When working virtually with an assistant or bookkeeper, technology should provides an excellent first line of defense. Implement these tools to give your bookkeeper the access they need while protecting your personal data. Therefore, it does not matter which operating system your employees use. I would suggest you google the training videos available on line.


Gentle Frog is an independent bookkeeping company, we are not affiliated with Intuit QuickBooks or any bank. How to create sub-customers, invoices for sub-customers, and apply payments. Accountant users can review your books, make corrections, and collaborate on issues. To change the primary admin, see how to change your QuickBooks Online primary admin user. Then select Edit in the Action column.You can change the User type ▼.

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If you’re feeling any uncertainty or confusion about the whole issue of access rights, we’ll be happy to go over your options with you. You’ll want to stress to your employees that restricting their permissions does not signal a lack of your trust in them. Rather, QuickBooks provides these tools to protect everyone who uses the software as well as any external individuals and companies that might be affected. On the Add a new accounting firm screen you can enter the name and email address of the person you want to invite.


Company employees that will be participating in the bookkeeping process should be granted either Standard user or Company admin access. If this is the first user you’re adding, you’ll be taken to the add a new user screen automatically. If you’ve already added users, you’ll see a list of users and need to click the green Add user button. If the invitation is not in their junk folder, get them to add Intuit’s service email addresses in their email’s list of accepted senders. Have your new user select the “Let’s go!” link in the email, which takes them to a sign in or account creation page.

How to add an accountant to your QuickBooks account

There is an company Hector Garcia, CPA who has produced a lot of videos and is helpful. I also suggest you look at the resources available from Intuit. Finally, I recommend that when he is ready he contact a CPA to look at what he has entered and how he has it structured so that he is getting things set up well right from the start. We offer two great solutions for businesses looking to work remotely. Our product page helps you pick the solution that is best for you.

  • The cloud infrastructure software allows you to create and remotely access desktops, servers, and applications without hidden fees and complicated setup.
  • After that, apply the filters, select the fields, and then do the export.
  • By doing so, your accountant can access the company file without having the need to sign in as an administrator.
  • Pry integrates with QuickBooks Online to sync with your accounting data through API access.

Reopen your QuickBooks company file from the newly mapped drive. Aside from the Windows Remote Desktop Connection, other software you can use include Chrome, Teamviewer, and Splashtops. However, the only disadvantage to this method is that both computers must be powered on and connected . This should include procedures for the return of any records if at any point either party ends the client relationship. No more than 5 years ago our firm was a 100% Quickbooks Desktop powered office.

Bookkeeper or Accountant

You can request Pry to disconnect your QuickBooks account using the in-app chat. Once synced, your financial data will be categorized in a familiar manner. Choose the type of user you want to set up then click Next. Follow the on-screen instructions to finish the installation.

  • To let them access your QuickBooks Online account, you can invite them by sending an invitation via email.
  • After you have selected the level of access rights to provide the new user, click the green Next button to assign administrator rights.
  • It is a big problem for those files that have not been converted by updating the version.
  • Gentle Frog is an independent bookkeeping company, we are not affiliated with Intuit QuickBooks or any bank.
  • File Corruption Yes, it can happen, but it only happens to the Desktop files.

Although Wells Fargo has a relationship with this website, Wells Fargo does not provide the products and services on the website. Please review the applicable privacy and security policies and terms and conditions for the website you are visiting. We’re super-excited to start working on your Assessment, but first we need your help so we can access your account. You can set us up as your Accountant user, and there’s no extra charge from Intuit to do this. To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.

Invite Intuit Account Users

Then need to send it to your clients to share their QuickBooks custom reports. You can send the QuickBooks custom reports via email or even a USB drive. So, here in this module we will have the discussion on the process of adding deleting, and changing user access in QuickBooks accounting software. Once your accountant is done with the changes, you can ask for the “master admin” permissions back. In this case, your accountant logs in into Quickbooks and makes the same steps as you did.

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