Let’s Create and Manage Users and Roles in QuickBooks

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QuickBooks Desktop Enterprise allows customization of access for various user roles. For a better experience, you must create and manage users and roles in QuickBooks. This feature enables you to manage access to specific data and control operations within the software, ensuring secure and efficient management of your financial information.

Users who do not typically work in QuickBooks, such as payroll managers or processors, can also be invited to create an account. This allows them to access services like payroll or QuickBooks Time. To gain comprehensive insights into creating and managing roles in QuickBooks Desktop Enterprise, read this blog.

If you prefer to avoid the manual process of creating and managing roles, you can contact us at a toll-free number, 1.855.856.0042. Our team of professionals is ready to handle these tasks efficiently, ensuring your roles are set up correctly without hassle.

Steps to Establish and Administer Users and Roles in QuickBooks

QuickBooks Desktop Enterprise allows you to add users with specific roles to manage your accounting tasks effectively. Here’s how you can create a user and assign their role, ensuring QuickBooks administrator permissions needed:

Step 1: Create a new QuickBooks user

Here's how to add a user and then give them a role.

Navigate to the Company menu and click on Users.
Choose Set Up Users and Roles.
Enter the administrator password and click OK.
Jump to the User List tab and click New.
Input your username and, if desired, a password.
In the Available Roles section, select the roles for the user and click Add.
Click OK to save the changes.

Step 2: Invite users with Intuit accounts

If users do not regularly use QuickBooks but need access to connected services such as Payroll, Workforce, QuickBooks Time, or Capital, you can invite them to create an Intuit account. Here's how.

Navigate to the Company menu, choose Users, and then select Intuit Account User Management.
To start adding a new user, click on Add user. Put their email address, last name, and first name here.
Select the appropriate role for the user from the available roles listed under Roles. You can view role descriptions by clicking View role description.
Click Send an invitation to notify the user.
A message will pop up confirming the invite status, the assigned role(s), and the QuickBooks Desktop Company file name. Click OK to close the message.

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Step 3: Employ positions that have been established

Choose Users from the Company menu.
Select Set Up Users and Roles.
Enter the admin password and click OK.
Choose the Role List tab.
Select a role and click Edit to review its permissions.
Navigate to the Area and Activities section to choose an area of your accounts.
Select None, Full, or Partial to define the access level.
After setting the permissions, click OK to save your changes.

Reading the above blog can provide useful insights to create and manage users and roles in QuickBooks. If you have questions or need assistance, please contact our QuickBooks support team at 1.855.856.0042. Our professionals are ready to assist you with the necessary procedures.