Do you want your A/P clerk having access to your payroll records? Or your billing clerk having access to your profit and loss statements? Maybe so, but maybe not.

If not, then you can configure your QuickBooks company so that each user has access only to the information they need.

Set this up through the top menu: Company / Set Up Users and Passwords / Set Up Users. Click Add User or Edit User, depending on whether they are already existing users. Then you’ll see this screen:

Click on “Selected areas of QuickBooks” to begin the process of specifying authorized functions for that user.

The first screen that appears gives you control over the user’s access to Sales and Accounts Receivable functions:

You see that control can be broken down between data entry, transaction printing, and reporting. Select the functions that your user needs access to. You can also click (or not) on the checkbox giving the user access to customer credit card numbers.

This level of control in QuickBooks is great — it introduces accounting controls to your use of the software, and potentially reduces the risk of fraud and error.

You can set up controls for these areas in QuickBooks:

* Sales and A/R
* Purchases and A/P
* Checking and Credit Cards
* Inventory
* Time Tracking
* Payroll and Employees
* Sensitive Accounting Activities (like journal entries and online banking)
* Sensitive Financial Reporting

Finally, you can control the ability to change or delete transactions:


This is an important accounting control. If you open this capability to a user, they will be able to delete or change previously entered transactions. Limiting this capability to only staff that truly need it could help lower the possibility of bookkeeping crime in your office, because it makes it harder for users to cover their tracks if they are making entries they don’t want others to see.

Also, you can prevent users from making changes to the books after the close date. Your accountant will really like it if you restrict that.

There are news stories coming out all the time about embezzlement and fraud taking place in offices where QuickBooks or other accounting software is used. Want to lower the chance of it happening to you? Just limit your employees’ access in QuickBooks to the functions they need to do their jobs.

Do you have any tips or advice on using access restrictions in QuickBooks?

132 thoughts on “How to Restrict User Access in QuickBooks

  1. Capstone,

    You can set up more flexible access roles in the Enterprise edition. But if you are using Pro or Premier, you can only set up a user so that they can or can’t access sales and customer data in general. The only restriction you can place on it beyond that is to optionally prevent them from being able to change or delete transactions after the fact.

    Reply
  2. QB Pro 2010. If I grant a user access to A/P so that they can look and create reports of vendor pricing, they can also pay bills which in essence grants permission to view the checkbook? Thus, they can scroll through and see paychecks. Yes?

    Reply
  3. Hi Shannon,
    I am trying to change user permissions for an employee so that they cannot see payroll however I cant seem to do this. I have locked them out of the payroll system but they can still go to the Employee Center; click transactions; pay cheques and be able to view what others are being paid. They cant run payroll reports or anything like that. They can also see what people are being paid through the cheque register. Is there anyway of stopping this?
    Appreciate your help :)

    Reply
  4. Hi Jenna,

    You say “cheque” rather than “check”, so I think you are using an edition other than QuickBooks US? I don’t know what your edition’s payroll permissions are exactly, but I would think that it would work like the US edition in that you can control whether a user can create transactions like cheques, or access the cheque register (a “sensitive accounting operation” permission). But maybe your edition is different in that respect?

    In the US edition, yes, you can go into the Employee Center even if you don’t have payroll permissions, which seems incorrect to me. But you can’t see paycheck detail.

    Thanks for the question.

    Reply
    • This question seems to apply to the US edition as well. I have only allowed my employee to be able to create checks (and not print them). When they log in, it appears that they cannot directly access the check register, but in the “Write Checks” function, they can click the “Previous” button and previous checks can be accessed individually. My employee can potentially see paychecks with their splits.

      Is there a way to restrict this kind of access without completely taking away the ability for my employee to write checks?

      Reply
  5. Hello,

    Can you restrict QB access to certain users by class? We have 6 different classes setup in QB and want to restrict access by class for our regional managers. Is this something that can be done?

