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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