How to Add and Manage Users in QuickBooks Online
Learn the steps to add users, assign roles, manage company access, and troubleshoot common issues when managing user permissions in QuickBooks Online.
QuickBooks Online users often need to add team members and control what each person can see or do. The process takes place in the Settings menu where administrators can invite new people, assign roles, and set company‑level access. Understanding each step helps avoid mistakes that could leave sensitive data exposed or prevent employees from performing their tasks.
Adding a New User
Begin by clicking the Gear icon in the upper right corner and choosing Manage users. Press the Add user button to open the invitation form. Enter the individual’s full name in the name field; only letters, spaces, and a period are allowed. Type the email address in the next field; the system accepts only letters, numbers, the @ symbol, and a period. After filling these fields, move to the Roles dropdown to pick a permission set that matches the person’s job. Each role displays a summary of accessible features; you can expand sections to view details. If the role includes account management options, select the specific tasks you want the user to perform. When the configuration looks correct, click Send invitation. The system will send an email asking the recipient to accept the invite and set a password.
Assigning Roles and Permissions
Roles determine what a user can view and edit within QuickBooks Online. After sending the invitation, return to the Manage users screen to see the new name listed as pending. Once the user accepts, you can adjust their role at any time by selecting Edit in the Action column and choosing a different option from the Roles dropdown. Note that roles tied to time tracking cannot be edited directly; to change such a role you must delete the user and recreate it with the correct setting. For roles that grant access to multiple companies, you must first sign in to the specific company where you want to apply the role. Some roles, such as Track time only or Track time and submit expense claims, also require linking the user to an employee or vendor record before the invitation can be sent.
Managing Access Across Companies
If your subscription includes more than one company, you can give a single user access to several entities at once. From the Manage users page, use the Users and roles for dropdown to select the company whose settings you wish to edit. In the Company access section, click the dropdown and check each company you want the user to enter. After selecting the companies, choose a role for each one from the corresponding dropdown. Certain roles, like project manager or inventory manager, are only available when you assign them individually per company; batch assignment works only for preset roles that do not include custom configurations. To apply the same role to several selected companies, place a checkmark next to each company name, open the Actions menu, and pick Assign role. Review the permissions for each company before finalizing, then click Send invitation to notify the user.
Editing Existing Users
To modify a user’s details, locate the name in the Manage users list and click Edit. You can change the name, email address, or role from the same fields used during creation. Remember that the name field still restricts special characters to a period only, and the email field accepts only periods and the @ symbol. After making changes, select Save to update the record. If you need to remove a user entirely, choose Delete from the Action column and confirm the prompt. Deleting a user immediately revokes their access; any unsaved work in progress will be lost.
Troubleshooting FAQ
Why does the invitation email never arrive? Check the spam or junk folder of the recipient’s email address. Ensure the email you entered contains no extra spaces and uses only allowed characters. If the address is correct, resend the invitation from the Manage users screen.
What happens if I try to use a semicolon or comma in the name field? The system will reject the entry and display an error message stating that special characters are not permitted. Remove the offending character and try again.
Why can I not edit a time tracking role after it has been assigned? Time tracking roles are locked to prevent accidental loss of hours data. To change the role, delete the user and add them again with the desired time tracking setting.
How do I give a user access to a custom role that I created? Custom roles must be assigned per company. Open the Manage users screen, select the specific company from the Users and roles for dropdown, then choose the custom role from the Roles dropdown for that company.
What should I do if the Add user button is greyed out? Only administrators or users with the Manage users permission can see an active button. Verify that your own role includes this permission; if not, ask an administrator to adjust your access or perform the task for you.
Following these steps lets you maintain control over who can view financial data, enter transactions, or run reports in QuickBooks Online. Keeping roles up to date and verifying company access prevents both security gaps and workflow interruptions. Regularly reviewing the Manage users list ensures that former employees no longer have access and that current team members have the tools they need to work efficiently.