QuickBooks allows for multiple users to use the popular accounting programs that they produce. However, business owners may want to give different individuals within their company different access levels so that they do not leave their accounting system vulnerable. For companies that use QuickBooks Online, there can be three working on the program simultaneously in Online Essentials and five employees working on Online Plus. Both programs allow an additional accountant to be added to the mix.
Because you are deemed the Master Administrator, you can restrict each other account user to only certain areas of the program. Follow these steps to provide for multiple access levels.
Set Up the System
Click on the icon “Small Gear,” located by your company’s name on the right-hand side of the main screen. Then, choose “Manage Users.” A new window will pop up that shows information on every individual who has access to the program. If you click on the button “New,” a dialog box will appear that describes this process. You have three options: all, none and limited. If you choose limited, you have some more options. For example, you may select the option “Vendors & Purchases” for employees who are tasked with entering bills, paying bills, making billable purchases to clients, writing checks, printing checks, creating relevant reports and recording purchases. If you opt for “Customers & Sales,” employees will be able to create sales forms, complete time sheets, alter customer and item records, receive payments and view registers and reports regarding accounts receivable. You can select both of these options if you prefer. You can also allow these employees to modify the access rights of other staff members and make certain other changes. Typing in the user’s email address will give the employee a way to sign in.
Specific Duties
If you have specific tasks that certain employees need to work on that requires access to certain features, you can also set up the program to allow for this contingency. For example, you may want employees to be able to view only reports. Another option is to allow certain individuals “Time Tracking only” status. This allows them to complete timesheets. This works well for independent contractors, subcontractors and vendors.
Change Access Rights
Changing access rights is also a simple process. Head to the “Manage Users” page again and edit the information. You can also run the “Audit Log” to see the specific work that any particular employee did.
While this process is straight-forward, we know how important it is to keep your important financial data confidential. If you need help with these tasks or would like to equip your accounting system with more security measures, we are available to help.