    Thanks,
    Brad

    Reply
  6. one of my employee cant see the credit card numbers under the customer payment info, she can see the exp only and the box where the credit card number should be shows just blank, even-thought she has full access. While some others of my employees who has full access to quick books does not have that problem. We used quick books enterprise 2012. I had rebuild the data, uninstall and re-install the software on her pc, virus clean up, and nothing works. Even if she uses another pc she still have the same problem. Any help will be greatly appreciated.

    thank you

    Jaime

    Reply
  7. Jaime,

    That situation means that her user information in the QuickBooks file is corrupted. It should be repairable. Please see the Data Repair link under the Services tab at the top of this blog.

    Thanks for the question.

    Reply
  8. Hello,

    Is there a way to have someone do the book keeping but not view account numbers (Credit Card, Checking)? I want this person to be able to download transactions ( I will setup it up will in admin mode), then they will download transactions from my bank and credit card and move the transaction into the right account. I just dont want them to see the sensitive information regarding the account (account numbers)

    Thank you!

    Reply
  9. Hi Eric,

    In Pro and Premier editions, you can edit a user’s permissions, advance to the Sales and Accounts Receivable window, and then uncheck “view complete customer credit card numbers”. That will block the view of credit card numbers to that user.

    Otherwise, I don’t think you can block access to bank account numbers without also blocking access to banking functions in general.

    You might be able to do that with Enterprise — you can set up “roles” and define the permissions much more closely in Enterprise.

    Thanks for the question.

    Reply
  10. Pingback: How to Protect the Viewing of Customer Credit Card Numbers | QuickBooks and Your Business

  11. Pingback: Learning How to Protect Your Finances within Quickbooks!

  12. I need to set up the service manager to have access to inventory only, we are using enterprise. I have added him as a user with the correct permission, but how do I sync him with my computer (administrator)

    Reply
    • Hi Rhonda,

      If you set him up as a user with the right permissions, then that info. is in your QB file on your server, and whenever you open that file from your computer as the admin, that data will be there. Unless there’s something about your situation that I’m not understanding, you don’t have to sync anything.

      Thanks for the question.

      Reply
  13. I want to give access to selective accounts for reconciliations to a user. For example, I don’t want the user to have access to bank reconciliation; however, the user should be able to reconcile credit card accounts. How do I do that?

    Reply
  14. Can I restrict a user from seeing prior years in a company? We have a new partner and want him to only have access to this year and not previous years. The only other option I can see is starting a new company and entering the data for this year which will be a nightmare. Thanks for any help.

    Reply
    • Hi Sue,

      You can restrict him from being able to enter or change data from the prior years, or you could restrict him from running financial reports at all. But there’s not a way to allow access to financial reports for this year but not prior ones.

      Thanks for the question.

      Reply
  15. I need to set restriction for a user to be able to view only certain reports under the sales report group. For example, user can only view the “Sales by customer” report but not the “Sales by item” report. Will I be able to do this?

    I couldn’t find this option under the user’s role list. It will only allow me to restrict the whole sales report group , not part of it. The reason being is I don’t want my sales manager to see the COGS of the items we are selling but I want him to monitor the sales of our customers.

    Reply
  16. I have a special issue with the access controls in Quickboooks and was hoping someone had a work-around for my situation. We have outside sales reps that have access in order to create Estimates (quotes) and to review their sales reports. I need to be able to block their access from all other areas, but don’t know how. Any help would be greatly appreciated.

    Reply
    • Hi Amy,

      If you have the Enterprise edition, you can set up a role for your sales reps that gives them the ability to only access estimates and view sales reports.

      Thanks for the question.

      Reply
  17. Does anyone know if any other user besides Admin or External Accountant can import into Quickbooks. I have a user that needs to import in our sales from our POS system and he is a custom user because they would like to not allow access to payroll (this is the main concern), but would like them to be able to import in the sales information.

    Reply
  18. I am currently using QB Accountant 2012 on the cloud. I want to block a user from the ability to see Payroll (we use paychex). Is there a way to block a specific vendor? And is there a way to block them from entering the Employee Center?

    Thank you

    Reply
  19. I installed QuickBooks Point of Sale to make it possible for an employee to make sales without seeing the sensitive information displayed on my QuickBooks screen. Now that I see that I can Restrict User Access in QuickBooks, I would like to move my items and services back into QuickBooks, and stop using QuickBooks Point of Sale. That way I could run my business using only QuickBooks. How would I do this?

