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Add and Manage Custom Roles in QuickBooks Online Advanced

Custom Roles in QuickBooks Online Advanced

Looking for customized user permissions in QuickBooks Online? Wondering how to grant specific access to your team? With QuickBooks Online Advanced, you can do just that!  Administrators have full control over managing users, allowing you to change permissions to fit exactly what your business needs. With custom roles in QuickBooks Online Advanced, you gain the power to finely tune user access across every facet of your business including banking, sales, payroll, expenses, reports, budgets, and inventory. These roles serve as a comprehensive toolset, allowing you to dictate precisely who can access what within your financial data and tools.

In this article, we’ll delve into the process of adding and managing custom roles in QuickBooks Online Advanced. By customizing roles, you can ensure that each user has precisely the right level of access to perform their duties while maintaining security and confidentiality within your financial ecosystem.

In the latest update, significant improvements have been made to custom roles, particularly within the Expenses category. Users now have more flexibility, with options to view, create, edit, or delete, providing a nuanced approach to access control. These enhancements extend across various tasks such as Bills, Vendor Credit, Credit Card Credit, and more, ensuring comprehensive control over your operations.

NoteExclusive user management privileges are reserved for administrators. Additionally, specific fields are set as read-only, seamlessly integrated into roles to provide you with essential information.

Note that when you create a new role in QuickBooks Online, you get three options to choose from:

  • Administrators can decide what role is allowed.
  • Choose from preset roles like Sales Manager.
  • Select from standard QuickBooks roles like Company Admin.

Add a New Role

To create a new custom role:

  1. Access Settings ⚙️ and click on Manage Users.
  2. Go to the Roles tab, then click Add Role.
  3. Input a Role name and description.
  4. Choose the areas the role can access in QuickBooks, and click on Save Role.

Create a Sales Role by Location 

To customize sales access for various locations:

  1. Confirm you’ve set up and added locations for your company.
  2. Go to Settings ⚙️ and choose Manage Users.
  3. Access the Roles tab and click Add role.
  4. Name the role and describe it.
  5. Click Sales.
  6. Pick one or more locations from the dropdown menu.
  7. Specify user access.
  8. Save the role.

Assign a Role to a New User

To add a new user and assign a role:

  1. Go to Settings ⚙️ and click on Manage users.
  2. Opt for the Users tab, then click Add User.
  3. Enter the user’s required information.
  4. Choose the roles from the dropdown menu.
  5. Review permissions and click Send invitation.

The user will receive an email invite with the link to sign in.

Note: If you lost or forgot your password, don’t worry you can reset it.

Assign a Custom Role to a New User

To add a new user and assign a custom role:

  1. Go to Settings ⚙️ and click on Manage Users.
  2. Select the Users tab, then click Add User.
  3. Enter the user’s name and Email.
  4. Choose View all permissions from Roles, then customize permissions.
  5. Review and click Send invitation.
  6. You’ll be prompted to Create a custom role.
  7. Name the Custom role and describe it, then Save.

An email invitation will be sent and the user should select Let’s Go! to sign in.

Note: Forgotten passwords can be reset by users

Edit Access for a Role

After the user accepts your invite, you can adjust role access anytime:

  1. Go to Settings ⚙️ and click Manage Users.
  2. Choose the Roles tab and click Edit in the Action column.
  3. Adjust access.
  4. Enter the Role name and description, then click Save Role.

Edit a User’s Role

To update a user’s role:

  1. Proceed to Settings ⚙️ and select Manage Users.
  2. Choose the Users tab and locate the user.
  3. Click Edit in the Action column.
  4. Choose from existing roles.
  5. Click Save. If you adjusted permissions, save a new custom role by entering its name and description, then click Save Role.

Enable or Disable a User’s Role

You have the option to enable or disable a user role as necessary.

Note: Before deactivating a role, ensure any associated users are assigned to a different role.

  1. Access Settings ⚙️ and choose Manage Users.
  2. Choose the Roles tab, then locate the role you wish to modify.
  3. Click the icon in the Action column next to Edit, then select Deactivate.
  4. Confirm the deactivation.

Reactivate the role if it has already been deactivated. Then, click Reactivate Role.

Consider deleting users if you need to reduce your user count.

