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?

208 thoughts on “How to Restrict User Access in QuickBooks

    • Hi Debra,

      Classes can be restricted or not in Enterprise through roles. Under Lists, click on Class List and allow or disallow access. In Pro and Premier editions, classes are not separately restrictable.

      Thanks for the question.

      Reply
  1. I am running quickbooks pro 2014 contractors edition in a multiuser environment and would like to prevent users other than myself and accountant from seeing profit and loss statements / report. I have tried setting the users to full restriction using the article notes but am still able to click reports and view profit loss any suggestions?
    thank you

    Reply
  2. I would like to allow my tutors to only process a payment for a customer and that is all. I don’t want them to have access to any other part of quickbooks. Is that possible?

    Reply
    • Hi Gina,

      I’m assuming you are using QuickBooks Pro or Premier. You can restrict your tutors from going in to other parts of QuickBooks like payroll, payables, or running financial reports, but if you give them access to accounts receivable, they will be able to do more things within that general function than just process payments. Sorry.

      Thanks for the question.

      Reply
  3. I wanted to find out if I could allow my sales people to see the profit and loss on a project basis for job costing purposes but not allow them access to sensitive information like P and L for the company which would include payrolls of the officers.

    Reply
  4. In QuickBooks 2015, we are trying to give the office manager zero access to payroll. When I choose no access to payroll she is still able to see the net checks. The only way to prevent this seems to be restricting the access to sensitive accounting areas. But now she is unable to see the bank register. Is there a way to restrict only payroll but not the bank register?

    Reply
  5. If I set up different pricing structures and an employee is able to select from a list of pricing structure, how do I set up an alert that a supervisor password/authorization is required to select a certain pricing structure?

    Reply
  6. Dear Sir,
    I have the Quick book premier edition 2011, i have problem with my staff those involve in selling process. i want to have an option to avoid the date that no body change date in invoice and sales receipt and the staff creating invoice or sales receipt only on present date not in before or incoming dates.
    if there is any other Quick book edition available to have this option please refer me

    This is a big trouble for us in Quick Book
    Thank you,
    Hussain Safi

    Reply
    • Hi Hussain,

      You can change a permission so that existing transactions cannot be changed by the user. That would prevent changing of dates, but also any other details in the transaction. That’s the only way I know. Thanks for asking.

      Reply
  7. Hi, I am trying to have my estimating team have “viewing access only” to the P&L and BS but when I do that, they can no longer revise estimates unless they duplicate them. Is there a way to just have “viewing access” for Financial Statements ONLY? We are running QB Pro 2015. thanks!

    Reply
  8. I want my sales people to only have access to customer information and maybe to write an Estimate. I don’t want them to be able to change anything. More of a just view to get an address or phone number or print an old invoice, receipt, or Estimate. How and can i do that.
    Thank you,
    Harold H.

    Reply
    • Hi Harold,

      I assume you are using Pro or Premier. If you give them access to Sales and A/R, then they will be able to see customers and also enter sales and A/R transactions. You can make it, though, so they can’t change existing transactions. See the “Changing or Deleting Transactions” screenshot above.

      Thanks for the question.

      Reply
  9. Can I allow my employees to create invoices for clients, but not see any banking information or payroll? Can they accept a payment on those invoices or would only the person with access to the register be able to do that?

    Reply
      • Nicole,

        With your version, Allowing permissions for Sales and A/R only, you can go into the Employee Center and see names, addresses, phone numbers of employees, but nothing else…no pay info. As far as banking goes, you can enter deposits…that can be an A/R function. But you can’t write checks or reconcile, for example.

        Thanks for the question.

        Reply
  10. I just upgraded from Premier 2013 to Enterprise 2015. I had the file set up in Premier 2013 to allow the AP clerk to create and print AP checks but not view the bank register or balance. Since upgrading to Enterprise 2015 I do not see a way to allow her the same ability to create and print checks without seeing the register. If this is true, this is ridiculous considering there are 3 times as many security options and we are paying 3 times the money for the Enterprise software. Please tell me there is a way!

