In order to run a company’s day-to-day operations and to help with bookkeeping, QuickBooks can prove to be a boon. One thing is for sure; the business owner cannot do all that is required to do. You need multiple people for different departments. Even one accountant cannot do each and every task on his/her own. Precisely because of this reason, multiple users are added to QuickBooks with varying degrees of permissions. The role of every user is customized in order to let him/her do only that part which is required of him/her.

A New QuickBooks online user can be added for this purpose. The number of users you can add to QuickBooks online depends on the subscription level of QuickBooks that you have bought. Some roles like reporting or time tracking do not count in your user limit. A QuickBooks Online User who has the appropriate permissions is allowed to manage user profiles. If you want, you can also change the primary Administrator for the Company. In this module, we are going to discuss the process of adding, managing, and deleting a new user in QuickBooks accounting software’s online version.

How to Add, Delete or Change the User Access in QuickBooks Online?


Given below are the steps following which one can add, change or delete user access in QuickBooks online-:

a.) Adding a User in QuickBooks Online

How to Add, Delete or Change the User Access in QuickBooks Online

At the outset of adding a New QuickBooks Online User , you need to first go to Settings. Since the purpose of this exercise is to manage users, the next step is to go to Manage users. Once you are at Manage users, you will have to add the user by choosing to go to Add User. Subsequently, you need to select the user type. Then, click on Next. Since every user has different levels of access, the next step is to choose the access rights for the user. Then, select Next. If user settings are applicable, choose user settings. Again, click on Next. Now, fill in the user’s name and email address. Now, click on Save.

As soon as the above-mentioned steps are done, the QuickBooks Online User shall receive an invite to join the Company. They can go and click on the link in the invite email. If they already have an Intuit account, they can log in. If not, they can create a new Intuit account and sign in the QuickBooks online.

b.) Deleting a QuickBooks Online User

Deleting a QuickBooks Online User

At the outset, sign in with the profile that has the requisite permissions to manage user profiles. In the next step, go to settings. Now, click on Manage users and choose the user that you want to delete. Choose the icon and finally click on delete. Last but not least, the confirmation window on the screen will prompt you to say yes or no. Here, click yes and give confirmation for the deletion.

c.) Changing User Access in QuickBooks online

Changing User Access in QuickBooks online

Again, in this process, you will have to log in with the account that has the appropriate permissions and access to manage users. In the next step, after you’ve logged in with your credentials, you will need to go to settings and then choose Manage Users. Click on the icon of the user that you want to edit and then choose edit in the action column. From the drop-down menu, choose the new user type. The next step is associated with selecting appropriate user settings. If that is the case at your end, you need to finally click on Save. Lastly, ask the user to exit and then again log in to verify that the said changes have, in fact, taken effect.

d.) Managing users in QuickBooks Online as an Administrator

Managing users in QuickBooks Online

QuickBooks Online was designed not only for keeping track of expenses and accounts but also for other automation functionalities such as invoicing and reporting. Registered users can add new users and can provide them with requisite access. But for that to happen, the user profile adding new users should have administrator privileges. You need to take note of the following steps to be able to manage QuickBooks Online User as an Administrator. The first and foremost step is that you log into QuickBooks Online as an Administrator and into the company file. Secondly, you need to go to Company and then choose users.

From the Users and Roles window, choose Set Up Users and Roles. Thirdly, select the user that is to be edited or deleted. Choose the delete option to delete the user and the edit button to edit the user. Should you need to change the user’s password, you need to fill in a new password in the password column and click on Confirm Password. Select a role from the available list of roles and designate it to the particular user by clicking on the Add button. Next, click on OK to save the changes.

To open a new user window, click on the New button, in the next step, put in a name for the new user in the User name field and a password in the password field and confirm. Select add button to assign a new role to the user. In the next step, click OK to create a new user.

e.) Tasks a standard QuickBooks Online User can do

Tasks a standard QuickBooks Online User can do

A standard user is able to enter the invoices, data estimates, refunds, statements, charges, and payments. It also has the authority to view customer and accounts receivable reports as well.

Read Also: How to Fix QuickBooks Error H202?


We have tried to list all the ways that can be used to add, manage or delete a New QuickBooks Online User. To the best of our knowledge, these steps can work miracles when you are trying to add, delete or manage new users in the QuickBooks online version. However, if some issue arises and you require some professional help, feel free to get in touch with our expert team, who are adept at resolving any and every issue related to QuickBooks software. For more, visit our website QuickBooks Error, QuickBooks Error Code List – QuickBooksorg Also, feel free to drop us a message or shoot us a mail at Our team would be happy to assist you.

FAQs (Frequently Asked Questions)

Q1. What are the kinds of accounts you can access through QuickBooks?

Ans. Almost all kinds of accounts, including savings, checking, credit card, money market accounts, and much more, are available to be accessed through QuickBooks.

Q2. Why should the employee status be changed and not deleted in QuickBooks?

Ans. If the employees have some history, you would not be able to get the option to terminate from your list of active employees from the company payroll. If the status of the employee is changed and not deleted, then you will be able to access the profile and pay records in your database, and there will be no data loss in your tax payments.

Q3. How can you add a new member to the QuickBooks online accountant?

Ans. First, login into QuickBooks online accountant as an administrator with full access and go to the team menu; now, click on Add Users, Fill in the information of team members and then click on Next. From the access drop-down menu, choose the access level. Again, click on Next. If you want to give admin access to a particular user, you need to do it here and save the changes.

Q4. What can a standard user do in QuickBooks online?

Ans. A standard user can make invoices, sales reports, estimates, refunds, statements, charges, and payments in QuickBooks Online.

Q5. Can the users in QuickBooks Online be managed by any profile?

Ans. No, only the profile having administrator privileges is able to manage users in QuickBooks Onlne.