Custom Roles and Access

Custom roles in QuickBooks allow you to specify:

  • What users can do.
  • Actions users can take (like view, create, edit, delete, approve).
  • Data restrictions (such as limiting sales data by location).
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Lists of Access Control for Various Areas & Permissions

Following are the access controls for different areas and permissions:

1. Area Sales

1.1. All Sales

Allowed ActionsRestricted Actions
Input estimates, invoices, sales receipts, credit memos, and refunds.Prevent check printing, including refunds.
Record charges and creditsCreate bills for customers.
Manage the creation and deletion of statementsControl account and quantity alterations
Accept payments from customersLimit access to bank registers
Complete timesheets for all usersRestrict visibility of income and expense figures
Modify customer, product, and service detailsEliminate tax report generation or tax history viewing
Access tax rates and agency settingsDisable sales tax return preparation or sales payment recording
Use and modify tax in sales transactions and journal entries.Prevent the creation or modification of tax agencies or settings
Manage currencies, such as addition, editing, and deletionProhibit multicurrency setup
Adjust exchange ratesControl home currency adjustments
Access all reports

1.2 Invoices

You Can You Cannot
Make, edit, and send invoicesUse invoice-only access to billable time, expenses, or delayed credits and charges.
Retrieve all products, services, and customers

1.3 Estimates

Allowed ActionsRestricted Actions
Generate, modify, and dispatch estimatesAccess other transactions or reports without additional permissions
View all products, services, and customers

You can set permissions for various actions on sales transactions:

Action PermissionsDescription
ViewSee transactions without changing or deleting them
CreateCreate a View and make new transactions. Edit only those created by the user.
EditEdit View, create, and modify transactions without deleting them
DeleteDelete View and delete transactions
All-accessFull access to all actions on assigned transactions

1.4 Restriction: Location

If your business has multiple locations, you can create roles that grant sales access specific to each location. Users will only manage sales transactions for their assigned location. Simply activate locations, set them up, and limit sales access for users to their designated locations through Manage Users. This ensures they handle transactions relevant to their location, and if allowed to create transactions, they must assign the correct location.

2. Area: Expenses

2.1 All expenses 

CapabilitiesLimitations
Input bills from vendors.Add, edit, or delete accounts and quantity on hand.
Put cash and credit card purchases.See bank registers.
Pay bills, write checks, and see check detail reports.Create new tax agencies or make changes to tax settings.
Print checks (except refunds).Set up multicurrency.
Add, edit, and delete vendors, products, and services.Perform home currency adjustments.
View tax rates and agency settings.View total income and expense amounts on home, vendor, or customer pages.
Use and adjust sales tax in transactions.See all reports
Prepare or file sales tax returns/payments.
Add, edit, and delete currencies.
Edit exchange rates.

2.2 Bills

CapabilitiesLimitations
See, create, copy, edit, and void bills with permissionsCannot pay bills.
You can Order checks.Cannot view other transaction types under expenses.
See expenses categorized by bill type.Cannot update vendor details.
See the vendor’s page.Cannot make the vendor inactive.
Cannot prepare a 1099 form for a vendor.

2.3 Checks

CapabilitiesLimitations
See, write, copy, edit, and void checks with permissions.Cannot update details of Bill Payment.
Print checks with full access to checks.Cannot view the sidebar on the create check page for bill linking
View expenses categorized by check type and Bill Payment.Cannot view other transaction types under expenses.
See the vendor’s page.Cannot update vendor details.
Cannot make the vendor inactive.
Cannot prepare a 1099 form for a vendor.

2.4 Expenses

Allowed ActionsRestricted Actions
See, create, copy, edit, and delete expenses with appropriate permissions.Unable to process bill payments or print checks.
Order checks when necessary.Not permitted to access other transaction types within expenses.
Access the vendor’s page for necessary actions.Inability to update vendor details or mark vendors inactive.
Cannot prepare 1099 forms for vendors.

2.5 Bill Payments

Allowed ActionsRestricted Actions
State bills as paid with create permissions.Unable to print checks.
Process online bill payments with appropriate permissions.Restricted from viewing transaction types other than bills and bill payments within expenses.
View, copy, edit, and delete bill payment transactions as needed.Prohibited from marking vendors as inactive.
View bills for reference.Cannot prepare 1099 forms for vendors.
Order checks as required.
Access the vendor’s page for necessary actions.

2.6 Expense claims

Allowed ActionsRestricted Actions
Upload or submit expense claims for review.Unable to add or update expenses or bills.
Not permitted to view other expense transaction types.
Restricted access to vendors list and 1099 form preparation for vendors.

