Highlights (Key Facts & Solutions)

• Purpose: To grant external experts (accountants, bookkeepers) access to review, correct, and manage financial data for reports and compliance.
• QuickBooks Online (QBO) Access:
  • Initiated only via a web browser interface (not the mobile app).
  • Methods: Use the My Accountant tab or the Gear icon > Manage Users > Accounting Firms tab.
  • Security: Requires a verification code sent to the owner’s phone number during the invitation process.
  • Acceptance: The accountant must use an existing or newly created Intuit User ID to accept the invitation.
• QuickBooks Desktop (QBDT) Access:
  • Involves setting up a dedicated External Accountant user role via the Company menu.
  • Permissions: The External Accountant receives access to virtually all areas except customer credit card numbers.
  • Versions: The specific menu path for setup differs between Pro/Premier and Enterprise editions.
  • Admin Role: The administrator is responsible for setting the initial User ID and password for the accountant.
• Management (Removal): To change an accountant, the Primary Admin must use the Manage Users settings in QBO to explicitly delete the old accountant’s access, instantly revoking their permissions.

Overview

Adding an accountant to QuickBooks is an essential feature for small business owners who require expert advice in handling their money.

The QuickBooks Accounting Firms feature, which Intuit has developed, is an effective tool for improving financial management.

It enables one to invite an accountant and work in unison with them.

It also comes with some special features that are essential in ensuring compliance with certain legal provisions.

When you connect an accountant to QuickBooks, they get to view all your financial information, invoices, expenses, and much more.

With this kind of access, they can correct mistakes, present correct figures, and keep everything in order.

How to Invite and Add an Accountant to QuickBooks Online and Desktop

In QuickBooks, companies can have greatly substantial relationships with their accountants, tax preparers, or financial advisors. Connecting an accountant to QuickBooks enables them to work with your financial data, correct it, or provide you with reports and meet legal requirements. In this guide, we will describe the process of inviting an accountant to QuickBooks Online and QuickBooks Desktop, as well as provide instructions on working with accountant access.

How to Invite and Add an Accountant to the QuickBooks Online

Method 1: Using the “My Accountant” Option

• For security reasons, a verification code will be sent to the phone number that you used during registration.

5. Step: Once the accountant accepts the invitation, they will have access to your QuickBooks Online account.

Method 2: Using the “Settings” Option

3. Step: Navigate to the “Your Company” tab and then click Select Manage Users.

• You will see two options: Users and Accounting Firms.

4. Step: Choose Accounting Firms.

5. Step: Click Invite and fill in the accountant’s details:

• First Name
• Last Name
• Email Address

6. Step: An invitation link will be sent to the accountant’s email. Once accepted, they will have access to QuickBooks Online.

Note:

• The accountant must log in with their Intuit user ID and password. If they don’t have one, they need to create an account.
• The invitation cannot be accepted through the QuickBooks mobile app.

How to Change Accountant in QuickBooks Online

1. Step: Log into QuickBooks Online with your credentials.
2. Step: From the Dashboard, click on the Gear icon at the top-right corner.
3. Step: Select Manage Users under “Your Company.”
4. Step: Highlight the name of the accountant you want to remove.
5. Step: Confirm the deletion by clicking Yes when prompted.
6. Step: To add a new accountant, use either the My Accountant or Settings method (outlined above).

How to Give Accountant Access to QuickBooks Desktop

QuickBooks Desktop provides different roles and permissions to the user while providing accountant access. This helps ensure that accountants can access different areas when preparing accounts as per their requirements without exposure to any sensitive data. 

Below, you will find the procedure for creating an accountant user.

General Steps to Add Accountant Access:

1. Step: Sign in to QuickBooks Desktop with your admin login.
2. Step: Go to the Company menu.
3. Step: Select Set Up Users and Passwords.
4. Step: Add the accountant’s information and assign their role.
5. Step: An invitation link will be sent to the accountant’s email. Once accepted, they will have access to financial data.

Set Up an External Accountant User in QuickBooks Desktop

External accountants can access all parts of QuickBooks except consumer credit card details without requiring administration rights.

QuickBooks Pro/Premier:

• Name
• (Optional) Password

4. Step: Go for the option of External Accountant.

QuickBooks Enterprise:

4. Step: Under the “User List,” select New and enter:

• User ID
• (Optional) Password

5. Step: Go to “Available Roles” and choose External Accountant.
6. Step: Review the role description and select Add.
7. Step: Enter the accountant’s email address and confirm by clicking OK.

Note: Each password is unique and set up by the admin. If left blank, a warning will appear asking if you want to save a user without a password. Confirm by selecting Yes if applicable.

The Bottom Line

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 1-802-778-9005

Still have questions? Explore our detailed FAQs.