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Learn How to Add an Accountant to QuickBooks

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QuickBooks' "Add an Accountant" feature enables businesses to grant accountants, bookkeepers, or tax preparers access to financial data for accurate reporting and compliance. By inviting an accountant to QuickBooks, businesses ensure timely corrections and adjustments, enhancing financial management. Whether using QuickBooks Online or Desktop, this feature allows controlled access to specific data, ensuring expert support while maintaining control over sensitive information.

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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

  1. Step: Log in to QuickBooks Online with your credentials.
  2. Step: Navigate to My Accountant.
Image showing how to access the 'My Accountant' option in QuickBooks
  1. Step: Enter the accountant’s email address you wish to add.
  2. Step: Click Invite.
  • For security reasons, a verification code will be sent to the phone number that you used during registration.
  1. Step: Once the accountant accepts the invitation, they will have access to your QuickBooks Online account.

Method 2: Using the “Settings” Option

  1. Step: Access QuickBooks Online by entering the login details.
  2. Step: From the Dashboard, click the gear icon at the upper right corner of the screen.
The gear icon at the upper-right corner of the QuickBooks dashboard
  1. Step: Navigate to the “Your Company” tab and then click Select Manage Users.
  • You will see two options: Users and Accounting Firms.
  1. Step: Choose Accounting Firms.
The option to select 'Accounting Firms' in QuickBooks settings
  1. Step: Click Invite and fill in the accountant’s details:
  • First Name
  • Last Name
  • Email Address
  1. 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:

  1. Step: To begin, you need to sign in to QuickBooks Desktop.
  2. Step: Navigate Set Up Users and Passwords and proceed with choosing Set Up Users.
Navigating to 'Set Up Users and Passwords' in QuickBooks settings
  1. Step: Choose Edit User and add the following:
  • Name
  • (Optional) Password
  1. Step: Go for the option of External Accountant.
Selecting the 'External Accountant' option in QuickBooks
  1. Step: Confirm by clicking Yes on the pop-up message asking if you want to grant access to all areas except customer credit card numbers.
  2. Step: Select Close.

QuickBooks Enterprise:

  1. Step: Enter the QuickBooks sign-in page and go to the QuickBooks Desktop login page.
  2. Step: Go to the company and choose the Tab that says, Users.
  3. Step: Go to set up users and roles.
Navigating to 'Set Up Users and Roles' in QuickBooks for managing user permissions
  1. Step: Under the “User List,” select New and enter:
  • User ID
  • (Optional) Password
  1. Step: Go to “Available Roles” and choose External Accountant.
  2. Step: Review the role description and select Add.
  3. 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 “XXXXXXX.”

FAQs!

Can I Add Someone to QuickBooks?

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.

How Many Accountants Can I Add to QuickBooks?

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

Can I Add Two Accountants to QuickBooks?

Yes, you can add two accountants to QuickBooks.

What is QuickBooks Accountant Used for?

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.

How Can I Add an Accountant to QuickBooks?

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.