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QuickBooks Online

Giving your accountant access to QuickBooks Online takes two minutes, and your subscription stays yours.

QuickBooks Online has a dedicated invitation for accounting firms, separate from ordinary users. The firm works in your file from its own accountant account, your billing does not change, and you can remove access whenever you choose.

Book a free 30-minute call The steps

How to

Inviting Your Accountant, Step by Step

The invitation has to come from your side. A firm cannot add an existing QuickBooks Online company to its client list on its own.

Step 1

Sign in as an admin

The primary admin or a company admin sends the invitation.

Step 2

Open Manage users

Select the gear icon, then Manage users.

Step 3

Choose Accounting firms

Open the Accounting firms tab and select Invite.

Step 4

Send

Enter your accountant’s name and email address, then select Send.

Your accountant accepts the invitation from the email, and your company appears in their client list. Ask which email address to use before you send it: invitations sent to a personal address attach your file to that login rather than to the firm.

Access

What Your Accountant Can See and Do

  • Full accounting access. Accountant users can work across the books: reconcile, categorize, post journal entries, run reports and close the books.
  • Accountant tools. The accountant view adds tools a standard user does not have, such as reclassifying transactions in bulk and undoing a reconciliation.
  • Outside your user count. Accountant users invited through the Accounting firms tab do not take up one of your plan’s user seats.
  • A visible trail. Every change an accountant makes appears in the audit log under their name.

Billing

Your Subscription and Billing

Inviting a firm changes access, not ownership.

Your subscription stays in your name and you keep paying Intuit as before. The firm does not take over billing unless you separately agree to move the subscription to them. If you ever change accountants, the file goes nowhere: you remove one firm and invite the next.

Ending access

Removing Access

Open the gear icon, then Manage users, then the Accounting firms tab. Find the firm and remove it from the action menu. Access ends straight away, and the work they did stays in your file and in the audit log.

Other products

QuickBooks Desktop and Intuit Enterprise Suite

QuickBooks Desktop

Desktop has no online invitation. Accountants work through an Accountant’s Copy, a hosted or shared copy of the file, or remote access to the machine where it lives. Agree the method first, because working in two copies of a Desktop file at once creates conflicts that are slow to unpick.

Intuit Enterprise Suite

Firms are invited from the same kind of user management screen. With several entities, confirm the firm can reach each entity it works in.

Questions

Commonly Asked

How do I invite my accountant to QuickBooks Online?
Sign in as the primary admin or a company admin, select the gear icon, then Manage users. Open the Accounting firms tab, select Invite, enter your accountant's name and email address, and select Send. Your accountant accepts from the invitation email.
Does an accountant user count toward my QuickBooks Online user limit?
No. Accountants invited through the Accounting firms tab do not take up one of your plan's user seats.
Will inviting an accountant change my QuickBooks billing?
No. Your subscription stays in your name and you keep paying Intuit as before, unless you separately agree to move billing to the firm.
How do I remove an accountant from QuickBooks Online?
Select the gear icon, then Manage users, then the Accounting firms tab. Find the firm and remove it from the action menu. Access ends straight away, and their work stays in your file.
How do I give my accountant access to QuickBooks Desktop?
Desktop has no online invitation. Accountants work through an Accountant's Copy, a hosted or shared copy of the file, or remote access. Agree the method first so nobody works in two copies of the file at once.
QuickBooks ProAdvisor, Platinum A team certified in QuickBooks Online, Intuit Enterprise Suite and Workforce.
Xero Gold Partner Certified advisors, with Xero as the platform our depth genuinely sits in.
13+ years, 1,500+ engagements Across accounting outsourcing, ERP and accounting software work.

Next

Where to Go Next

Service Monthly Bookkeeping in QuickBooks What we do once we have access. Platform QuickBooks at Logiframe Our ProAdvisor credentials and the products we work in. Pricing Packages & Pricing What our bookkeeping packages cost.

Ready to invite us?

Book a call first and we will confirm the right email address and what we need to get started.

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