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

Answer ID: 1052

Keep in mind: If a user is set up with access to make changes to the company file, those changes are made viewable on the Activity Log; please see our Help Topic: What is the Activity Log?

There are four main types of users you can have (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)
              What are the specific types of access rights I can give to this type of user?
              Graph of Custom User Options
  • Company administrator - These users have all access rights within QBO and to any other services your company is subscribed to.
  • Reports Only  (QBO 's version of Read Only access) - When these users log into QBO, they see a special version that contains only reports. They can access any report if the applicable features are turned on (except for Payroll reports on the new version of QuickBooks Online Payroll), 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 Activity Log.

  • Time Tracking Only - Time Tracking users see a special version that contains only time sheets and time reports for themselves. They have no access to any other feature within QBO.

    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 Basic, Simple Start 2010 and Essentials products do not have the option of these last two types of users.

In addition, every company is allowed one Accountant User login.  For information on adding an accountant user, see our knowledgebase article KB 4708, Managing accountant users in QuickBooks Online.

When accessing your Activity Log you might notice some special types of users that our system creates when we make direct changes to your company:

  • Support Representative - Changes made by a QuickBooks Online support consultant
  • System Administration - Changes made automatically by QuickBooks Online
  • Online Banking Administration - Changes made automatically by QuickBooks Online related to the Online Banking feature (not available in Simple Start Free versions).
  • Import Administration - Changes made automatically byQuickBooks Online related to converting your data from QuickBooks desktop edition

Out of the four types of users you can set up, only Regular or Custom users give you granular control over what area's of QBO 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:

If you would prefer to see a graph of these options please click Here.

  • All Access Rights -Users with all access rights have all the limited access rights for the two main types of data:
    • Customers & Sales
    • Vendors & Purchases

           They also can:

    • Use everything in the Banking menu.
    • Use everything in the Company menu, including the activity log.
    • View all reports.
    • Manage inventory.
  • 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 Customers & Sales Access Rights: (Can not be limited to only certain sections)

Will provide them all access to:

  • Enter invoices, sales receipts, estimates, refunds, 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 product/service items (note:  these users will NOT be able to edit product/service items used for inventory; for that, All Access Rights should be used). 
  • View customer registers.
  • View customer and accounts receivable reports.

Will not provide them any access to:

  • Print checks, including refund checks, Paychecks and Liability Checks.
  • Deposits or Journal Entries.
  • Make bills and purchases billable to customers.
  • View, add, edit, and delete accounts.
  • View bank registers.
  • Quantity tracking and other inventory management functions.
  • Record sales tax payments.

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

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

Will provide them all 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 them any access to:

  • View, add, edit, and delete accounts.
  • Reconcile.
  • Journal Entry.
  • Transfer.
  • Deposits.
  • Create Paychecks or Liability Checks.
  • Add or edit tax agencies or rates

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

If you would like the steps of how to set up users, please see our related KnowledgeBase article 1037:  How do I add a new user to my company?.

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Custom User

Options

 All Access Rights  Limited Customers & Sales Access Rights  Vendors & Purchases Access Rights  None
Company Administration        
  Access and edit subscription information     X     X       X
  Access and edit preferences     X        
  View Activity Log     X        
  Export data back to QuickBooks Desktop versions*           
  Budgets     X      
  Add and edit Messages and Tasks from Home Page     X     X       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 product/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     
   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/expenses 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     X        
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 (see  Print/Create checks  section)     X      
 Time sheets****     X  Limited  Limited  Limited
           
 Notes

 *Export is only available with

QuickBooks Desktop products

version 2004 and newer.

 **None users must access the

Manage User List through the My

Account page.

 ***Users can only create

recurring templates for

transactions types they have

access to.

 ****Except for All Access users,

special user types can only fill out

their own time sheets

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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