would you like to know how to keep your quickbooks online records totally secure
well then you need to know how to set up users and assign permissions
if you have any questions about this topic you can leave them in the comments section
below and i'll do my best to help you and of course if you feel the video helped you
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that come out all the time there are three kinds of quickbooks online users
administrator standard user and accountant user you are automatically the administrator
on the day that you sign up to quickbooks online using your email address
then you can create other admin users or other standard users administrative users
have access to everything except the accountants toolbox a standard user receives an invitation
from the master administrator then the master administrator actually gives permissions
when they set up the standard user before sending the invitation now you may well ask
what are permissions well permissions are a list of things that the standard user can or cannot do
they can be given permission to only the customer area or only the vendor area of
your quickbooks online account and you could give them permission to create other standard users
you could actually give them permission to change the company information
or subscription terms for your quickbooks online account if you choose to during the setup process
for example let's imagine we want to make a new standard user
dave wholemilk this is his email address and he will be a standard user and he will be
only given permission to see the customer area of your quickbooks online account he cannot add users
and he cannot change the company address name or subscription information about the quickbooks
online account so it's very simple if you're logged in as the administrator you click the
cog wheel you go all the way to the left under the column of your company and you click manage users
now you can see your own name and email address as the master admin because that's the email address
that you had originally signed up for or excuse me signed up with now you want to click add user
now this will not be company admin this will be a standard user and you will click next and you
want this user to have limited access to your quickbooks online account in this case he will
only be able to see the customer area and here is a checklist of things that he can see and do
and anyone with customer permission here's a list of things that they cannot do in your quickbooks
online account click next and then here are the three final crucial questions do you want this
user to be able to add other users no do you want them to be able to edit crucial crucial company
information or manage subscriptions and of course no so then you click next and all you have to do
is type in their name and of course address that the invitation will be emailed to
and click save now when you come back to the window for manage users you can see
that you have the master admin and now you have this standard user who was sent an invitation
the next step in the process is to log into dave's email as dave and accept the invitation
we open up our email and we click the inbox and we see that joe schmoe just emailed us an invitation
to be one of the standard users in his quickbooks online account so we the user would double click
and you would click where it says let's go you could always get support but we don't need support
we want to click let's go double click boom now you get to the login area and your first and last
name is already filled out we can do the phone number later signing up for quickbooks online
or let's say doing the same process as signing up with the very first time they log in as the user
and you click create account oh you have to answer a question your best friend joe yeah whatever
okay yeah it takes a minute to create the account success after you click continue you just get
a couple of quick questions because technically you're signing up for the accountant's edition so
you can choose bookkeeper or something else i like to click it's something else but it really doesn't
matter and when you scroll down you can just click no i do it all myself and these are standard setup
clicks when you join up with the accountant's edition or any edition and then you click all set
so now you're the user but you're not you're not the accountant user but you're the user now and
you can see when you click new you are not able to click in any of the vendor choices because you
were only given permission for the customer area you also can't click on any bank or accounting
related function and if you notice you can't click you click expenses you don't have access or rights
to view this data but if you click sales you can see all the customers and you can see all the
transactions that relate to customers when you click reports
notice you only have sales and customers as your reports and accounting related
stuff and some extra stuff but you do not have vendors and you do not have banking
what about an accountant user an accountant user can do everything an administrator can do except
add other users you must invite the accountant user by email the exact same way that we
just invited the standard user by email a moment ago when the invitation is accepted
the accountant user must quickly sign up with the quickbooks online accountant version
of quickbooks online it's as quick and easy as what you just saw a moment ago the only other real
difference is that the accountant user can access the accountant's toolbox and sometimes business
owners create an accountant user with a different email address just to be able to use some of these
helpful tools in the accountants toolbox so then you may ask what's in the accountant's toolbox
well they are tools that an accountant would need when managing your quickbooks online records
some are specific for accountants and function in a way that an accountant would need
if they were performing the function as an external accountant or someone who's
you know doing something very technical however some of the things in the accountant's toolbox
are things that the bookkeeper or the business owner could still benefit from and use
for example let's imagine that we want to make a new accountant user mackie the big dude accountant
this is the email address that we will use
and let's imagine that this accountant has already signed up for a quickbooks online accountant
account so that we don't have to answer the same two or three questions we answered a moment ago
when we signed up as a standard user so we come here to the cog wheel and we click manage users
now we will not click users we will instead click accounting firms scroll down and type in
the email address of the accountant that you wish to invite as the accountant user you click invite
and uh check the email format there and
and here we are back in the um manage users window which is what you get bounced to once the
invitation gets sent and you can see that the invitation has been sent and now let's imagine
that we are good old fat macky here in the email and we're going to click our inbox to see that we
just received an invitation to be an accountant user in joe schmoe's quickbooks online account
so we double click and i want to click accept invitation and then of course you
put in your security information and click create account now give your firm a name
and a zip code finish
now you can see that you just signed up for quickbooks online account and click continue
and here we are in your accountants dashboard and joe schmoe shows up as a client
so keep in mind if you're making an accountant user because you want to use the accountant
features so you use the different email address when you log in you will be logged into the
accountants edition and it says it here in the top left what you're seeing here is a client list
with one client the person who just invited you to be their accountant of course quickbooks online
believes that you are an accountant that just accepted an invitation it doesn't know that you're
really joe's bookkeeper who just wants to use the accountant's tool box so you have to double click
excuse me you have to click in the green button to the left of the name in order to get into your
books and records as an accountant so you double click the green next to the name of the company
and here you are logged in just as if you were any other user you have access to whatever is
here in the cog wheel you have access to any type of transaction but what you also have access to
is this the accountants toolbox and when you click on it you can pause the video to look
at each of the different things that it offers some of these things you already have access to
but an accountant would still need like the chart of accounts journal entries to reconcile reports
access to voided deleted transactions and so on now when it comes to closing the books month
and review and and these things those are things that would only be performed by the
person serving the accountant function however i'd like to bring your attention to two things
that are unique to this toolbox that i think a business owner would benefit from
reclassify transactions and write off invoices of course you should consult with your accountant
before you make the determination to write off invoices that were previously recorded and put
into earned income however there is a separate video right here on this very website that i made
about reclassifying transactions that i think a bookkeeper or a common business owner
who is not an accountant could still benefit from using this so these are things to consider
when thinking about making an accountant user for your quickbooks online company
you