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What different types of users can we have in our company?

Answer ID: 1052

There are four main types of users you can set up (the Master Administrator is typically the person who created the QuickBooks Online company originally).

Regular or Custom user - you specify what areas of the product the user can and cannot access. (limited to only certain options; you cannot pick and choose from each section)

Company Administrator - These users have all access rights within QuickBooks Online and to any other services your company is subscribed to.

Reports Only (QuickBooks Online's Read Only access) - When these users log into QuickBooks Online they see only the Report List page. They can access any report (except for Payroll reports) and customize the reports, but they cannot change or access any of the information they see in the reports. They do have the ability to create their own memorized reports, and they are free to create a group of reports as well.  Reports Only users can also drill down as far as a transaction report, but cannot drill down into the actual transactions. Reports Only users do not have access to the Audit Log.

Time Tracking Only  - Time Tracking users see a special version that contains only time sheets and time reports for themselves. Track time of Employees or Vendors. They have no access to any other feature within QuickBooks Online.

Note: Time Tracking and Reports Only users do not count toward the company's total number of users.  In essence, they are "free" users.  QuickBooks Online Essentials only has access to Regular/Custom users and Company Administrator, and QuickBooks Online Simple Start only has a Master Administrator user.

Accounting Firms - In addition, every company is allowed two Accountant user logins.  For information on adding an accountant user, see  KB 4708.

Regular or Custom Users give you granular control over what areas of QuickBooks Online they can access.  You can also specify certain administrative rights for this type of user such as user management, the ability to edit company information, and control over subscription & billing information. When you pick this user type your next task is to choose what kind of access to give them: All Access Rights, None (No Access Rights) or Limited Access: Customers & Sales and/or Vendors & Purchases.

All Access Rights - Users with all access rights have rights to all areas of Customers & Sales and Vendors & Purchases. They can:

  • Add, edit and delete employees
  • Create paychecks and handle all other payroll tasks
  • Change Company Settings 
  • View the Audit Log
  • Create, edit and delete budgets
  • Add, edit and delete accounts
  • Make deposits and transfer funds
  • Reconcile accounts and make journal entries

None (No Access Rights) - Users with no access rights cannot access any of the accounting features of QuickBooks Online. However, you can grant them access to:

  • Manage other services to which your company subscribes.
  • Fill out their own time sheet.

Limited Access

Customers & Sales: (Can not be limited to only certain sections)

Will provide access to:

  • Enter estimates, invoices, sales receipts, credit memos and refunds
  • Enter charges and credits
  • Create and delete statements
  • Receive payments from customers
  • Fill out time sheets for anyone
  • Add, edit, and delete customers
  • Add, edit and delete products and services
  • View customer registers
  • View customer and A/R reports

Will not provide access to:

  • Print checks, including refund checks
  • Make bills and purchases billable to customers
  • Add, edit and delete accounts
  • View bank registers
  • View or modify any payroll data 

Vendors & Purchases: (Can not be limited to only certain sections)

Will provide access to:

  • Enter purchase orders for vendors
  • Enter bills from vendors
  • Pay bills
  • Make bills and purchases billable to customers
  • Write checks
  • Enter credit card purchases
  • Add, edit, and delete vendors
  • View bank registers
  • View vendor and accounts payable reports
  • View Check Detail report
  • Print checks, except refund checks

Will not provide access to:

  • Add, edit and delete accounts
  • View bank registers
  • Create paychecks or handle all other payroll tasks

Note: Regular/Custom users can only access payroll and recurring transactions if set up with All Access Rights.

If a user is set up with access to make changes to the company file, those changes are made viewable on the Audit Log. See KB 6358.

For the steps on how to add, delete, or change access for users, please see KB 6462.

Custom User Options All Access Rights Customers & Sales Access Rights Vendors & Purchases Access Rights None
Company Administration        
Access and edit subscription information X X   Limited
Access and edit preferences X      
View Activity Log X      
Export data back to QuickBooks Desktop versions* X      
Budgets X      
         
Lists        
View, add, edit and delete Users X X   Limited
View, add, edit and delete accounts X      
View, add, edit and delete customer information X X    
View, add, edit and delete vendors X   X  
View, add, edit and delete products/services X X    
View, add, edit and delete recurring templates* X Limited Limited  
         
Transactions        
Invoices X X    
Sales Receipts X X    
Estimates X X    
Enter Credits X X    
Enter Charges X X    
Receive Payments X X    
Statements X X    
Enter and Pay Bills X   X  
Enter credit card purchases X   X  
Make Bills and purchases billable to customers X   X  
Add billable time/expense to sales transactions X X    
Deposits X      
Journal Entries X      
Transfers X      
         
Registers/Reports        
View Customer registers X X    
View Vendor registers X   X  
View Bank registers X   X  
View customer and accounts receivable reports X X    
View vendor and accounts payable reports X   X  
View Payroll Reports X      
View Company (Financial) reports X      
         
Banking Functions        
Reconcile X      
Online Banking X      
         
Print Checks        
Bank Checks X   X  
Refund Checks X      
Paychecks X      
Payroll Liability Checks        
         
Create Checks        
Bank Checks X   X  
Refund Checks X X    
Paychecks X      
Payroll Liability Checks X      
         
Payroll Functions        
Payroll Setup Interview X      
Process Payroll Forms X      
Paychecks X      
Time Sheets X Limited Limited Limited
         
Notes        
*Users can only create recurring templates for transaction types they have access to        

 

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