Learn How to Add an Accountant to QuickBooks

Now, businesses can add an Accountant to their QuickBooks software and ensure expert guidance to comply with accounting principles and sound financial management. The QuickBooks Accounting Firms feature introduced by Intuit allows businesses to add an accountant, collaborate with businesses, and use specialized tools to maintain compliance with regulations.

After adding an accountant to QuickBooks, accountants will have access to your financial data, such as invoices, expense reports, and other information, which they will use to correct errors and deliver accurate and timely financial reports.

An accountant user does not need to be an accountant. Rather, it can be a tax preparer, bookkeeper, mentor, advisor, or anyone you want to give full access to your QuickBooks. Choose a trustworthy accountant user whom you want to add to QuickBooks because they not only can make corrections to your copy or review your books, but they can also undo reconciliation, reclassify transactions, and write off invoices.

How to Invite and Add an Accountant to QuickBooks Online

There are two methods through which you can add an accountant to QuickBooks Online:

Method 1: My Accountant Option

1. Log in to QuickBooks Online with your credentials.
2. Go to My Accountant.

3. Add the accountant’s email address to whom you want to add.
4. Click on Invite. (You will get a verification code on the registered phone number to make sure you are adding an accountant).

Once the accountant accepts the invitation, they will have access to QuickBooks Online.

Method 2: Settings Option

1. Log in to QuickBooks Online with your credentials.
2. Go to Dashboard.
3. Click on the Gear icon at the top-right corner.

4. Click on Manage User under Your Company.

(Now you will see two options: Users and Accounting Firms)

1. Choose Accounting Firms.

2. Click Invite.
3. Fill in the information the accountant you want to add – First Name, Last Name, and Email Address.

An invitation link will be sent to the accounting firm. Once they accept the invitation, they will have access to QuickBooks Online.

How to Change Accountant to QuickBooks Online

In order to change accountant to QuickBooks Online, first you need to delete the old accountant’s information, which can be done by following the instructions mentioned below:

1. Log in to QuickBooks Online with your credentials.
2. Go to Dashboard.
3. Click on the Gear icon at the top right corner.
4. Click on Manage User under Your Company.
5. Highlight the name of the user you want to delete.
6. A message will appear on your screen stating: Are you sure you want to delete?
7. Click Yes.

Now, choose one of the options given above (My Accountant or Settings) to add an accountant to QuickBooks Online.

Note: To accept the link:

1. They have to log in with their user ID and Password. If not, they need to create an account.
2. The user cannot accept the invitation from the mobile app.

How to Give Accountant Access to QuickBooks Desktop

In QuickBooks Desktop, granting accountant access to business data comes with setting up specific accountant roles and permissions, which ensures that your accountant has access to the only necessary data. At the same time, you maintain control over sensitive information.

When you set up roles for accountants, you limit their access to only the areas of QuickBooks they need to make necessary adjustments, such as viewing financial reports or managing transactions.

Follow the steps mentioned below to give accountant access to QuickBooks Desktop:

1. Sign in to QuickBooks Desktop with credentials.
2. Go to the Company menu.
3. Select Set Up Users and Passwords.
4. Fill in the accountant’s information and set their role.

An invitation link will be sent to the accountant. Once they accept the invitation, they will have access to Financial data.

How to Set Up an External Accountant User in QuickBooks Desktop

When you set up an external accountant user in QuickBooks Desktop, your accountant will be able to access all areas of QuickBooks except customer credit card numbers without even logging in as an Administrator. 

Also, keep in mind that an external accountant must link to the user’s Intuit account. You need to set up a new user, and then an invitation link will be sent to the accounting firm’s email address. If they do not receive it, ask them to check their Spam or Junk folder. After this, they need to select Accept Invite and sign in with their Intuit ID. Now, your accountant will be able to make changes to your file.

You can track all the changes made by external accountants in the audit trail.

Set up an External Accountant user in QuickBooks Pro/Premier

1. Sign in to QuickBooks Desktop.
2. Go to Set Up Users and Passwords.

3. Select Set Up Users. (A user list will appear on the screen).
4. Select Edit User.
5. Add a name and an optional password for the external accountant user.
6. Select the External Accountant Option.

7. Select Next. ( A pop-up will appear on the screen stating: Are you sure you want to give (External Accountant name) access to all areas of QuickBooks, except customer credit card numbers??).
8. Select Yes.
9. Select Close.  

Set up an External Accountant user in QuickBooks Enterprise

1. Sign in to QuickBooks Desktop.
2. Go to the Company menu.
3. Select Users.

4. Select Set Up Users and Roles.

Now, here you will see two options, User List and Role List.

1. Go to User List.
2. Select New.
3. Enter your User ID and an options Password.
4. Go to Available Roles.
5. Select External Accountant.

You will see a description box stating: Full access to all areas of QuickBooks except sensitive customer data, such as credit card numbers. This role needs an Intuit Account.

1. Select Add.
2. Enter the user’s email address.
3. Select OK.
4. Click OK from the confirmation window.

Each user password is unique and set up by the admin, which can be changed later by the users only. You can leave th password option blank if the user wants to add some specific password. After leaving it blank, you will get a warning message displaying: You want to save a user without a password? There, you need to select Yes.

Final Words

In conclusion, QuickBooks’s Add an Accountant feature allows accountants to access your financial data, such as expense reports, invoices, etc., which they will correct and make necessary adjustments. However, the approach to adding an accountant to QuickBooks is different for both QuickBooks Desktop and QuickBooks Online. If you still have any questions or problems related to QuickBooks, contact us at XXXXXXX.

FAQs

Q 1. Can I add someone to QuickBooks?

Ans. Following the step-by-step information given below:

1. Log in to the QuickBooks account.
2. Sign in to My Accounts.
3. Go to Manage Your QuickBooks Page.
4. Choose the product or service you want to manage.
5. Go to the Authorized User section.
6. Select Invite a User.
7. Fill in the contact information- Name, Email, and Phone Number.
8. Select Send Invite to send to an invitation link.

Q 2. How many accountants can I add to QuickBooks?

Ans. Below are the usage limits for each subscription level:

1. QuickBooks Online Simple Start- 1 billable user with 2 accounting firms
2. QuickBooks Online Essentials- 3 billable users with 2 accounting firms
3. QuickBooks Online Plus- 5 billable users with 2 accounting firms

Q 3. Can I add two accountants to QuickBooks?

Ans. Yes, you can add two accountants to QuickBooks.

Q 4. What is QuickBooks Accountant used for?

Ans. QuickBooks Accountant helps you to generate customized professional invoices, sales receipts, and estimates. This software also allows you to track expenses and income, pay bills, manage inventory, and more.

Q 5. How can I add an accountant to QuickBooks?

Ans. Following the step-by-step information given below:

1. Sign in to your QuickBooks Online company.
2. Click on the Gear Icon.
3. Select Manage Users.
4. Go to the Accounting Firms section.
5. Enter your accountant’s email address and first and last name.
6. Click Invite.

Disclaimer: The information outlined above for “Learn How to Add an Accountant to QuickBooks” is applicable to all supported versions, including QuickBooks Desktop Pro, Premier, Accountant, and Enterprise. It is designed to work with operating systems such as Windows 7, 10, and 11, as well as macOS.