2.7 Vendor Credits

Allowed ActionsRestricted Actions
See, create, copy, edit, and delete vendor credits with permissions.Prohibited from paying bills or printing checks.
Order checks as required.Cannot view other transaction types under expenses.
Access the vendor’s page for necessary actions.Unable to update vendor details or make vendors inactive.
Not authorized to prepare 1099 forms for vendors.

2.8 Credit card credits

Allowed ActionsRestricted Actions
Manage credit card credits as allowed.Not allowed to pay bills or print checks.
Order checks when necessary.Cannot see other transaction types under expenses.
Access the vendor’s page for required tasks.Cannot update vendor information or deactivate vendors.
Cannot prepare 1099 forms for vendors.

2.9 Purchase orders

Allowed ActionsRestricted Actions
See, create, duplicate, modify, and remove purchase orders as permitted.Prohibited from paying bills or printing checks.
Order checks as required.Unable to access alternative transaction categories within expenditures.
See the vendors page.Cannot modify vendor information or deactivate vendor accounts.
Lacks permission to generate 1099 forms for vendors.

You can assign specific permissions to expense transactions.

Action PermissionsDescription
ViewView transactions with read-only access, unable to modify or delete them.
CreateView and create new transactions, and modify those transactions except those created by others.
EditAccess, make, and modify transactions while preventing deletion.
DeleteView transactions and remove them if needed.
ApproveAuthorize transactions assigned for approval. Approval workflows must be established. Presently, this permission applies to bills.
SubmitEnables users to submit transactions for review. Presently, this permission applies to expense claims.
PayGrants the ability to pay bills online using QuickBooks Bill Pay.
All-accessGrants users full privileges to perform all actions on their assigned transactions.

3. Area Inventory

3.1 All inventory access

CapabilitiesLimitations
See and edit the Product and Services listUnable to add new inventory or adjustment accounts, income, or expense accounts
Manage product categoriesUnable to execute report generation
Perform inventory adjustmentsNo provision for batch actions in Email and Pay bills
Access inventory, income, and expense accountsIncapable of preparing 1099 forms
Update vendor detailsNot allowed to initiate new transactions for a vendor.

4. Area: Lists

You can manage which lists users can access in QuickBooks with custom roles. When granting transaction access, users might also access related lists like customers and vendors automatically. Remember to check this when setting up or updating roles.

4.1 Customers

Action PermissionsLimitations
See, create, modify, and deactivate as allowed.Unable to create invoices or other sales transactions (requires separate permissions).
Access the customer’s page.Not permitted to view other transaction types under sales or expenses.
Unable to create statements.
Cannot view or modify vendors.

4.2 Vendors

CapabilitiesLimitations
View, create, modify, and deactivate as permitted.Not authorized to create bills or other expense transactions 
Access the vendor’s page.Restricted from viewing other transaction types under sales or expenses.
Unable to view or manage contractors.
Cannot view or modify customers.

Assign permissions to lists as well.

Action PermissionsSummary
ViewAccess lists such as customers or vendors without the ability to alter or remove them.
CreateView and create new customers or vendors, and edit those added by the user, excluding those created by others.
EditView, create, and modify accessible lists like customers or vendors, without the option to delete them
DeleteView and make inactive customers or vendors
All AccessLets a user perform all actions on lists they have access to like customers or vendors.

5. Area Bookkeeping

5.1 All Bookkeeping Access

You Can You Cannot
Access all banking transactionsCannot view the Chart of Accounts
Connect bank or credit card for transaction importUnable to edit bank registers.
Create and modify transaction rulesProhibited from creating journal entries
Upload and export receiptsNo access to Reconcile, Budget, or Audit Log
Set up receipt forwardingIncapable of inventory adjustments
View bank registersRestricted from viewing all reports
Add, match, and record transactions
Manage bank deposits

5.2 Bank Deposit

You Can You Cannot
View, create, copy, modify, and delete transfers with permissions.Unable to connect a bank account or credit card.
Order checksCannot view banking transactions.
Prohibited from viewing and editing bank registers.
Not allowed to access rules and receipts
They are restricted from accessing other sales or expense transactions.

5.3 Transfers

CapabilitiesLimitations
Manage transfers with permissions to view, create, copy, edit, and delete.Prohibited from connecting bank accounts or credit cards.
Order checks.Unable to view banking transactions.
Not permitted to view or edit bank registers.
Inability to access rules and receipts.
Cannot access other sales or expense transactions.

