Users will convert to QuickBooks Online if:
- If there were multiple users in the QuickBooks Desktop file, and:
- They all have the same user permissions, and:
- There is a corresponding role in QuickBooks Online
However, it’s more likely that you will need to set up users and permissions manually in QuickBooks Online.
How do you see the list of users?
In the client’s QuickBooks Online company, go to the Gear icon and select Manage users.
If you created the company via QuickBooks Online Accountant, you should see yourself listed as one of the users in the Users tab. You’ll be set up as the Primary admin. However, you can reassign the role of Primary admin to a Company admin user once you’ve invited someone for this role and they’ve accepted. Note that you can only have one Primary admin per company, regardless of the subscription level.
If you select the Accounting firms tab, you should also see yourself listed as the client’s lead accountant or bookkeeper. You or the client can also invite a second accountant user (or even a third if they have a QuickBooks Online Advanced subscription).
How do you add new users?
- How do you add new users?
To add a new user to the client’s company, open the Users tab and select Add user.
This opens the Add new user window, where you can set up and invite a new user to the client’s company.
You can choose from a preset range of user types. Each one has different permission levels, governing what the user can and can’t view and/or edit in the company. Unlike the Primary admin role, you can have more than one Company admin assigned to a QuickBooks Online company. Check with your client to establish which users they want to add, and what user type/permission level each user needs.
Note: Clients with a QuickBooks Online Advanced subscription will have a greater range of options for adding and setting up users and user roles.
Once you’ve set up the required permissions for the new user, you can invite them to the QuickBooks Online company. They’ll have 30 days to accept the email invitation.
How many users can you add?
The number of each user type you can add to a QuickBooks Online company depends on the role and the client’s subscription.
|Subscription||No. of billable users||No. of non-billable users|
|QuickBooks Online Simple Start||1||2 Accountant users. Time tracking-only and reports-only users are not available for this subscription.|
|QuickBooks Online Essentials||3||2 Accountant users. Unlimited time tracking-only users. Reports-only users are not available for this subscription.|
|QuickBooks Online Plus||5||2 Accountant users. Unlimited time tracking-only and reports-only users.|
|QuickBooks Online Advanced||25||3 Accountant users. Unlimited time tracking-only and reports-only users.|
Remember that you can only have one Primary admin per company, regardless of the subscription level.
Follow the link to find out more about usage limits in QuickBooks Online.