    Reply
  20. Shannon,
    Are you familiar with QB 2011 Pro for Canada? I need to know if there is a way to create a user role that is “view/print” only.
    Thanks!

    Reply
    • Hi Melynda,

      I don’t have hands-on experience with it myself. When you set up users in your version, do the screens look like the screenshots I posted above? Are you able to specify ‘selective access’ on certain parts of QuickBooks?

      Reply
  21. Can we restrict user from certain sections within estimates? Like we wish to create a user so that user can make estimates but can not edit anything or view actual cost of an item or percentage markup

    Reply
    • Hi Suleman,

      You can, in Enterprise edition of QuickBooks only, create a role that would only allow for the dealing with estimates. You can set it up so that they create new estimates, but not modify existing ones. But if you have items that are priced by markup, then they would see the cost and markup on the estimate.

      Thanks for the question.

      Reply
  22. Is there a way to prevent users from setting up new classes in QuickBooks? I was to restrict the ability to add a class to only one user.

    Reply
    • Mario,

      If you are using Enterprise edition, you can turn set up roles that either allow or disallow creation of new classes. You would create or modify a role and look under Lists and modify permissions for classes there. There is no control of that with Pro or Premier editions.

      Thanks for the question.

      Reply
  23. Hello,

    Is there any way to restrict access to chart of accounts in QuickBooks Pro 2012? I’ve tried to restrict access to financial reporting, but if someone just double click on the account, they can still be able to see all the activity.

    Thank you!

    Reply
    • Hi Olga,

      For those kinds of users, you can edit their permissions and give no access to Sensitive Financial Reports. They will be still to see a list of accounts, but they won’t be able to run reports on them. Thanks for the question.

      Reply
  24. Can I give my purchasing dept access to create and view PO’s only? I don’t want them to have access to any other area except PO’s.I’m using QB Premier 2010 Edition.

    Reply
  25. Hi Shannon,
    I have unique issue in quick books 2011. i need to creat a user to create or modify Estimates. But I dont want that user to view Customer contact details or addresses. All options I know doesnt allow this. If I restrict from inventory then user cant edit Estimates also. Is there a way around? Quick book user rights seems to be based on very simple selections. But I dont want my workers directly attempt to contact customers !! any help much apreciated.

    Reply
  26. Very helpful information, thank you!

    I am encountering an issue that I can’t seem to resolve. We use Quickbooks Premier for Nonprofits 2012 in a church setting and want to restrict our bookkeeper from seeing donation data. It seems from the description in the permissions settings that giving the bookkeeper user profile “no access” to the Sales and A/R area should accomplish that but it isn’t. The bookkeeper profile can still access the Customer Center and see all of the donation transactions. Any thoughts? Am I just misunderstanding the permissions?

    Reply
    • I should specify that our bookkeeper role is really more of an A/P and payroll clerk. So no need to see income/donation info.

      Reply
      • Hi Bambi,

        I set up your scenario in Premier NP 2012 to check it out. It looks like I can’t see individual transactions (donations), but I can see all the customers (donors) and their Balance Total (total donations?) Is that what you are seeing? If so, then I can’t see a way to get around that. But if you see individual transactions in the transactions pane, you should be able to turn that access off.

        Thanks for the question.

        Reply
        • Hi Shannon!

          Thanks for your quick reply!

          When I go in under the bookkeeper profile and into the Customer Center, I can see the individual sales receipt amount in the transactions list (i.e. click on a name in the lefthand column list and the transactions come up on the right). Now, I can’t open the sales receipt but I can see the amount. For our purposes, that’s what we’re trying to restrict. It seems like maybe we can’t?

          On a separate note, after creating the bookkeeper profile with full access to payroll, the bookkeeper cannot e-mail pay stubs. It tells her the function isn’t set up and that she can’t set it up because she isn’t an administrator. Any thoughts on why that happened?

          Thanks again for your help!

          Reply
          • Bambi,

            If you give the bookkeeper no access to A/R, it shouldn’t pull up anything in the transactions pane. Have you double-checked her permissions for that?

            Emailing documents (PDFs) out of QuickBooks has a long history of trouble. Was it working before, and now not? Can you email other kinds of documents? Can other users (admin)? Does she have permissions to Print in Payroll?

