How to Add An Accountant User to QuickBooks Online Gentle Frog Bookkeeping and Custom Training

company admin

Frequently asked questions about adding, deleting, and changing user access. After connecting to your Quickbooks account, head to the Financials tab and click on any cell. I am the Financial Controller behind Goshen Bookkeeping & Consulting. I help nonprofits and small businesses increase profitability one mission at a time. needs to review the security of your connection before proceeding.

remote access

Now, go into your and refresh the “Manage users” tab. You will see your accountant there with the user’s type “Master admin,” she is now both the user of your Quickbooks and your organization’s accountant. Now your accountant will receive an email asking if she wants to accept the “Master admin” role and if she chooses “Yes,” she will be asked to log in, and a new role will be assigned to her. The ninth screen, Changing or Deleting Transactions, deserves special attention.

How to Share QuickBooks Online/Desktop with Accountant?

You may think that is impossible in dual entry accounting- however, if your file is corrupted from improper use and sharing, it can and will eventually happen. If you are using QuickBooks Desktop Enterprise, it is important to disable the Advanced Inventory features before you create the accountant’s copy. Once you are done sending the Accountant’s Copy, you can turn on the Advanced inventory feature again.

  • You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at
  • If you’ve already added users, you’ll see a list of users and need to click the green Add user button.
  • You can specify which features of the software can be accessed by employees who work with your accounting data.
  • Such as, accounts payable, accounts receivable, and sensitive accounting activities, including online banking.
  • Now select the access level in the access drop down and click on next again.
  • When you see the confirmation screen, click the “OK” button again.

QuickBooks Online is small business accounting software that connects to your bank account. With simple set-up, you can easily manage your customers, vendors, clients, inventory and finances. Here, you must be wondering, how multiple users are able to work on the books of accounts at the same time on the same accounting software.

Add and manage users in QuickBooks Online

The Remote Desktop Connection on Windows is compatible with computers connected via a local network or internet . Because Don’t Panic works as an agency model, we always have an account manager overseeing each contract along with your primary executive assistant. From the beginning of each contract, this account manager outlines the security procedures expected of your bookkeeper, ensuring that those processes are followed consistently and correctly.


QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at This feature allows you to share bills, payments, information, and much more. Initially, you are required to launch QuickBooks and log in to the company file as an administrator.

How to Run Quicken on Two Computers

Locate the “Manage users” menu item under the “Your company” section. Once you logged in to your Quickbooks account and opened the home page, you will see a Gear icon in the right top corner. That icon contains most of the customization settings for your Quickbooks online account.

  • Plus, activities performed by one user can be seen by others immediately.
  • With so many tasks to keep up with each day, it’s easy to understand why so many entrepreneurs are eager to outsource basic financial tasks to a bookkeeper or virtual assistant.
  • Here’s how you as the Administrator can define these roles.
  • After that, you have to enter a username and an optional password.
  • Finally, I recommend that when he is ready he contact a CPA to look at what he has entered and how he has it structured so that he is getting things set up well right from the start.

When you add the user again, a new invitation will be sent. If you see a user limit message, it’s because QuickBooks Online has a maximum number of users depending on your subscription. Your chart of accounts and your transactions will be synced to Pry.

How do I enroll in Wells Fargo Business Online® and Bill Pay with QuickBooks Desktop?

Rather it creates a separate copy of your company file on which your accountant can make changes while you will still be having the original data. Once your accountant makes changes to the copy, you can import the changes into QuickBooks Desktop to update your accounting books. In this process of QuickBooks Desktop share with accountant, your accountants don’t need to log in and yet access the QuickBooks Desktop. In addition, the Audit Trail feature helps in tracking the changes made by External Accountant users in QuickBooks Desktop. QuickBooks contains a lot more essential information related to your company data. To perform some critical or technical method, you may require an accountant to review your accounting books.


If you want to share your QuickBooks Desktop with an accountant, you can make it possible by setting up an external accountant user. By doing so, your accountant can access the company file without having the need to sign in as an administrator. You need to first login into QuickBooks online accountant as an admin or you can also login with the user profile with full access and then go to the team menu. Now click on add users, enter your team members info and click on next. Now select the access level in the access drop down and click on next again. And if you want to give admin access to your user for some client, do it in this step and save when you are done.

Add a QuickBooks Online user

The QuickBooks accounting software was developed to help the user to keep track of all expenses in the business, this is also helpful for the automation of the things like invoicing & reporting. Current user can add new users and give them access to work on the company’s file. For that, users are required to be logged into the company file as an administrator to manage users.

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