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?

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448 thoughts on “How to Restrict User Access in QuickBooks

  1. Is there a way to restrict QB from printing employee checks if the information was entered after a certain time or day, basically making it so that their check will be created on the next payroll?

  2. Hi, I have set up my employee with restricted use. She has access to Time tracking – but only to create a timesheet. She has no access at all to Payroll and Employees according to the set up. But when I log in with her credentials, I can see all of the employees and their checks. What am I doing incorrectly?

    • I have a user that is restricted to sales and A/R but she has access to our customer list and is able to add jobs to that list. Why when her only access should be to time sheets and A/P?

  3. Oh Sorry! I didn’t look at the older comments. I found one in August that says that our version of quickbooks can’t lock anyone out of payroll. Odd that they offer that as an option when setting up a new user though.
    Thank you so much for this forum.

  4. Using Pro 2013 single user will basic payroll. Looking at Pro 2016 multiuser.

    We have added an employee that is doing sales/marketing and some office assisting. I’m interested in multiuser bc I’d like to set up a user for this person with restrictions.

    Most importantly, I’d like to deny access to payroll information and sensitive data like chart of accounts, etc.
    I am getting mixed information from QB and forums I’ve searched that I can/cannot restrict these permissions. Basically, this user really only needs access to the customer and possibly the vendor areas.

    What can be restricted in Pro 2016? What cannot? Don’t really want the user to be able to view reports related to the areas I’m trying most to restrict either, don’t know if that’s kinda a “backdoor” to accessing the info. A list of permission options would be great, I just haven’t been able to find it anywhere.

  5. Can you restrict access on a store level? For instance the accountant at a given store can access all of the accounts for the store, but not other stores.

  6. Good morning Shannon,

    Please help…Im using the Quickbooks Accountant 2013 version and would like to restrict postings for my staff. I would like them to enter the transaction but not have the right to “post” to the GL once they “save”.

    My issue is they are inexperienced and frequently posting to wrong GL accounts…sometimes creating duplicate bills…I would therefore like to have single posting rights limited to myself only.


    Please advise.


  7. We have QB Pro 2016 Desktop. I am adding users and have restricted them as far as I can. I would only like them to have access to estimates, invoicing and time entry. I don’t see where I can restrict them any further. Currently, they have that access PLUS receiving payments, recording deposits and such which I do not want.

  8. Hi, is there a way to give access to my manager to only be able to write checks but not be able to browse through the rest of quickbooks?

  9. Hello….I’d like to give permission to an employee in Quickbooks Pro 2015 to write checks off of 2 different checking accounts and to enter credit card charges. I want to keep the various savings accounts locked out. If I purchase the multi-user license I want to be sure this works. From what I can tell, it’s all or nothing. So she can see all of the checking/savings account or none. To be clear, I’d like only selected accounts to be visible/accessed.

    Thanks in advance.

  10. Hi, I have a client that is trying to restrict others from looking at payroll data. All the permissions are set-up correctly, but if someone wanted to do an “Advanced Find” search for an employee’s name, then they can still see general payroll data in that area. Any help?

  11. Hi,
    Is there a way to restrict access to specific vendors’ in QuickBooks 2014 Pro? Some of our vendors are also consultants – and I do not want all users to have access to their payment details. Thanks.

  12. Hello, is there a way to not make certain checks visible to restricted users, i.e., payroll checks? Its probably impossible because the totals in the general ledger need to show, but I’m just wondering. Because it is not that great when everyone in the company can see the payroll checks that have been written, and people can compare how much their co-workers are making. Thanks

  13. Hi Shannon,

    My company is using QuickBooks Pro 2016 and we don’t want all of our accounting staff to see some sensitive transactions. We can restrict them for viewing the financial statements report, however, if they use the “Find” function, all the checks issued or the general journal entries recorded can still show up. Is there any way to set these invisible also?

    Thank you very much!

