Add and manage custom roles in QuickBooks Online Advanced

Find out how to add and manage custom roles in QuickBooks Online Advanced.

With custom roles, you can manage user access in QuickBooks and give users only the access needed for their role. Choose what users can see and do within different areas of QuickBooks like banking, sales, payroll, expenses, reports, and inventory.

When you set up a new role, you have the choice to:

  • Create a new role and choose what the role can access.
  • Choose a predefined custom role, like Sales Manager or Expense Manager.
  • Choose from the list of QuickBooks roles, like Company admin or time tracking only.

Note: Only the primary admin can manage users. If you need to be the new primary admin, find out how the current primary admin can transfer the role to you.

How to add a new role #

If you’d like to create a new custom role, you’ll just need to add the role and choose the different areas the role can access.

  1. Go to Settings ⚙, then select Manage users.
  2. Select the Roles tab, then select Add role.
  3. Choose what the user role can access in QuickBooks, then select Next.
  4. Enter a role name and description, then select Save.

Create a sales role by location #

How to assign a role to a new user #

If you have a new user, you’ll need to add them in QuickBooks and assign a role.

  1. Go to Settings ⚙, then select Manage users.
  2. Select Users tab, then select Add user.
  3. Select Custom role, then choose from the existing roles you created. Or select + Add New to create a new custom role.
  4. Enter the user’s name and email address, then select Save.

The user will get an email invite from [email protected], and will need to select Let’s go! to sign in.

Note: If your users forgot their password, they can reset their own password.

How to edit access for a role #

Once the user accepts your email invite, you can edit the access of the roles you created at any time. Here’s how.

  1. Go to Settings ⚙, then select Manage users.
  2. Select the Roles tab. In the Action column, select Edit.
  3. Select access for a role, then select Next.
  4. Enter a role name and description, then select Save.

How to edit a user’s role #

Sometimes your user’s roles will change or you may need to allow a user more access. Here’s how to edit a user’s role.

  1. Go to Settings ⚙, then select Manage users.
  2. Select the Users tab, then find the user you want to edit.
  3. Select Edit from the Action column.
  4. Choose from the existing custom or QuickBooks roles. Or select + Add New to create a new custom role.
  5. Enter a role name and description, then select Save.

How to activate or deactivate a user’s role #

You can activate or deactivate a user role if needed. But before you can make a role inactive, you have to assign any associated users to a different role.

Note: Before you can make a role inactive, you have to assign any associated users to a different role.

  1. Go to Settings ⚙, then select Manage users.
  2. Select the Roles tab, then find the role you want to edit.
  3. In the Action column, select the small arrow▼ next to Edit button.
  4. Select Make active or Make inactive.

If you need to reduce your users, you can delete them so you won’t reach your usage limit. Learn more about usage limits.

Learn about user roles #

Here are the roles you can assign to your users and how they work.

Sales #

Expenses #

Banking #

Inventory #

Workers #

Reports #

Account Management #

Custom roles can’t be saved with account management access only. You need to select any different access for this role.

Edit company info #

This user can make changes to your company name, type, contact info, and address.

Access subscription #

This user can either view or manage your company’s subscription in QuickBooks.

Powered by BetterDocs

Leave a Reply

Your email address will not be published. Required fields are marked *

Skip to content