          • Yes, I just checked and rechecked all the permissions. I even reset everything to full access and then re-restricted it. I took some screenshots but it doesn’t appear I can attach them here. I listed the bookkeeper profile as no access to sales and a/r but the single “dummy” sales receipt I created shows up in the transactions list with an amount when I click on the name. If I double click the sales receipt in the transaction list, it comes up with an error that access is restricted. It’s very strange!

            On the other e-mail issue…she says it was working until I set up the new profile for her. I might have to have her walk me through the set up again while I’m logged into the Admin profile. The bookkeeper profile has full access to payroll functions.

  27. We have quickbooks online. Our technicians use ipads in the field to create invoices and take payments. Can I restrict their ability to see sensitive information, like total sales for the last 90 days and the bank account information?

    Reply
  28. Shannon,

    QB Pro 2012. Can I restrict a user to see only certain employee wage information. I want my assistant to do payroll for the guys out in the shop but I do not want her to see the owner and office employee wages. Any way around this? Thanks!

    Reply
  29. Quickbooks Contractors Edition 13.0. Is there a way to find out which of my employees entered certain payroll information for an employee? Basically, I want to be able to track who is making errors if payroll hours are entered improperly.

    Reply
    • Hi Michelle,

      Yes, in Enterprise, you can create or use a role that doesn’t have any A/R access, and assign that role to the user. They won’t be able to get into the customer center at all.

      Thanks for the question.

      Reply
  30. I have put indervidual prices in but when it calculates the figure u can amend the total figure but how can I stop users manually changing the figures

    Reply
    • Garry,

      If you have the Enterprise edition of QuickBooks, you can set up a role for your entry person, and not give access to “Change Item Prices”. Maybe that would help. If you are using Pro or Premier, you’re not going to be able to fine tune that control.

      Thanks for the question.

      Reply
  31. we are currently using QB.Premier Accountant edition 2012, and i just want only restrict or block some employees from entering receive payments. what should i have to do for it?

    Reply
    • Hi Tony,

      You can restrict them from being able to enter A/R transactions, which would include receiving payments. It would also prevent them from entering any other kinds of A/R transactions, though. In order to allow other A/R transactions but restrict entry of payments, you would have to upgrade to Enterprise, which allows greater distinctions of access.

      Thanks for the question.

      Reply
  32. I want to give someone full access to view only, but he should NOT be able to do anything besides viewing. meaning I want him to oversee the account but not have access to change anything or make any transactions.
    Is this possible?

    Reply
  33. Hi
    I want to limit access to my invoicing guy to only change quantity in the invoice template . I don’t want him to change the rates for the particular product in the invoice template . Is there any way , to restrict the access ?

    Reply
    • Hi Snehil,

      If you have the Enterprise edition of QuickBooks, you can set up a role for your entry person, and not give access to “Change Item Prices”. If you are using Pro or Premier, you’re not going to be able to fine tune that control.

      Thanks for the question.

      Reply
  34. Hi Shannon
    I have Enterprise Solutions, Manufacturing and wholesale.
    I want to restrict access to inventory cost but still allow access to inventory quantity on hand and units sold is that possible?

    Reply
  35. Hi,
    i have problem about quickbook users. Now i use quickbook multi users, Question, How can i know report by each users?
    Please kindly help,

    Best regards,
    TorngOu

    Reply
  36. I have 11 users licence quickbooks but while I am trying to log in 6 users it is giving me a message that quickbooks don’t alows more than 5 users so, kindly help me out with this issue

    Reply
    • Hi Zabeehullah,

      Only Enterprise allows more than 5 users. Premier allows up to 5, Pro allows up to 3. So if you need 11, please confirm that you are using Enterprise edition. Thanks for your question.

      Reply
      • Thanks an ocean from your kind response, I am using Premier Nonprofit edition 2011 but I am stuck I don’t know how manage this, so, can I change it to enterprise edition Please help me out with this.

        Reply

Leave a reply

required

<a href="" title=""> <abbr title=""> <acronym title=""> <b> <blockquote cite=""> <cite> <code> <del datetime=""> <em> <i> <q cite=""> <strike> <strong>