Mastering User Roles in QuickBooks: Online & Desktop
It all begins with an idea.
Simplify Access, Strengthen Security
Is your business growing? Adding employees or delegating accounting tasks is a positive step, but it instantly introduces the need for robust security and clear access management within your QuickBooks file. Whether you use QuickBooks Desktop or QuickBooks Online, managing user permissions is critical for protecting sensitive financial data and maintaining data integrity.
At Zela MT, we specialize in helping businesses properly set up and secure their accounting systems. We offer comprehensive setup services and expert user training for both QuickBooks platforms.
QuickBooks Online: Defining Targeted User Roles
QuickBooks Online (QBO) offers highly targeted user roles, allowing you to limit access precisely to the data a worker needs. Granting access requires trust, but limiting permissions is essential for safeguarding your company’s lifeblood—its financial information.
How User Roles Keep Your Data Safe:
Integrity: Assigning specific, pre-defined roles ensures that only qualified users handle critical tasks, minimizing errors.
Accountability: If an issue arises, defined roles allow you to quickly trace the activity back to the responsible user for investigation.
QBO User Role Breakdown:
QBO divides roles into two types, which count toward your user limit:
Billable Roles (Count toward User Limit):
Standard All Access: Provides comprehensive access (without Primary Admin privileges), often including Payroll access.
Accounts Receivable Manager: Complete visibility and control over sales, customers, and A/R reports.
Standard Limited (Customers & Vendors): Can manage and view all information related to sales, customers, vendors, and purchases.
Non-Billable Roles: Perfect for simple data entry or viewing, these roles typically include Track Time Only and View Company Reports.
Need Help? We guide you through the QBO "Manage Users" settings—showing you where to "View all permissions" and use the "Role Comparison" tool—to ensure every employee has the right level of access, and nothing more.
Beyond User Roles: Core Data Security Practices
Restricting access is just the first step. We strongly recommend implementing these common-sense security practices across your whole organization:
Avoid Public Wi-Fi: Do not allow access to your company file when connecting through unsecured public networks.
Stay Current with Updates: Ensure operating systems, anti-virus programs, and desktop applications are always updated to patch security vulnerabilities.
Install Protective Software: Use reliable anti-virus and anti-malware software to monitor company devices.
Minimize Hard Copies: Reduce your printing footprint. If you must print sensitive reports, secure them immediately.
Practice Network Etiquette: Train staff to recognize phishing attempts. Only allow authorized downloads on company computers.
💡 Our Expertise: Setup, Training, and Support
Setting up user permissions, whether in the user-friendly QuickBooks Online environment or the more robust QuickBooks Desktop structure, can be confusing.
Zela MT can help your business by:
System Setup: Configuring your QuickBooks file (Desktop or Online) from scratch, including setting up all user accounts and permissions properly from Day 1.
Custom Training: Providing tailored training sessions for your staff on their specific roles, ensuring they know exactly how to use the parts of the file they are allowed to access.
Ongoing Consultation: Assisting you in troubleshooting user issues, reviewing permissions as your team grows, or stepping in with limited login access to resolve complex bookkeeping problems efficiently.
Let us help you achieve peace of mind knowing your valuable financial data is safe.