Episode 3 – Polymath Video Tutorial Series: Changes to QuickBooks Online – How to Add a User

add a userThis QuickBooks tutorial video goes step by step through how to add a user to your QuickBooks Online account.  This includes how to give access to QuickBooks Online to you bookkeeper.  It also covers when and why you may need to add additional user profiles.


Make sure to check out all the other great videos in the Polymath QuickBooks Tutorial Series:



Welcome viewers to this Polymath Bookkeeping Instructional Video. I am Ingrid Edstrom of Polymath LLC and Ashland Bookkeeping Services. If you’re just joining us for the first time on this episode, you may want to check out the previous episodes in this series for an overview of QuickBooks Online Harmony. This is Episode 3, How to Add Users to your QuickBooks Online Accounts.

[expand title=”Continue reading…”]Once you’re set up on QuickBooks Online, you may need to add additional users. This is a useful feature if you ever want to be able to know which user made changes to transactions or if you want to give someone in your office more restricted access to your books. You can also give access to your bookkeeper or accountant.

This is the Manage Users page where you’ll do the work of adding and managing permissions for all of your users. To get here, you just need to click on the gear or cog icon in the upper right-hand corner of your screen. Under your company, click on Manage Users. This will bring you to the Manage Users page. Notice that you can add new, edit and delete users. You also have the option to add accounting firms. You can add up to two, so you can give access to both your accountant and your bookkeeper.

When you click on new, you will get a pop-up asking you to choose a user type. Note that reports only and time tracking only users are only available in the plus version of QuickBooks Online. You can set custom user access rights depending on what the user you’re creating needs to be able to see within your books. Next set up their administrative privileges. You want to give minimum access necessary to each user so that the users don’t have access to things that you don’t want them to be able to change within your books. Finally, enter the user’s e-mail address and name. Then click finish when you’re done.

Perhaps one of the most powerful tools within QuickBooks Online is the audit history report. The audit history is one of the main reasons to set up separate users within your QuickBooks Online account. It is very important to know who made what changes to transactions so that you can follow up and educate when necessary. By clicking on the activity icon within the Manage Users page, it will bring you to the audit log report. From here you can look at when people were accessing your books and what changes if any, were made to transactions. Now you can get your account set up correctly with all the users you need.

Check out Episode 4 in this series to find out how and when to create sales receipt transactions within your books. I am Ingrid Edstrom with Polymath Bookkeeping. Thank you so much for watching and stay tuned for more videos coming soon.[/expand]

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