How to add and manage custom roles in QuickBooks Online Advanced

Are you looking for custom permissions for your users on QuickBooks Online? You can with QuickBooks Online Advanced! Learn how to create and tailor custom roles for your QuickBooks Online Advanced users.

Administrators hold the exclusive authority to oversee user management. To become the primary admin, familiarize yourself with the necessary steps.

In the latest update in late 2023, significant enhancements have been introduced for custom roles within the Expenses category. Users can now enjoy more granular control, allowing them to View, Create, Edit, or Delete, providing a more flexible approach compared to the previous binary choice of full access or no access.

These improvements are applicable across various tasks encompassing Bills, Vendor Credit, Credit Card Credit, Expenses, Checks, and Purchase Orders.

Custom roles in QuickBooks Online Advanced offer the flexibility to fine-tune user access, granting permissions pertinent to their roles. This customization extends across diverse facets of QuickBooks, encompassing banking, sales, payroll, expenses, reports, budgets, and inventory.

When configuring a new role, you have several options:

1. Create a New Role: Craft a role from scratch, selecting the specific access rights it should entail.

2. Choose a Predefined Custom Role: Opt for a predefined role, such as Sales Manager or Expense Manager, with preconfigured access settings.

3. Select from QuickBooks Roles: Pick from the list of QuickBooks roles, including Company admin or Time tracking only.

Adding a new role:

• Navigate to Settings ⚙️ and select "Manage users."
• Access the "Roles" tab, then click "Add role."
• Input a Role name and Role description.
• Define the areas within QuickBooks that the user role can access, and then save the role.

Assigning a role to a new user:

• Go to Settings ⚙️ and select "Manage users."
• Open the "Users" tab and click "Add user."
• Fill in the user's First name, Last name, and Email.
• From the Roles dropdown, select the role you intend to assign.
• Review the permissions associated with the role and send the invitation. The user will receive an email invite and must select "Let's go!" to sign in.

Assigning a custom role to a new user:

• Visit Settings ⚙️ and select "Manage users."
• Access the "Users" tab and click "Add user."
• Input the user's First name, Last name, and Email.
• In the Roles section, choose "View all permissions," then assign the custom permissions.
• Review the permissions, and select "Send invitation." You'll be prompted to create a custom role, where you can provide a Custom role name and Role description. Save the role, and the user will receive an email invite.

Editing access for a role:

• After the user accepts your email invite, you can edit the role's access anytime.
• Navigate to Settings ⚙️ and select "Manage users."
• Click the "Roles" tab, and in the Action column, select "Edit."
• Modify the access settings as needed, enter a new Role name and description, and save the role.

Editing a user's role:

• Occasionally, a user's roles may change or require expanded access.
• Visit Settings ⚙️ and select "Manage users."
• Access the "Users" tab, locate the user you wish to edit, and select "Edit" from the Action column.
• Choose from existing custom or QuickBooks roles, and save. If you adjusted permissions after selecting the role, you'll be asked to save a new custom role with a name and description.

Reactivating or deactivating a user's role:

• You can activate or deactivate a user role as needed, but reactivation requires reassigning any associated users to a different role first.
• Go to Settings ⚙️ and select "Manage users."
• Access the "Roles" tab, locate the role you want to edit, and in the Action column, select "More_icon_QBO_GB_Ext_160622.png" next to Edit, then select "Deactivate."
• Confirm the deactivation. If the user role is already deactivated, select "Reactivate," then choose "Reactivate Role."

Custom roles and access:

Custom roles empower you to finely tune permissions across different areas of QuickBooks, covering:

• Features accessible in QuickBooks.
• Actions permitted within those features, such as viewing, creating, editing, deleting, approving, and full access.
• Data restrictions applied to access, such as limiting sales data by location.

Each area and permission level is detailed, ensuring tailored access control based on your business needs. Review these permissions to optimize user roles effectively.