QBO Advanced Role setup screen, user permissions explained:
All Sales & Customers:
All sales transactions, products and services, and customers
This role can:
- Enter estimates, invoices, sales receipts, credit memos, and refunds
- Enter charges and credits
- Create and delete statements
- Receive payments from customers
- Fill out timesheets for anyone
- Add, edit, and delete customers, products, and services
- View tax rates and agency settings
- Use and adjust tax in sales transactions and general journal entries, including manually overriding calculated tax amounts
- Add, edit, and delete currencies
- Edit exchange rates
can’t:
- Print check and including refund receipt checks
- Make bills and purchases billable to customers
- Add, edit, and delete accounts and quantity on hand
- View bank registers
- See total income and expense amounts on Home, Vendor, and Customer pages
- Run tax reports or view tax history
- Prepare or file a sales tax return or record sales payments
- Set up new or change existing tax agencies or settings
- Set up multi-currency
- Perform home currency adjustments
- View all reports
Invoice: This user can only create, edit, and send invoices. They won’t be able to apply billable time, expenses, or delayed credits and charges with invoice-only access.
Estimates: This user can only create, edit, and send estimates.
All Expenses and Vendors
All expense transactions
This role can:
- Enter bills from vendors
- Enter cash and credit card purchases
- Pay bills, write checks, and view check detail reports
- Print check (except refunds)
- Add, edit, and delete vendors, products, and services
- View tax rates and agency settings
- Use and adjust sales tax in purchase, credit card, and banking transactions, including manually overriding calculated sales tax amounts
- Prepare or file a sales tax return or record sales tax payments
- Add, edit, and delete currencies
- Edit exchange rates
can’t:
- Add, edit, and delete accounts and quantity on hand
- View bank registers
- Set up new tax agencies or change tax settings
- Set up multicurrency
- Perform home currency adjustments
- See total income and expense amounts on Home, Vendor, and Customer pages
- View all reports
Checks
This role can:
- Write, print, and order checks
- Create transactions through checks
- View,copy,edit, and void checks
- View records with type as checks under expenses. Can also view Bill Payment (check) records in the expenses list
- View vendors page
can’t:
- View or update details of Bill Payment (check) records
- View the sidebar on the create check page to link it to an existing bill
- View other transaction types under expenses
- Update Vendor details
- Make the vendor Inactive
- Prepare 1099 form for a vendor
Bills
This role can:
- Create bills
- Order checks
- Create transactions through bill
- View, copy, edit, and void bills
- View records with type as bill under expenses
- View vendors page
can’t:
- Pay bill
- View other transaction types under expenses
- Update Vendor details
- Make the vendor Inactive
- Prepare 1099 form for a vendor
All Banking
You can give your user access to all banking transactions. This role will also get access to sales, expenses, and lists.
This role can:
- Connect a bank or credit card to bring in transactions (Only if a chart of account is created by admin)
- Create a new rule and edit existing rules
- Upload and export receipts
- Set up receipt forwarding
- View bank registers (checking, saving and credit cards only)
- Add, match, and record transactions
- Create,edit, and delete bank deposits
can’t:
- View Chart of Accounts
- Edit bank registers
- Create a Journal entry
- View Reconcile, Budgeting, and Audit Log
- Adjust inventory
- View all reports
Bank deposits
You can let your user view the bank deposit screen only. They can’t see any other banking screen or view banking transactions.
This role can:
- Generate Bank deposits
- Use the check ordering system
can’t:
- Connect a bank account or credit card
- View banking transactions
- View and edit bank registers
- View rules and receipts
Inventory
You can give your user access Products and services lists and create inventory related transactions
This role can:
- Create new products and services (including inventory and non-inventory)
- Create initial inventory value entries (beginning inventory qty when creating an item)
- Make products and services inactive (delete)
- Make Inventory Adjustments
Workers/Employees
Payroll, employees and contractors, workers’ comp, benefits, and benefits
This role can:
- Add employees and run payroll
- Change payroll schedule
- View payroll reports
- View paycheck list
- Fill out timesheets for anyone
- View and edit payroll settings
- Pay contractors
This user can’t:
- View bank registers and bank information
- Create journal entries
- Enter estimates, bank deposits, invoices, sales receipts, credit memos, and refunds
- View all reports (except payroll)
- Set up multicurrency
- Perform home currency adjustments
Sales and customer reports
This user can view common sales and customer reports, such as:
- Sales Performance
- Product/Service List
- Terms List
Expense and vendor reports
This user can view common sales and customer reports, such as:
- Accounts Payable
- Bill Payment List
- Vendor Balance
- Check Detail
- Expenses by Vendor Summary
- Purchases by Product/Service Detail
- Purchases by Vendor Detail
- Transaction List by Vendor
- Vendor Contact List
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