    • Hi Delphine,

      I was not able to recreate your situation in QuickBooks 2016. If a user only has rights to A/R, for example, if you try to find checks or journal entries, it says you don’t have access to them…

  14. Sorry Shannon I have missed something in above, if your answer is negative for QuickBooks Pro 2016, is there any version of QuickBooks which can disallow this “Find” function in certain users? Basically we want to give rights to some users with AR & AP functions only……thanks again!

  15. Hi Shannon,

    Thank you for this article, very informative.

    I would like to know how can I limit access to Company Snapshot in QB Pro 2016? It shows all balances on the debit/credit etc. account.


  16. Hi, is there a way to restrict a user from viewing the cost of inventory while managing products and services and sales?

  17. Hi, is there any option to restrict my store keeper to record any back dated entries. I don’t want them to access to the date field. what ever the transaction they record it should be recorded as per the system date (Current Date) only.Is it possible in QB? Kindly explain.

  18. Hi there!
    Is there any way to define the “sensitive financial reports”? And is there a listing of these somewhere? Looks like the P&L, Balance Sheet & GL/TB. I’d like to give access to the BS but not the P&L. Thanks!

  19. I have a problem with my warehouse manager who constantly make inventory adjustments.
    I asked her many times don’t do it – I make detailed notes why discrepancies occurred before make such adjustments. How I can block her from this option? I tried to find but there is nothing what would make sense for me – block this and she won’t make inventory adjustments.

    • Hi Sveta,

      If you have Enterprise edition, you can turn off access to “Adjust Quantity on Hand” through the Vendors & Payables area of Roles. That’s as much as you can do. If you are using Pro or Premier editions, you can’t restrict it. Thanks for your question.

  20. Hello!
    We are using Quickbooks POS 2013 Multistore Level and would like to restrict certain features (editing payroll, making quantity adjustments, etc) to managers only. Is there a way to create user profiles at each remote store to put this in place?
    Thanks in advance!

  21. Hello Shannon,

    Great information here , i want to ask if it is possible to restrict the user from changing the rate or price when creating a sales order .

    • Hi Solom,

      If you are using Enterprise, you can set up a role for your entry person, and not give access to “Change Item Prices”. If you are using another edition of QuickBooks, you can’t restrict it. Thanks for your question.

  22. Is there a way to have a user access only one account in quickbooks to enter checks but have no access to the whole business? I have quickbooks enterprise.

  23. Hi Shannon,
    We are using QuickBooks Pro 2016. I have multiple user names set up with different access rights. I have a couple of people that are set up to not be able to access to banking and credit cards, however they can still see the credit card balances and all entries in those accounts. They do not have any access to the bank accounts. Is there a way to fix this?

      • HI Shannon, I have the same problem in QB Premier 2013.
        Sales & AR-Full Access, Purchases & AP-Create & Print only, Chkg & Cred Crd-No Access, PR & Emp-No Access, Sens Acct Activities-No Access, Sens Fin Reports-No Access, Changing or Deleting Trans-Create only, Changing Closed Trans-No. All Credit Card transactions are visible in Company Snapshot, Chart of Accounts, and Enter Credit Card Charges. How do I restrict this access?

  24. Hi Shannon,
    Our Company is running QB Premier and Mfg edition 2016. I have salespeople that need to enter sales orders and run sales reports, but not see financial info such as the checkbook entries an balance and employee salary info, etc. If I do not give them access to “sensitive financial reports” they cannot run those reports, however even with “no access” checked off for the employee section they can then see all of the employee and other financial data. Any solution?

    • Hi TD,

      You can set up any user with “all access”, but that is not the same as admin privileges. There are certain functions (like change the User list or permissions) that only the admin can do. And you can only have one admin. Thanks for your question.

  25. With QBOnline, is there a way to limit an employee’s access to allow him/her to enter daily sales/receipts, charges, deposits w/ GL codes without 1) seeing balances in accounts 2) being able to see Sensitive Accounting Activities and Financial Reporting, i.e. P&L, Balance Sheet, other accountant transactions, including payroll? Essentially, we desire to give the employee the ability to enter a QB version of a detailed, GL-coded deposit slip without any access to balances and financial info. Possible?