5.4 Bank transactions

AbilitiesLimitations
Access all banking transactions including sales, expenses, and lists.Unable to view the Chart of Accounts.
Create and modify transaction rules.Cannot link a bank or credit card for transactions.
View bank registers for checking, savings, and credit cards.Not allowed to edit bank registers.
Add, match, and record transactions.Unable to create journal entries.
Manage bank deposits.Restricted from viewing Reconcile, Budgeting, or Audit Log.
Incapable of inventory adjustments.
Unable to view all reports.

6. Area: Accounting

6.1 Chart of Accounts

AllowedRestricted
Go to the chart of the accounts list page.Unable to connect a bank account or credit card.
See, create, or edit accounts based on permissions.Cannot reconcile accounts.
Not allowed to view registers.
Restricted from accessing other sales or expense transactions.

6.2 Reconciliation

You CanYou Cannot
Reconcile accounts.Unable to connect a bank account or credit card.
See registers and chart of accounts.
Access sales, expense transactions, bank deposits, transfers, or view journal entries.

6.3 Registers

AllowedRestricted
You cannot View registers and charts of accountsUnable to connect a bank account or credit card.
View registers and chart of accounts.You cannot View registers and chart of accounts
Access bank deposits, transfers, or journal entries.

6.4 Journal Entries

CapabilitiesLimitations
Manage journal entries with permission to view, create, copy, edit, and delete.Unable to connect a bank account or credit card.
Access other sales or expense transactions.Can’t access banking transactions.
Retrieve bank transfers and deposits.Not permitted to view and edit bank registers.
Inaccessible rules and receipts.

You can Set specific Permissions to Accounting Functions:

Action PermissionsDescription
ViewEnables viewing accounts or transactions without the option to modify or delete them.
CreateAllows viewing and creating new accounts or transactions. Also permits modification, excluding those created by others.
EditGrants access to view, create, and edit accounts or transactions, but without the ability to delete them.
DeleteAuthorizes viewing and deleting accounts or transactions.
All-accessProvides full privileges to perform all actions on accounts and transactions accessible to the user.

7. Area: Payroll

Before your employees can run payroll, certain preparatory steps must be completed for payroll subscriptions.

7.1 All Payroll Access

You CanYou Cannot
Add employees and process payrollUnable to view bank registers or bank information
Change payroll scheduleProhibited from creating journal entries
Access to all expense transactions and vendor lists.Cannot enter estimates, bank deposits, invoices, sales receipts, credit memos, or refunds
Retrieve payroll reportsNot authorized to view all reports
View the paycheck listIncapable of setting up multicurrency
Fill out timesheets for anyoneUnable to perform home currency adjustments
Edit and View payroll settings
Pay contractors

8. Area: Reports

Custom roles in QuickBooks Online allow you to control:

  • Choose report categories users can access.
  • Specify which reports users can view.
  • Control user actions on reports, like viewing or customizing.

Manage detailed report permissions at the action level:

8.1 View 

AllowedRestricted
View the report.Unable to modify report appearance with grouping and filtering options
Filter dates, export, and schedule reports.Prohibited from altering report contents using the custom report builder tool.
Cannot create new custom reports from scratch.

8.2 Customize

You can You Cannot
Access the reportUnable to add new entities to the report.
Rearrange report columnsPrevented from adding new attributes to the report.
Format numbers in reportsCannot create new custom reports from scratch with report builder.
Filter data in reports.
Sort data in reports.
Arrange data in summary reports.
Save customized standard reports as a custom report.

8.3 Full

Integrates both viewing and customization capabilities.

  • Custom roles manage access solely to standard reports, not user-created custom reports.
  • Some reports may not support custom access yet, lacking management options for custom roles.
  • New reporting options require explicit access grants for users with custom roles.
  • Notifications inform administrators of new report availability.

9. Area: Time Tracking

Custom roles allow you to activate and set up time tracking to monitor and bill customers for hours spent on projects or activities. It also enables tracking reports for workers, customers, and unbilled time.

10. Area: Accountant Management

Custom roles must include access to more than just account management. You need to select at least one additional type of access for the role to be saved.

10.1 Modify Company Information

  • Update your company’s name, type, contact information, and address.

10.2 Subscription Access

  • View or manage your company’s QuickBooks subscription.

11. Area: Budgets 

AllowedRestricted
Make new budgetsUnable to run any reports
Edit, view, delete, and archive existing budgetsUnable to view the Chart of Accounts.

