QBO User Access Levels

 

Customers and sales (1st access level)

  • This user can:
    • Enter estimates, invoices, sales receipts, credit notes, and refunds
    • Enter charges and credits
    • Create and delete statements
    • Receive payments from customers
    • Add, edit, and delete customers, products, and services
    • View customer registers and A/R reports
    • View tax rates and agency settings
    • Use and adjust tax in sales transactions and general journal entries, including manually overriding calculated tax amounts
    • Add, edit, and delete currencies
    • Edit exchange rates
  • They can’t:
    • Add, edit, and delete accounts and quantity on hand
    • View bank registers
    • See total income and expense amounts on Home, Supplier, and Customer pages
    • Run tax reports or view tax history
    • Prepare a tax return, record a tax payment or refund, or file taxes
    • Set up new or change existing tax agencies or settings
    • Set up multicurrency
    • Perform home currency adjustments

Suppliers and purchases (2nd access level)

  • This user can:
    • Enter bills from suppliers
    • Enter cash and credit card purchases
    • Pay bills, write checks, and view check detail reports
    • Add, edit, and delete suppliers, products, and services
    • View supplier and A/P reports
    • View tax rates and agency settings
    • Use and adjust tax in purchase, credit card, and banking transactions, including manually overriding calculated tax amounts
    • Run tax reports or view tax history
    • Prepare a tax return, record a payment or refund, or file taxes
    • Add, edit, and delete currencies
    • Edit exchange rates
  • They can’t:
    • Add, edit, and delete accounts and quantity on hand
    • View account histories
    • Set up new or change existing tax rates, tax method, or agency settings
    • Set up multicurrency
    • Perform home currency adjustments
    • See total income and expense amounts on Home, Supplier, and Customer pages

All access (3rd access level)

  • This user can see and do everything with:
    • Customers and Sales
    • Suppliers and Purchases
    • They can also:
    • Add, edit, and delete employees
    • Change preferences
    • View activity log
    • Create, edit, and delete budgets
    • Add, edit, and delete accounts
    • Make deposits and transfer funds
    • Reconcile accounts and make journal entries
    • View all reports
    • Turn on tax for the company, make tax adjustments, file tax returns, or change the setup for existing tax info
    • Set up multicurrency
    • Perform home currency adjustments