how to add a user to quickbooks desktop

QuickBooks Desktop Enterprise enables you to create multiple users and assign them particular roles. When user roles are created, a particular user can only access certain features, while the others are disabled for the account.

In this article, you’ll learn how to add a user to QuickBooks Desktop.

Why have Multiple User Accounts?

Creating multiple users enables you to define specific roles so that not every user of QuickBooks at your organization will have complete access to edit and delete data.

This is an easy method to not only boost collaboration but also safeguard data.

Steps to Add New User in QuickBooks Desktop Enterprise

To add a new user in QuickBooks desktop, follow the steps provided below:

  1. From the Company menu, select Users.
  2. Click on Users and Roles.
  3. Enter the Password and click on Ok to authenticate access.
  4. Go to the User List tab.
  5. Select New.
  6. Click on Available Roles.
  7. Select the desired user role. Click on Add.
  8. After entering the User’s email, click on Ok.
  9. Click Ok on the confirmation window.

While you can create most roles with an ordinary email account, certain user roles require an Intuit account linked to the QuickBooks desktop account.

You’ll find the ^ symbol against the user role name. These are the user roles that require an Intuit account:

  • View only roles
  • External accountant
  • Accountant
  • Finance
  • Payroll Manager
  • Full Access
  • Payroll Processor

The user must click on the Accept Invite option provided in the confirmation email sent to their mail ID.

Steps to Manage Users and Roles in QuickBooks Enterprise

Users who don’t have to use QuickBooks on a regular basis can be assigned the Basic User role, which provides them access to connected services without giving them the access to the company file data.

For this, you can follow the steps provided below:

  1. From the Company menu, select Users.
  2. Click on Intuit Account User Management.
  3. Go to the Users tab, and click on Add user.
  4. Enter the following details:
    • User’s email
    • User’s name
  5. Select one of the Available Roles.
  6. Click on Add.
  7. Select Add user.
  8. Select Ok.

The user must accept the invite sent to his or her email address. Once the invite is accepted, the user account is created with the specific role.

Read More: How to fix when QuickBooks couldn’t connect to email server?

Predefined User Roles in QuickBooks Enterprise

There are 14 predefined rules in QuickBooks Desktop. You can use these predefined user roles to create or ease restrictions on a particular user account. Each of these user roles is designed to provide flexibility, control, and security to your company file.

When selecting a user role, look at the functions and access level allowed by the role and then select accordingly.

Steps to Add Users in QuickBooks Desktop Premier and Pro

Here are the steps to add new users in QuickBooks Desktop pro and premier:

  1. From the Company menu, click on Set Up Users and Password.
  2. Click on Set up Users.
  3. Click on Add User.
  4. Fill in the following fields:
    1. Username
    2. Password
    3. Confirm password
  5. Click on Next.
  6. Select the Area of access the new user should have. Click on next. You can select from the following options:
    1. No Access
    2. Full Access
    3. Selective Access
  7. Click on Finish.

You can even edit or view users from the company menu. Further, you can restrict a user’s access to data and certain functionalities provided in QB. Doing so can help you in keeping your data safe and accurate.

Hiding Account Balances

In some cases, you may not want a user to have access to your financial data – especially account balances.

To hide the account balances from a particular user, you need to restrict the rights of the user account belonging to him or her.

To restrict access to account balances for a particular user, follow the steps provided below:

  1. From the Company menu, click on Set up Users and Password.
  2. Select Set up Users.
  3. Click on Edit User after selecting the user for whom you want to set restrictions.
  4. Click on Selected areas of QuickBooks. Click on Next until the Sensitive Accounting Activities page appears.
  5. Click on No Access.
  6. Select Next, then Finish.

Note: once the data is restricted to the user, the user won’t be able to edit or view account balances recorded in QuickBooks. However, you can change the level of access provided to a user on a later date.

Access to Payroll Data

When in single-user mode, a secondary user cannot access payroll data – even if the user has admin privileges. Only the main account administrator can access the payroll account.

However, a secondary user with full access can still view portions of the payroll data.

Dealing with Errors

In rare cases, you may encounter errors while creating new users or defining user roles. It’s best to update QuickBooks if an error occurs during the process. Once the software is updated, you may not see the error again.

To update QuickBooks Desktop, you can follow the steps provided below:

  1. Select Help from the main menu.
  2. From the provided options, click on Update QuickBooks Desktop.
  3. Go to the Update Now tab.
  4. Mark the Reset Update checkbox to clear previous update download files.
  5. Click on Get Updates.
  6. Wait for the update files to download, then Restart QuickBooks.
  7. Accept the installation of update files.

You’ve successfully updated QuickBooks by following the steps provided above. Now create the user account by following the steps given in this post. You won’t encounter errors now because all the files containing errors are fixed when you install the update on your system.

To know more or for help with creating a new user in QuickBooks Desktop, you can get in touch with our experts at our LIVE CHAT.

Frequently Asked Questions

Q. Can I change user roles for a particular user account on a later date?

A. Yes, you can. If you decide to change the user role for a particular account, simply click on edit account and select one of the predefined user roles that provides a different level of access.

Q. Why should I select a user role for the new user account in QuickBooks?

A. Predefined user roles can help to protect your data from theft. Further, people who don’t have knowledge of accounting should rarely have editing access to the data. So selecting a user role can also help to protect the accuracy of your data.

Q. How long will it take to update QuickBooks Desktop?

A. It mostly depends on the speed of your internet connection. Once the update files are downloaded, the updates install pretty quickly. However, if you encounter an error while updating the software, then you’ll have to first resolve the error and then install the updates. To resolve any errors that you encounter while updating QuickBooks desktop, you can reach out to our experts via our LIVE CHAT.

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