    Reply
    • Hi Crystal,

      I tried to recreate your situation in Enterprise 2015. I set up a user with a role that only allows for Banking / Checks and Vendors & Payables / Pay Bills. That seemed to give the results you are wanting. Have you tried that combination?

      Reply
  11. I have a question.. I have created a new bank account with the chart of accounts and now I am trying to re-open it, to add deposits, write checks and etc out of it and I am under the Admin to do all this and it wont allow me to open the account. It automatically pops up a warning and says: log out and log back in with the password that the admin has granted you to confirm you have the correct permissions to do this.. I don’t know why but its saying that to everyone (including the Admin). It will let us open any other bank account on the list, but not this one that I created a few days ago.. Please help..

    Reply
    • Hi Zohan,

      I don’t think there is a way to do that, sorry. It looks like the Inventory Center is openable no matter what the permissions are set to. Thanks for the question.

      Reply
  12. We would like our technicians to be able to create sales invoices, however we do not want to be able to change the invoice creation date. We have a major problem of billing not being done on time and technicians are creating invoices for work that was done weeks or months in the past. Is there a way to restrict this. Thank you in advance.

    Reply
  13. Is there any way to prevent an employee from being able to see the balance sheet accounts (specifically equity stakes, etc)? But for the same employee to be able to see the P&L accounts?

    Thanks,

    Reply
  14. hello Bro’s i have one equation for all of u

    is that possible we know witch user make this general entry …
    if is that possible so plz let me know ….
    b cos some time somebody make wrong entry so how we find out witch user do this …
    i hope somebody understand My Problem

    Reply
    • Hi Sam,

      To find out which user made a journal entry, use the Audit Trail report. Click Reports / Accountant & Taxes / Audit Trail. You can filter it by date or transaction to see the details of who worked on the entries in question. Thanks for the question.

      Reply
  15. Our company uses Enterprise Solutions Contractor 13.0 and there are seven users of the quickbooks. When the users go to the home page in their quickbooks it shows the balance in the company checking account. I’ve tried to restrict this access but I’m not having any luck. How do you set the restrictions so the balance is not shown?

    Reply
    • Hi Nancy,

      OK, I tried out your scenario. I created a new role that only had access to sales orders. I created a user with that role. When I log in, I can see “View Balances” in the side pane, but when I click on it it says “You either don’t have permission to view account balances, or there are no accounts to display.” That seems OK. So I think you need to tweak the roles you are assigning your users to block them from seeing those balances.

      Thanks for the question.

      Reply
  16. Hello- is there a way to block users from seeing one chart of account- balance and all of it’s activity? (a bank account)

    Reply
    • Hi Christine,

      I set up a test user in Premier 2015 and only gave access to Sales and Accounts Receivable (as an example). It doesn’t let me see any balance except for the A/R balance. So yes, you can block that, but depending on what access you do want to give, it may be viewable if bank accounts are within the scope of what they can otherwise work with.

      Thanks for the question.

      Reply
  17. Hi,
    Is there a way to block users to edit work order/ sales order once they have created it? I use QB POS v9 and am in desperate need of that option. If you can create a software for that, i would gladly purchase it.

    Reply
  18. is there a way to block viewing of all transactions before a specific date? I don’t want my
    new users to look back at previous years journal entries.

    Reply
  19. Our in-house bookkeeper will be leaving and we are engaging a retained accountant to handle our 2015 books. We want to limit the new accountants access to 2014 and older books without compromising any of that data. Thank you.

    Reply
  20. We have weekly payroll and bi-weekly payroll and I need to set up another user that only can run payroll for the weekly group as she is on the bi-weekly group. Is this possible?

    Reply
  21. Hi! I am using Quickbooks Pro 2013. I want the restricted user to be able to email invoices but it doesn’t seem to allow them too. I get a pop up about have to be adminstator. The user only has access to invoices and can create and print transactions. Is there any way to allow invoices emailing to user? TIA

    Reply

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