You can assign specific permissions to budgets as well.

Action PermissionsDescription
ViewUsers can view budgets but cannot modify or delete them.
Create Users can view and create budgets and modify their budgets.
EditUsers can view, create, edit, duplicate, import, and archive budgets. They cannot delete budgets.
DeleteUsers can view and delete budgets.
Full AccessUsers have complete permission to view, create, edit, and delete all budgets, but cannot run budget reports.

Conclusion 

Customizing roles in QuickBooks Online Advanced allows you to balance accessibility and security in your financial operations. By tailoring roles to fit your needs, you confirm each team member accesses the necessary tools while protecting sensitive data. With the ability to set precise permissions, QuickBooks Online Advanced offers a reliable solution for optimizing financial management. By managing custom roles well, you improve efficiency, accountability, and data integrity.

Throughout this article, we have examined the intricacies of user and access rights in QuickBooks Online, explaining the impact of roles on user limitations. For queries regarding permissions or any QuickBooks Online-related matters, feel free to contact our experts at +1-855-875-1223.

If you’re keen on experiencing QuickBooks Online Advanced firsthand, take advantage of our 30-day free trial. With full access, explore its features and benefits at your convenience.

Frequently Asked Questions

Where in QuickBooks Online Advanced can New Custom Roles be Created?

To create a new custom role, simply add the role and specify the various areas it can access. Navigate to Settings ⚙️, then choose Manage Users. Next, select the Roles tab and click on Add role. Finally, enter a Role name and Role description.

How do I Add a New Role in QuickBooks Online?

To add a new role:

1. Sign in to QuickBooks Online Accountant.
2. Go to Team > Roles.
3. Click Add role.
4. Name the role and add a description.
5. Set up access by selecting options like Sales, Expenses, etc.
6. Choose View, Create, Edit, and Delete capabilities.
7. Click Save Role.
8. To add a user to the new role, select Add User, enter their details, and click Add User.

How do I Add a User to QuickBooks Online Advanced?

To add a user:

1. Go to Settings ⚙️ > Manage users.
2. Click Add User and enter the user’s name and email address.
3. Note: Use only a period in the user’s name. For the email, you can use a period and the @ symbol.
4. Choose the desired role from the Roles ▼ dropdown.
5. Review the accessible features for the role by expanding each section.
6. Manage Account management settings if applicable.
7. Click Send invitation.

What are the 3 types of User Permissions in QBO?

1. View: Allows viewing all data associated with the selected item.
2. Create: Enables creating new activities, entries, or transactions.
3. Modify: Grants permission to alter existing activities, entries, or transactions.

Based on What Information does QuickBooks Online Advanced suggest a Custom Role?

Suggestions for custom roles in QuickBooks Online Advanced are based on user feedback, the user’s previous role in QuickBooks Online (QBO), and reports accessed or created in the past year.

How many Assigned Roles can a QuickBooks Online Advanced User have?

In QuickBooks Online Advanced, a user can have up to five assigned roles simultaneously. These roles can be tailored to suit the user’s specific responsibilities and access needs within the platform.

Which 3 of these can a Company Admin User do in QuickBooks Online?

A company admin has access to all areas of the QuickBooks account. They possess the same capabilities as the primary admin, except they cannot modify or revoke the primary admin’s access.

Which 3 Types of Customer Statements can QuickBooks Online Generate?

QuickBooks offers three types of customer statements: Balance Forward, Open Item, and Transaction Statements.

Name Two Types of User Roles that Count toward the QuickBooks User Limit.

Two types of user roles that count toward the QuickBooks user limit are Company Admin and Standard User.

How many Custom Fields are there in QuickBooks Online Advanced?

You can have up to 12 custom fields active for each form type (invoice, estimate, purchase order, expense, bill, etc.) and each profile type (customer and vendor).

About The Author

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Editorial Team

At QAsolved, we are a team of skilled professionals dedicated to delivering unparalleled accounting and bookkeeping services. With backgrounds in finance and technology, our collaborative efforts focus on providing practical solutions and guidance. Our services are tailored for a range of businesses, covering advisory, CFO services, bookkeeping, and financial systems consulting. QAsolved is an award-winning consulting firm and Intuit’s #1 QuickBooks Reseller Partner. We offer comprehensive QuickBooks services, including consulting, integration, migration, maintenance, data conversion, training, and support, among other services. Over the years, we have assisted over 30K customers across various industries with their Intuit products.

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