How to Add an Accountant to QuickBooks Online
Managing your business finances effectively requires the right tools—and the expertise to use them. QuickBooks Online (QBO) is one of the most popular cloud accounting platforms for small and medium-sized businesses. One of the smartest moves you can make as a business owner or manager is to add an accountant to your QuickBooks Online account. This not only saves you time when dealing with financial data but also ensures your books are professionally maintained and ready for tax time.
TL;DR (Too Long; Didn’t Read)
If you’re using QuickBooks Online and want your accountant to handle your business finances, you can easily add them to your account as a user with special privileges. Head to the gear icon, navigate to “Manage users,” and invite them as an accountant using their email. Your accountant will receive an invite, and once they accept, they’ll have special access designed specifically for accounting professionals. It’s a secure and effective way to collaborate and keep your finances in order.
Why Adding an Accountant Matters
Financial data can be complex, especially if you’re juggling sales, expenses, payroll, and tax reports. An accountant brings value by ensuring:
- Accurate financial reporting – Preventing costly mistakes in data entry and report generation.
- Compliance with tax laws – Staying up-to-date with government regulations to avoid penalties.
- Strategic advice – Offering insights into cash flow, expenses, and growth opportunities.
QuickBooks Online is built to support collaborative work, which means you can securely invite an accountant instead of emailing spreadsheets or downloading backups. Plus, your accountant gets access to special tools not available to regular users.
What Accountant Access Includes
When someone is added to your QBO account as an accountant, they get access to accountant-specific features beyond what regular users see. Here are a few highlights:
- Reclassify transactions in bulk – Useful during cleanup and reconciliation.
- Undo reconciliations – Sometimes necessary if errors were made in earlier periods.
- View audit log and reports – Easy tracking of activity and changes made in the books.
This access is completely free for account owners—the accountant uses their own Intuit credentials to log in under your company file.
Step-by-Step Guide: How to Add an Accountant to QuickBooks Online
Here’s how you can add an accountant to your QuickBooks Online company:
1. Log In to QuickBooks Online
Using the business owner’s credentials, log in to your QuickBooks Online account from any modern web browser.
2. Access the Gear Icon
In the header (top right corner of your screen), click on the gear icon to open the settings menu.
3. Click on “Manage Users”
Under the Your Company section, select Manage users. This screen shows you the list of current users who have access to your QuickBooks company file.
4. Open the “Accountants” Tab
There are two types of users you can add: regular users and accountants. Click on the tab labeled Accounting firms or Accountants, depending on your QBO version.
5. Invite Your Accountant
Click the Invite button or link, and enter your accountant’s email address. It must be the email they use with their Intuit Account. You can also add a short note if desired.
Once invited, your accountant will receive an email with a link to connect. They’ll need to accept the invitation, after which they’ll have full accountant-level access to your company file.
6. Confirm Their Access
After your accountant accepts the invitation, their name and email will appear under the Accountant section. You can remove or re-invite them from this area if necessary.
What If Your Accountant Already Uses QuickBooks Online Accountant?
Most professional accountants use a special version of QuickBooks called QuickBooks Online Accountant (QBOA), designed to manage multiple client accounts. Once you send them an invite as described above, your QBO company will automatically be added to their QBOA dashboard when they accept.
This streamlines communication and enables both of you to work in the same environment—with cloud synchronization ensuring you’re always looking at the most up-to-date data.
Security and Privacy Considerations
Because finances involve sensitive data, Intuit has built robust security features into accountant access:
- End-to-end encryption of data shared between users.
- Sign-in security with two-step verification (2FA) for all users.
- Detailed activity logs so that actions by your accountant are recorded in the system audit trail.
Accountants will not have admin access to user management or login settings. Their abilities are restricted to accounting-specific features only, so your business remains secure.
Removing or Editing Accountant Access
You can remove an accountant from your QuickBooks anytime. To do so:
- Go back to the Manage users screen via the gear icon.
- Select the Accounting firms or Accountants tab.
- Click on the Drop-down arrow next to the accountant’s name, then choose Delete.
If needed, you can re-send their invite or send it to a different email address. Keep in mind, QuickBooks Online allows you to invite up to two accountants at no charge (as of 2024).
Tips for Working Collaboratively with Your Accountant
Collaboration with your accountant doesn’t have to be limited to tax season. With ongoing access, you can team up year-round for better insights. Here are a few ideas:
- Schedule quarterly check-ins to review reports, profits, and expenses.
- Regularly categorize transactions together to avoid errors during tax time.
- Share budgeting or forecasting goals so your accountant can develop helpful financial projections.
QuickBooks Online also includes features like shared notes, file attachments, and the ability to export data for further analysis—making transparent communication easy and effective.
Frequently Asked Questions (FAQs)
Can I add more than one accountant?
Yes. QuickBooks Online allows you to add up to two accountants for free under the Accountant section.
Is my accountant able to pay bills or run payroll?
If you assign them the standard “Accountant” role, their access will focus on reports, categorization, reconciliation, and taxes. However, actions like payroll and bill payments may require additional permissions or may not be available depending on your subscription level.
Does my accountant need their own subscription?
No. Your accountant does not need a separate paid QuickBooks Online subscription. They simply use their existing Intuit login through QuickBooks Online Accountant, which is free for accounting professionals.
Can I limit what my accountant can see?
Not precisely. Accountant roles provide access to your full financial data in order to be effective. If you want more granular control, consider adding them as a custom user instead—but you won’t benefit from accountant-only tools that way.
Conclusion
Adding an accountant to QuickBooks Online is a smart move to ensure your business finances are accurate, compliant, and optimized. The process is simple, secure, and free—and it opens the door to expert financial guidance that can fuel your company’s growth.
Whether you’re preparing for tax season, closing the books at the end of the month, or seeking insight into your cash flow, having an accountant in your corner makes all the difference. With just a few clicks, you’ll create a financial partnership that empowers your business to thrive.