welcome to the fit small business
quickbooks online training course in
this lesson we're going to cover how to
set up multiple users in quickbooks
online to follow along with me log in to
your quickbooks online account now or
click the link below this video for a
free 30-day trial of quickbooks online
you can also click this link to access
our full quickbooks online course and
other helpful resources let's get
started one of the benefits of
quickbooks online is the ability to give
other people access to your QuickBooks
data most commonly this is used to give
your accountant bookkeeper or tax
professional access to your data this
allows them to log in see your business
and financial data and do your
bookkeeping for you from their office
without having to bother you for the
purposes of this video we will use a
fictitious company called Paul's
plumbing as you view this video think
about how the information might differ
for your business first we will walk
through the steps to give your
accountant access to your QuickBooks
data QuickBooks allows you to invite up
to two accountants to access your
QuickBooks data to begin let's click on
the gear icon located to the left of
your company name and we're going to
select manage users which is located
right below account and settings we're
gonna go ahead and set up an invite to
send to our accountant so in the lower
part of this screen where it says
accounting firms we want to go ahead and
click on the blue invite accountant
button and here you want to enter your
accountants email address we've also got
a field here to enter your accountants
name but it is optional after you send
the invite your accountant will receive
an email that contains a link for
signing into your QuickBooks Online
account in addition your accountant will
be asked to create a user ID before
signing in for the first time until your
accountant signs in their status on the
manage users page is invited after they
accept the invitation their status
changes to active by default your
accountant will be given company
administrator privileges
performing tasks like closing your books
for prior periods be sure to give your
accountant a heads up that you have sent
this invitation it's possible that the
invite could go to their spam or junk
folder so be sure to have them check
there as well if you need to resend the
invite I will show you how to do that
from the manage users page so let's go
ahead and select next and then finish on
this page you can manage the invites
that you have sent so as you can see we
have the updated now invite that we've
sent to the accountant the status is
invited once the accountant accepts that
invitation that status will change to
active and if for some reason the
accountant does not receive the
invitation then you can also recently
invite from this page as well by
clicking the recent button while you can
certainly benefit from giving your
accountant access to your QuickBooks
data they may not be the only one you'd
like to share your account with for
example you may want to share your data
with a business partner you might also
want to give your tax professional
access to your QuickBooks data so he or
she can obtain financial reports that
are needed to prepare your tax return
without you having to drive over to
their offices or run the reports
yourself once you've decided who to give
access to your QuickBooks data then you
need to decide what information they
need access to QuickBooks allows you to
grant limited access to users who do not
need to see everything a good rule of
thumb here is to give folks access to
only what they need and no more let's
walk through the steps on how to give
other users access to your QuickBooks
data at the very top of the page you're
going to see the manage users section
and this is where we want to go ahead
and create those additional users let's
go ahead and click the new button from
this screen the first step that we need
to take is we need to select the type of
user there are four types of users here
regular or custom user company
administrator
reports only and time tracking only so
let's talk about the regular or a custom
user for this type of user you can
select which areas of QuickBooks to give
this person access to this is great for
someone who does not need access to
everything in QuickBooks but just
specific areas for example a bookkeeper
whose only responsibility is to manage
accounts receivable tasks like invoicing
and entering customer payments does not
need access to any accounts payable
tasks the next user type is the company
administrator the company administrator
has access to all of your QuickBooks
data as well as any additional services
that you may have through QuickBooks
such as payroll or payments this level
of access should be limited to
decision-makers only business owners
partners or officers of the company
the third user type is reports only you
can give reports only access to someone
who does not need access to anything
else for example if you have a tax
professional who you see annually to
file your tax return this access would
work well because they can run any
reports that they need for example
income statement balance sheet and cash
flow statement to complete your tax
return and finally the time tracking
only user in the advanced lesson we walk
you through how to set up tracking for
contractors who need to report their
billable hours to access this course
click here the time tracking only user
is perfect for contractors because they
only need access to QuickBooks so that
they can report hours that they worked
and nothing else so we're going to go
ahead and set up a bookkeeper who
manages accounts receivable for paul so
we'll select the regular or custom user
option here and click Next there are
three types of user access rights that
you can set up in quickbooks online
we've got the all access rights no
access rights
and limited access rights let's start
out talking about the all access rights
all access rights will give the user I'm
limited access to all of your QuickBooks
data a list of what the user can do and
cannot do is listed on this screen the
only access that is not included here is
administrative rights we will cover
administrative rights a little later in
this lesson no access rights is the
complete opposite of access rights this
level of access does not include access
to any of the QuickBooks data however it
will allow this user to manage other
services that you may subscribe to like
payroll and payments the only access
that is not included here in here is
administrative rights the third type of
access rights is limited access rights
we'll talk about the limited customer in
sales access rights first limited
customer and sales access rights allow
you to grant access to just customers
and sales you can see a list of what
this user has access to do and what they
can't do on this screen this will be the
level of access that we would give to
the bookkeeper that we discussed earlier
who is just responsible for accounts
receivable tasks like invoicing and
entering customer payments if you do
need someone to perform any of your
tasks listed under what they can't do
you will not be able to select limited
access for this user instead you will
have to grant them all access rights so
that they can perform these tasks we
will go ahead and select vendors and
purchases so the limited vendors and
purchases access rights allows you to
grant access to just vendors and
purchases you can see a list of what
this user can and cannot do on this
screen as well this would be the level
of access we would give to a bookkeeper
who is just responsible for accounts
payable tasks like entering and pain
Bill's if you do need someone to perform
any of the tasks listed under what they
can't do then you will not be able to
select limited access for this user
instead you will have to grant them
access to everything in order for them
to be able to perform these tasks so for
our bookkeeper for Paul we are going to
grant that person limited customer and
sales access rights so we'll go ahead
and make that selection and then we'll
click Next setting up users
administrative rights in this step we're
given the option to grant administrative
privileges to a regular or custom user
this is not applicable to the reporting
only or the time tracking users I do not
recommend that you grant administrative
rights to anyone who is not an owner
officer or partner in the business the
reason is anyone who has administrative
rights can make several changes without
your permission
one they can add or delete and change
access rights for all users the second
thing they can do is change company
information like company name and tax ID
and last they can add new services or
cancel your QuickBooks Online
subscription you also have the right to
give this user view only access if
necessary so we'll go ahead and make our
selections for our bookkeeper user once
you have made all of your selections for
access rights we are ready to go ahead
and send the email invitation to this
user as we did for our accountant so on
the next screen we'll go ahead and enter
the email address as we did before
entering the name as we mentioned before
is optional similar to the accountant
once you send the invite the new
bookkeeper will receive
even email that contains a link for
signing into your QuickBooks Online
account the new user will be asked to
create a user ID before signing in for
the first time and until the new user
signs in their status on the manage
users page is invited after accepting
the invitation their status changes to
active be sure to give the new user a
heads up that you have sent this
invitation if they don't have you saved
in their contact list and this invite
could go to their spam or junk folder
the great news is you do have the option
to resend the invite if they do not
receive it from the manage users page so
we'll go ahead and click Next and then
finish that will bring us back to the
manage users page where we will see the
update for the book keeper invitation
and again here the status of the invite
is pending and the user has been invited
that status will change to active once
the book keeper has accepted the
invitation and then the recent button to
resend the invite is also there if you
need it and that's it that wraps up the
section on how to set up multiple users
in QuickBooks Online to access this
course or any of the others in the
series just click this link for a free
30-day trial of QuickBooks Online click
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