How to Add, Remove, and Edit Users in QuickBooks Desktop

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In this tutorial, I’ll show you how to add, remove and edit users in QuickBooks Desktop.

For this example, I’m using QuickBooks Premier 2022. The instructions are the same for all 2022 versions of QuickBooks Desktop.

Quick Instructions:

  1. Click Company in the top menu
  2. Select Set Up Users and Passwords -> Set Up Users…

Delete User

  1. Select the user to delete
  2. Click Delete User
  3. Click Yes

Add User

  1. Click Add User…
  2. Enter a User Name and Password
  3. Click Next
  4. Select the new user Access level
  5. Click Next
  6. Continue through the access level selection prompts
  7. On the final page click Finish

Edit User

  1. Select the user you’d like to edit
  2. Click Edit User…
  3. Click Next to get to what you’d like to edit
  4. When finished click Finish

Keep reading for a complete walkthrough with screenshots:

Set Up Users

To begin click Company in the top menu then Set Up Users and Passwords -> Set Up Users…

Navigating to the User List in QuickBooks Desktop where you can add, edit or delete users.

To verify that the correct person is making these changes. You’ll need to enter your admin password and click OK

You'll need to enter your admin password before you can add, remove or edit users in QuickBooks Desktop.

You’ll now see your User List.

QuickBooks Desktop User List.

Delete User

To delete a user select the from the User List and then click the Delete User button.

A pop-up will appear asking if you’re sure you want to delete the user. Click Yes.

Delete User in QuickBooks Desktop.

Add User

To add a user click the Add User… button.

Adding a user in QuickBooks Desktop

In the Set up user password and access box enter a user name and a password for your new user.

When you’re done click Next.

Setting up a new user in QuickBooks Desktop

On the next screen, you’ll select the access level your new user will have.

When ready click Next.

If you choose Selected areas of QuickBooks you’ll have the option to select the level of access the new user has for the following areas:

  • Sales and Accounts Receivable
  • Purchases and Accounts Payable
  • Checking and Credit Cards
  • Time Tracking
  • Payroll and Employees
  • Sensitive Accounting Activities
  • Sensitive Financial Reporting

For each of these, you’ll have the option to give them 

  • No Access 
  • Full Acess
  • Selective Access (with options related to that area)

Here’s an example of one of these screens:

Selecting user access for Sales and Accounts Receivable when creating a new user in QuickBooks Desktop.

You also get to decide if the user can change or delete transactions.

Giving a new user access to change or delete transactions in QuickBooks Desktop.

You’ll then get a recap of the access rights you’ve given your new user. You can click the Back button to edit any of these and then click Finish when you’re done.

Verifying that a new user has correct access permissions in QuickBooks Desktop.

Your new user will now appear in your User List.

Edit User

To edit a user select them in the User List and click the Edit User… button.

You’ll now see all the screens we went over when adding a new user. You can edit anything you need to and click Finish when you’re done.

You now know how to add, delete and edit users in QuickBooks Desktop.

☕ If you found this helpful you can say “thanks” by buying me a coffee…

Below is a video if you prefer to watch a walkthrough.

If you have any questions about using QuickBooks Desktop click the green button below to schedule a free consultation.

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This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. Gentle Frog, LLC does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. Gentle Frog, LLC does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.

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