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QuickBooks Online User Permissions and Choices


When it’s time to set your QuickBooks Online User Permissions, here are the choices you’ll see in the Plus version. You’ll need to decide what access and permissions you’re willing to grant to which users…


QuickBooks Online User Permissions-300x271Company Administrators have all access rights within QuickBooks Online Plus. They also have all access rights for any other service your company subscribes to.

Users with All Access Rights have rights for:

  • Customers and Sales
    (see the Limited Access Rights for Customers and Sales below)
  • Vendors and Purchases
    (see the Limited Access Rights for Vendors and Purchases below)

And they can:

  • Add, edit, and delete employees
  • Change preferences
  • View the Activity Log
  • Create, edit, and delete budgets
  • Add, edit, and delete accounts
  • Make deposits and transfer funds
  • Reconcile accounts and make journal entries
  • View all reports

Users with Limited Access Rights for Customers and Sales can:

  • 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

They can’t:

  • Print checks, including refund checks
  • Make bills and purchases billable to customers
  • Add, edit, and delete accounts
  • View bank registers
  • Add, edit, and delete quantity on hand
  • See total income or expense amounts on Home, Vendor, and Customer pages

Later in the setup process, you set this user’s administrative abilities (creating other users, changing company information, and subscribing to services).

Users with Limited Access Rights for Vendors and Purchases can:

  • Enter bills from vendors
  • Pay bills
  • Make bills and purchases billable to customers
  • Write checks
  • Enter cash and credit card purchases
  • Add, edit, and delete vendors
  • View vendor and A/P reports
  • View Check Detail reports
  • Print checks, except refund checks
  • Add, edit, and delete products and services

They can’t:

  • Add, edit, and delete accounts
  • View bank registers
  • Add, edit, and delete quantity on hand
  • See total income or expense amounts on Home, Vendor, and Customer pages

Later in the setup process, you set this user’s administrative abilities (creating other users, changing company information, and subscribing to services).

Reports only:

This type of user signs in to a special version of QuickBooks Online Plus that shows reports only. A Reports only user can access virtually all reports, except payroll reports and those listing contact information of customers, vendors, or employees. This user does not count toward your current user limit.

Time Tracking only:

This type of user signs in to a special version of QuickBooks Online Plus that only has time sheets. A Time Tracking only user can fill out and change his or her own time sheets (but not other users’ time sheets). This user does not count toward your current user limit.

This user is my Accountant:

This user does not count toward your current user limit.

Looking for more information about which version of QuickBooks to select?

Here’s an in-depth article to help you decide… QuickBooks Online vs. QuickBooks Pro or Premier – Pricing & Job-Cost Features