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How to Manage QuickBooks User Permissions?

quickbooks user permissions

QuickBooks is an accounting apparatus that makes the management of monetary responsibilities extremely easy for its users. It equips you with the facility to bill your customers individually or in large groups. There are two major versions of QuickBooks which are online and desktop. If you import data or migrate data from one version to another, your system might contract some sort of an error. That is why QuickBooks user permissions are so important to know about. 

The objective of this article is to provide you with information regarding the QuickBooks Desktop and QuickBooks online user permissions. Now, before we go through the steps of managing user permissions, we must first understand the importance of QuickBooks permissions.

Why gaining QuickBooks user permissions is so important?

The importance of QB user permissions is that by gaining access to it, you can allocate customized access to sales representatives, office managers and other types of employees and partners. You can set varied roles for your personnel with the help of QuickBooks user permissions. This way your data stays secure as well. 

Steps to manage QuickBooks permissions

The following are the steps that you will need to follow in order to manage QuickBooks permissions:

For QuickBooks Online

Step 1:  Add a new user

  • Select the gear icon
  • Choose Manage Users
  • Select New on the right side of the screen
  • Select the designation/type of the user and following the steps as specified
  • Regular or custom user:
  • Select Next at the bottom right
  • Select what access rights you would like them to have. Then select Next
  • Enter the new user’s profile. Select Next
  • Select Finish
  • Company administrator:
  • Select Next at the bottom right
  • Enter the new user’s profile. Select Next
  • Select Finish
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Step 2: Delete a user

  • Select the gear icon
  • Choose Manage Users
  • Choose the name of the user you want to remove
  • Select yes in the pop-up question

Step 3: Change a user’s access rights

  • Select the gear icon.
  • Choose Manage Users.
  • Select Change on the top right.
  • Choose the type of access you would like the user to have and select Next.
  • Select Finish and then Save.

Also Read: How to Fix QuickBooks Unrecoverable Error? 

Step 4: Change a user’s name or e-mail

  • Select the gear icon.
  • Choose Manage Users. Choose the name of the user to whom changes have to be made.

For QuickBooks Desktop

  • In the Company Menu, select Set up Users and Passwords and then Set Up Users.
  • Select Add User.
  • Fill out the required fields.
  • Choose Next. Select which area of QuickBooks the user has access to.
  • Select Next. You can customize the restrictions according to what you want by selecting No Access, Selective Access or Full Access. Click on Finish once you are done.

What to do in case you receive a ‘warning’?

In case you get the warning that you do not have sufficient permissions to the specified folder, run the QuickBooks File Doctor. QuickBooks File Doctor is an effective file repairing software which was developed by Intuit for the purpose of fixing various company files at the same time resolve the corruption of data. Using this tool will get the job done

And that is all it takes!

By following the aforementioned steps you will be able to manage QuickBooks Desktop and QuickBooks user permissions in no time. We hope that this article has provided you with sufficient information regarding this topic. Now, there are times, when even after you have performed all the steps accurately as illustrated in the article, you might be unsuccessful in managing the user permissions. In such instances get in touch with our QuickBooks Support Number. Our expert technicians will ensure that all your QuickBooks related issues are dealt with in the most professional manner.

Thank you for visiting our site. We are always ready to help you with any of your queries related to QuickBooks. We feel glad helping you, and you are always welcome over here on this platform. Further, if you ever feel the need of taking advice from your fellow business owners that happened to be our existing subscribers, you can visit our thriving QuickBooks Community. Still, if you do not find an answer for your specific question within the community. In that case, you can also post your question in the community to get the requisite answer from the contributing members.

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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