How to Manage Users in QuickBooks Online

How to Manage Users in QuickBooks Online for Nonprofits by Goshen Bookkeeping

One of the common questions I often get asked by my nonprofit clients is how do I add users to QuickBooks Online and control what they can and cannot do to my financial data.

In QuickBooks Online, you can give your board of directors, committee members, volunteers, employees, and accountant access to your company file with jeopardizing your financial data.

Watch my video or read the guide to learn how to add new users and manage existing users in QuickBooks Online. 

Log into QuickBooks Online.

Navigate to the Gear icon, and click on Manage Users under the Company section.

Click the New button to add a new user.

Choose the type of user you want to set up, then click Next. 

  • Standard user gives you more flexibility to designate the specific areas of QuickBooks Online a user can access. This option is best for your accounts receivable and accounts payable teams. This user type counts towards your QuickBooks Online user limit.

  • Reports only user is best for giving your management team or an external auditor access to your financial data without the ability to edit the data. This user doesn't count toward your QuickBooks Online user limit.

  • Time tracking user is great for giving your volunteers and employees the ability to track their time for payroll or grant allocations.

Select the user's access rights, then click Next. 

If you selected a standard user above, you need to select the view only option to prevent the user from being able to change your company file settings.

Enter the user's email address and name, then click Next. Click Save

The user will receive an email that contains a link to sign in to your company file. If this is the user’s first time using QuickBooks Online, the system will ask them to create a user ID.

As the master admin of your organization, you will see the status of invited users on the manage users page.

Contact us for more QuickBooks Online help or schedule a private one-on-one QuickBooks training session.