delete vendors, products, and servicesPerform home currency adjustments
View vendor and A/P reportsSee total income and expense amounts on Home, Vendor, and Customer pages
View tax rates and agencies
Use/adjust sales tax on the purchase, card, and banking transactions, including overriding calculated sales tax amounts)
Run tax reports or view tax history
Prepare and file sales tax returns and record sales tax payments
Add, edit, and delete currencies
Edit exchange rates

Limitations for customers and vendors:

  • The user can do the same things as the standard user do.
  • And can’t do the same things as the standard user do.

All Access Users Role Access Rights

These users can access everything right from customers and sales to vendors and purchases.

  • Add, edit, and delete employees
  • Change preferences
  • View activity log
  • Create, edit, and delete budgets
  • Add, edit, and delete accounts
  • Make deposits and transfer funds
  • Reconcile accounts and make journal entries
  • View all reports
  • Manage sales tax data and settings.
  • Access and manage aspects of currency and multicurrency

None Users Role Access Rights

These users can submit timesheets but can’t use any accounting features in QuickBooks Online.

We hope this article will be very helpful. Still, if you have any kind of doubts regarding the topic then, you can drop a call to this number +1-818-295-3510, and contact our certified QuickBooks experts.

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