Adding your accountant or bookkeeper is a great way to grant them access to your QuickBooks Online account without having to give out your own login information and the best part is that it doesn’t use up one of your regular user slots. This is great news especially if you need to provide other members of your team access and don’t want to pay for the extra seats just so your bookkeeper can do their tasks.

Each subscription comes with two free accountant user spots that you can grant to both your CPA and your bookkeeper for example, and it’s rather easy to get them set up. Below is a simple step by step process on how to do it.

Before we begin, make sure that you are signed in as an admin who has the ability to assign additional user spots. If you are not signed into one of those user accounts, you will need to ask a Primary or Company admin to sign on and complete this task. It should also be noted that if you have more than one QuickBooks account that you need to grant access, you will have to do this for each business.

You will need to be signed into a user that can assign additional users to add your accountant or bookkeeper.

Granting Access to Your QuickBooks

Now that you are signed in, it’s time to grant access to your QuickBooks Online account. Follow these steps to get it set up easily!

Once you log in, locate the gear icon in the top right corner and click on it.
Click on “Manage users”.
Locate the tab “Accounting Firms” and click on it.
To your right, provided there are available firm spaces, you should see a green Invite button. Click on it to continue.

Note: if you don’t have any spots available, you will have to either remove one of the existing firms, or ask one of them to consider granting access to your new bookkeeper as a team member from their account.
You will be asked to enter their name and email.

Important: confirm the email that your bookkeeper or accountant want you to use — they will be required to login using the email tied to their firm.
Once filled out, go to the bottom right corner and click on the green “Save” button.
You will be prompted to verify your identity for security reasons. Grab your phone because a 6-digit code should be sent to your phone via text. Once you enter it, click on “Continue”.

At this point your accountant or bookkeeper should get an email with an invite. Make sure you do this when they are ready, because they only have a day to accept your invite, otherwise you will have to start over again.

If you didn’t get the text, follow the prompts after clicking “I didn’t get a text message” or click on “Call me instead” to get an automated phone call with a code.
Once the invitation has been accepted, your accountant or bookkeeper will have access to your QuickBooks Online subscription. From there they are able to access your books without needing you to log in. Of course, you can also check in on them by viewing user activity.

Removing Access

If at any time you would like to remove access to one of your accountant users, go back to the Accounting Firms tab, locate the correct user and click on “Delete”. You will be asked to confirm this choice, and afterwards, they will be notified that the admin has removed their rights to access your account and they will have to request access if they want to be added again.

Call or email to book a free consultation: 775-345-4136 or info@silverquillbk.com