Unless you’re the sole user of QuickBooks Online in your company, you’ll need to know how to set up different access levels.
“Anytime, anywhere access” is one of the buzz-phrases people use when they describe the benefits of cloud computing. It’s probably one of the most compelling reasons why businesses subscribe to QBO. That, and the fact that you can have multiple employees working on it: three for Online Essentials and five for Online Plus (in addition to an accountant for each).
Due to the sensitive nature of financial data, accounting software and websites almost always offer multiple configurations of user access. You the owner or the manager will have to decide the features a staff gets based on the role you assigned. If it is well done, it can establish accountability and strengthen your internal control.
The process of assigning accounting role and setup of privileges can be an opportunity you may to want capitalize.
Specific Tasks
You can also assign specific tasks to users. For example, you may decide to have another user serve as Company Administrator, which grants access to all areas and capabilities of QuickBooks Online. Individuals can also be allowed to view Reports Only.
If individuals do occasional work for you and need to fill out timesheets (but are not employees), you can set them up for Time Tracking only. They can be connected to either an employee or, in the case of subcontractors, a vendor.
Obviously, the security of your financial information is critical. QuickBooks Online provides easy-to-understand mechanics for defining user access, and you’ll want to maintain strict security.
As always, we’re available for any questions you might have about this process. We can discuss any issues with you, as well as talk about additional options for data safety.
Thank you and please let us know if you need any additional information on Accounting, Bookkeeping, QuickBooks or training.
Ben Derebie, MBA, CMA
Certified Management Accountant
Advanced Certified QuickBooks &
Enterprise Solutions ProAdvisor
