How to Manage Team Members in QBO Accountant

Are you managing your accounting firm with QuickBooks Online Accountant? Then you know how crucial it is to have the right team members on board.

Whether you’re welcoming new talent to your squad or it’s time to part ways with a team member, the process is easy.

In this blog post, you’ll learn the essential steps for adding and removing team members in QuickBooks Online Accountant. 

Quick Instructions:

Add a Team Member

  1. Click Team in the left side menu
  2. Click the Add User button in the upper-right corner
  3. Fill in the user profile information
  4. Click Next
  5. Specify the user’s access to your firm administration and books
  6. Click Next
  7. If giving the user access to all clients click Save.
    If giving this user access to certain clients, uncheck the box at the top of the client list.
    1. Search for and check off the clients you are giving this user access to
    2. Click Save

Remove a Team Member

  1. Click Team in the left side menu
  2. Search for the team member you’re removing
  3. Click Edit in the ACTION column
  4. Select Inactive from the Status drop-down menu
  5. Click Yes on the warning message 

Keep reading for a complete walkthrough with screenshots:

How to Add a Team Member

When logged into QBO Accountant click on Team in the left-side menu.

Team in the QBO left-side menu

This will open your list of Team members. 

Click the Add User button in the upper-right corner.

Add User from the Team section of QBOA

In the Add user profile information section enter the new team member’s name and email address. Then click Next in the lower right corner.

Entering user profile information when adding a new team member in QBOA

Next, you have the option to specify the new user’s access to your firm administration and books. 

Editing a new users access to your firm admin and books in QBOA

Generally, you’re going to want users to have the least amount of access as possible. You don’t want your team members or contract bookkeepers to see your business QuickBooks file, only the clients they will be working on.

When you’re ready click the Next button in the lower right corner.

The last screen is where you select which clients this user will have access to. 

Specifying client access when adding a new team member to QBOA

It defaults to giving the user access to ALL clients. Uncheck the checkbox at the very top of the client list to deselect all clients.

You can then use the search box to find the client/s you want to give them access to and check them off individually.

Searching for specific clients to give a new team member access to in QBOA

When you’ve selected the clients your new team member has access to, click the green Save button in the lower right corner.

It’s as simple as that!

Your new team member will receive an email letting them know you invited them to join your account. 

Going forward when the team member logs into QuickBooks they’ll pick whether they are signing into their own QuickBooks account or yours. It will look something like this (this is my login screen with many companies):

QuickBooks Online login when you have access to multiple compnaies

How to Remove a Team Member

There’s going to come a time when you have to let a team member go. Whether they outgrow you or you outgrow them, you’ll need to remove them from your QuickBooks Accounting account.

In the left side menu click Team.

On the Team screen search for the member you’d like to remove.

Under ACTION click Edit.

Editing a team member in QBOA

This will take you to a screen where you can see the same information you saw when adding a team member. The User Profile, Firm Administration and Books, and Client Access.

In the User Profile tab click the Status drop-down and select Inactive.

Making a user inactive in QBOA

A warning pop-up appears letting know that this will make the user no longer able to access your account/clients.

Warning message when you make a team member inactive in QBOA

Click the Yes button.

It will update the team member, remove their access, and remove them from your list of team members.

You now know how to add or remove a team member from QuickBooks Accountant. Scroll down if you’d like to watch a video walkthrough.

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If you have questions about team member access in QuickBooks Accountant 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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