Allowing Your Accountant to Use Your Business's Quickbooks Online Apps

Allowing Your Accountant to Use Your Business's Quickbooks Online Apps

One of the greatest strengths of Quickbooks Online is its ability to integrate very tightly with any of hundreds of different apps developed just for Quickbooks Online. There are apps that can import your business's Square or Shopify transactions into Quickbooks, apps that can track and import receipts and expense reports into Quickbooks, and apps that can provide robust time tracking - and these are just a few examples. If you are looking to find a way to tie some aspect of your business more closely into Quickbooks, it's very likely that there's an app that can help you do it, and this will generally result in cleaner, more detailed, more useful information in Quickbooks.

However, if your accountant, tax preparer, bookkeeper, or other financial professional is using or maintaining your Quickbooks file, they may not have any access to your company's apps at all. The reason for this is their specific access to your Quickbooks files, collectively known as "Accountant user" access.

In late 2015, Quickbooks specifically decided to remove Accountant users' access to their clients' apps. They made this change to help keep Quickbooks Accountant users, who tend to have many separate clients using Quickbooks, from using apps intended for one client improperly for another client.

Of course, this security measure has a major downside: it prevents Accountant users from properly accessing client apps. As a result, your Accountant users cannot assist you, their client, with your company's apps in Quickbooks.

Luckily, there is a way to circumvent this access issue as follows:

1) You or the Accountant user must re-invite the accountant (using a different email address for the invite) to Quickbooks as Company Administrator, rather than Accountant.

2) The accountant must log out of his or her usual Accountant user Quickbooks account.

3) The Accountant user must create a new Quickbooks account with the new, different email address and accept the invite.

Once this is set up, the accountant will simply log into the new Quickbooks account with Company Administrator access in order to access your company's Quickbooks apps, generally by clicking "Apps" on the left side of the screen when viewing your company.

One additional note on security: despite the title, Company Administrators actually have almost exactly the same access rights as Accountant users in Quickbooks - except for apps access, which Company Administrators have and Accountants do not. The Master Administrator (generally the client) has the highest level of control and can downgrade or remove any Company Administrator's or Accountant's access at any time.

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