  26. I believe employee changed another employees commission rate. Is there a way to see that it was her and not admin? Thank you.

  27. I have a user that is restricted to sales and A/R but she has access to our customer list and is able to add jobs to that list. Why when her only access should be to time sheets and A/P?

    Reply ↓

    • Hi Faith,

      If she has access to A/R, then she’s going to have access to customers and jobs, unless you are using Enterprise. If you have Enterprise, you can segment access off within A/R areas. Or did you mean that she only has access to A/P, yet can add customers and jobs?

      • Yes she is supposed to be restricted to AR/Sales section but still is able to add jobs and look at our customer list with customer balances. Why would that be if her only access is supposed to be to A/P and timesheets?

  28. Similar to Faith, but….. I have a User setup only for A/P and that’s it; only want them to enter bills. Yet, I find that they have Delete Permissions for Customers. Running QB Pro 2016. The permissions are very simple. Am I missing something here?

  29. So I am assuming there is no way to detail access for Quickbooks online.Only general Sales or not. We need to let our sales people do estimates and maybe PO’s but I do not want them to see invoices I am sending. We have QuickBooks Pro online

  30. We are looking to set users up in View Only mode and we want to make sure they will not be able to print a report and take it with them. Is that possible? Can printing be restricted if they are not View Only?


  31. I am using Quickbooks pro-2016. This one girl is stealing at my business. I think she is doing it by:

    1) Deleting invoices on cash transactions. She will delete the sales receipt and once she makes a new one for next client she will modify the receipt number manually to match the sequence.
    2) She will create a sales receipt with previous months date, this way transaction will not show up for today’s sale. And then she will modify next transaction number to avoid transaction number gap.

    Is there a way to avoid letting anyone change the date, receipt number or deletion of sales receipt?


    • Hi Tahir,

      That’s a bummer about your employee. But you should be able to stop a problem like that. You can edit her user info, and on the “Changing or Deleting Transactions” page (9 of 10), click “No” to the question about being able to change or delete transactions. Of course, she cannot be allowed to log in as admin. Whenever she needs to change or delete something, you’ll have to do it for her as admin. Thanks for your question.

  32. Hi Shanon

    I am using QB 2016 version in non profit edition.I have a huge no of customers whose name matches with each other with slight variation.My employees open new accounts in cases where there occur slightly variation in names of existing customer.

    Can i restrict my employees from opening new customer in the above situations.

    • Hi Maria,

      I’m assuming you are using the Premier Non-Profit Edition. With that, there’s not a way for them to deal with customer records without also having the ability to add new customers. So I think the solution in your case is probably going to be in additional training and supervising of the employees. Thanks for your question.

  33. hi there

    i have qbooks premier 2015

    i want my employees to have access only to sales invoicing

    i restrict them and i also disable the delete or change previously entered transactions.

    is there a solution to this?

    when i log in with their credentials they can create and still can delete. why?

  34. I have quickbooks 2014 v15.0.5 R6. I’d like to be able to restrict sales force from viewing reports and sales, not just company financials. The windows you posted do not come up as such, and doesn’t let me use selective access from the reports tab. Is this possible?

    • Hi Jacque,

      If you turn off the permission for “Sensitive Accounting Activities” for that user, then they cannot edit accounts. They’ll still be able to view them though. Thanks for your question.

  35. Greetings!
    We have Quickbooks Enterprise 15, configured for Retail. We have salespeople with their own login credentials. The salespeople enter estimates into Quickbooks.

    Is there a way to restrict by login/salesperson? Basically, I do not want salespeople to view estimates created by other salespeople.


  36. Does my accountant have access to our bank account via quickbooks ? can we restrict who has access to our bank account and limit to the MD and company secretary only ??


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