How to Set Up User Permissions in QuickBooks

Why Setting Up User Permissions in QuickBooks Task Matters

If multiple people access your company’s QuickBooks file, you’re putting your financial Security at risk without proper user controls. That’s why it’s important to set up user permissions in QuickBooks early in your bookkeeping process. Setting up QuickBooks Users with defined permissions helps you:

• Protect sensitive financial data

• Prevent accidental or unauthorized transactions

• Track who made what changes

• Maintain clean audit trails for accountants, lenders, and auditors
  

According to Intuit, assigning user roles ensures that employees only access the information they need to do their jobs.

Step-by-Step Instructions

Step 1: Go to User Management

1. Log in as the Primary Admin.

2. From the left navigation bar, click Settings ⚙️ > Manage Users.
   

Step 2: Add a New User

1. Select Add user.

2. Choose the type of access:

   • Standard user – Access limited areas like Sales or Expenses.

   • Company admin – Full access to all features.

   • Reports-only user – Can view reports but not make changes.

   • Time tracking only – Records time only.
     

Step 3: Customize Access

1. For standard users, select Limited Access and specify what they can see or do:

   • Customers & Sales

   • Vendors & Purchases

   • Payroll (if applicable)

2. QuickBooks will show a summary before finalizing permissions.
   

Step 4: Send the Invitation

1. Enter the user’s email address.

2. They’ll receive a confirmation email from QuickBooks to accept the invite.
   

Step 5: Review Permissions

• Once they’re added, you can review or modify permissions anytime under Manage Users > Edit User.
  

Helpful Tools or Templates

• User Access Matrix Template: Create a simple spreadsheet to track who has what level of access. Columns could include:

  • User name

  • Email

  • Role (Admin, Accountant, Standard, etc.)

  • Areas of access

  • Date added / reviewed
    

• QuickBooks Clean-Up Service: If your user roles or books are messy, consider a professional review. Learn more here: Development Theory: QuickBooks Clean-Up
  

Pro Tips from Experience

• Keep Admin Access Limited: Only one or two trusted people should be admins. Too many admins = too many risks.

• Review Access Quarterly: Employees change roles, and permissions should change with them.

• Use Accountant Access Smartly: Your CPA or bookkeeper can have their own login with accountant tools — don’t share yours.

• Document Everything: Keep a record of who was granted or revoked access, and when.

  
  

Common Pitfalls

Pitfall	Why It’s a Problem	Fix
Using shared logins	No accountability, risky in audits	Assign unique user accounts
Forgetting to remove ex-employees	Ongoing access to sensitive data	Immediately deactivate users who leave
Giving everyone admin access	Opens full company control to all	Limit to owner + one backup
Not reviewing permissions	Outdated access leads to exposure	Schedule quarterly reviews

Final Checklist

✅ Add users with unique logins

✅ Assign only the access needed

✅ Limit admin permissions

✅ Review users quarterly

✅ Document access changes

✅ Revoke access for ex-employees immediately

Bottom Line: Setting up QuickBooks Users with proper permissions isn’t just about convenience — it’s a key step in Business Compliance and Security. Treat it like locking your front door: simple, quick, and essential.

Need help cleaning up your QuickBooks file? Click here to learn more.