QuickBooks Online (QBO) makes it easy to collaborate with your team by allowing you to add multiple users with different permission levels. Whether you want to give your accountant access, allow employees to create invoices, or let a manager view financial reports, QuickBooks Online offers flexible user roles to keep your business secure and organized.

Understanding how to add users to QuickBooks Online helps ensure the right people have access to the tools they need—without giving everyone full administrative control.

In this guide, we'll walk you through adding users, assigning roles, managing permissions, and removing access when necessary.

If you need help setting up users or managing QuickBooks Online permissions, contact QuickBooks experts at +1(866)500-0076.

Why Add Users to QuickBooks Online?

Adding users allows multiple people to work in the same QuickBooks company while maintaining secure access controls.

Benefits include:

• Share accounting tasks with employees
• Give your accountant secure access
• Control who can view or edit financial data
• Improve collaboration
• Protect sensitive business information
• Track user activity

Instead of sharing one login, each user receives their own secure account.

Types of Users in QuickBooks Online

QuickBooks Online supports several user types depending on your subscription plan.

Primary Admin

The Primary Admin has full access to all company settings, users, billing, and financial information.

Company Admin

Company Admin users can:

• Manage transactions
• View reports
• Add customers and vendors
• Manage employees (depending on permissions)
• Perform most administrative tasks

Standard User

A Standard User can perform selected accounting tasks based on assigned permissions.

Examples include:

• Creating invoices
• Recording expenses
• Managing customers
• Viewing reports

Reports-Only User

This role allows users to view reports without making changes to company data.

Ideal for business owners, investors, or department managers.

Time Tracking Only User

Employees can enter timesheets without accessing financial information.

Accountant User

You can invite your accountant separately without using one of your regular user seats (availability depends on your QuickBooks Online subscription).

Before Adding a User

Before inviting someone, make sure you have:

• Primary Admin or Company Admin access
• The user's email address
• A clear understanding of the permissions they need
• Available user seats under your subscription plan

Some QuickBooks Online plans limit the number of users you can add.

How to Add a User in QuickBooks Online

Follow these simple steps.

Step 1: Sign In

Log in to QuickBooks Online using an administrator account.

Step 2: Open User Management

1. Click the Settings (⚙️) icon.
2. Select Manage Users.

This page displays all existing users and their roles.

Step 3: Click "Add User"

Select Add User to begin the invitation process.

Step 4: Choose a User Type

Select the appropriate role.

Options may include:

• Company Admin
• Standard User
• Reports Only
• Time Tracking
• Accountant

Choose the role that best fits the user's responsibilities.

Step 5: Set User Permissions

Depending on the selected role, QuickBooks allows you to customize access.

Examples include permission to:

• Create invoices
• Manage customers
• Record expenses
• View reports
• Manage vendors
• Access payroll (if applicable)

Grant only the permissions required for the user's job.

Step 6: Enter the User's Email Address

Provide:

• First name
• Last name
• Email address

Double-check the email address before sending the invitation.

Step 7: Send the Invitation

Click Save or Send Invitation.

The user receives an email with instructions to accept the invitation and create or sign in to their Intuit account.

Need assistance adding users or assigning permissions? Call +1(866)500-0076.

How the User Accepts the Invitation

The invited user should:

1. Open the invitation email.
2. Click Accept Invitation.
3. Sign in with an existing Intuit account or create a new one.
4. Complete the verification process.
5. Access the QuickBooks company.

Once accepted, the user can sign in according to the permissions you've assigned.

How to Edit User Permissions

If responsibilities change, you can update a user's access.

Steps

1. Open Settings.
2. Select Manage Users.
3. Choose the user.
4. Click Edit.
5. Update permissions or role.
6. Save your changes.

Permission updates take effect immediately.

How to Remove a User

When an employee leaves your business or no longer requires access:

1. Go to Manage Users.
2. Select the user.
3. Click Delete or Remove.
4. Confirm the removal.

Removing users helps keep your QuickBooks account secure.

Best Practices for User Management

Assign the Least Privilege

Only provide the access needed to complete assigned tasks.

Review Users Regularly

Periodically review active users and remove anyone who no longer requires access.

Use Separate Logins

Each employee should have their own QuickBooks login.

Never share administrator credentials.

Enable Security Features

Encourage users to:

• Use strong passwords
• Enable multi-factor authentication
• Keep contact information updated

Common Problems When Adding Users

Invitation Email Not Received

Possible causes:

• Incorrect email address
• Spam or junk mail filtering
• Email delivery delay

Verify the email address and resend the invitation if necessary.

User Cannot Accept Invitation

Possible reasons:

• Expired invitation
• Existing Intuit account conflict
• Browser issues

Try sending a new invitation or using a different browser.

No Available User Seats

Your QuickBooks Online subscription may have reached its user limit.

Review your subscription plan or remove inactive users.

User Cannot Access Certain Features

The assigned role may not include the required permissions.

Edit the user's role to grant appropriate access.

Frequently Asked Questions

How do I add users to QuickBooks Online?

Go to Settings > Manage Users, click Add User, choose a role, enter the user's email address, and send the invitation.

Do all QuickBooks Online plans support multiple users?

Yes, but the number of users allowed depends on your subscription level.

Can I invite my accountant?

Yes. QuickBooks Online includes an Accountant User option that lets you invite your accountant without sharing your login credentials (subject to plan features).

Can I change user permissions later?

Yes. Administrators can edit roles and permissions at any time.

What happens if a user leaves the company?

You should remove their access immediately through the Manage Users section to maintain account security.

Final Thoughts

Knowing how to add users to QuickBooks Online helps you collaborate efficiently while protecting sensitive financial information. By assigning the correct roles and permissions, you can ensure employees, managers, and accountants have access only to the tools they need.

Regularly reviewing user access, removing inactive accounts, and following security best practices will help keep your QuickBooks Online company file secure and well-managed.

Need help adding users, managing permissions, or setting up QuickBooks Online for your business? Contact QuickBooks professionals today at +1(866)500-0076 for expert assistance.