QuickBooks Desktop comes in both single user and multi-user editions. The multi-user version allows multiple employees to access the same company file with customized access levels. Add Users to QuickBooks is easy and helps improve collaboration and productivity. In this guide, we’ll walk through the process of adding users in both single and multi-user QuickBooks Desktop.
Overview of New User Setup
When Add Users to QuickBooks Desktop, there are a few key steps:
Assign the user a login name and password for them to access the company file
Set the user’s permission level based on their role, such as Full Access or Sales/Accounts Receivable
Determine if the user should have access to sensitive data like payroll or credit cards
Provide initial orientation and training on using QuickBooks
New users should only be given access appropriate for their job duties. Permissions can always be adjusted later on if responsibilities change.
Adding Users in Single User Mode
While designed for one user, QuickBooks Pro and Premier Single User editions do allow for limited multi-user capabilities. Here are the steps to add a user:
Enable multi-user access by going to Edit > Preferences > Accounting > Company Preferences. Check the box “Allow multiple users to access my company file.”
Click Set Up Users and Passwords > New. Enter the user’s name, password, and access level. The most common is Full Access.
Select their starting location when logging in - usually the Home page works best. Click Next.
Choose whether to allow access to credit card and payroll data. In most cases, you should restrict sensitive access.
Click Finish. Have the new user log out and back in to initialize their credentials.
The user can now access the company file using their own login. However, only one person can use the file at a time in Single User mode.
Adding Users in Multi-User Mode
QuickBooks Pro, Premier, and Enterprise include 5-30+ simultaneous multi-user connections depending on edition. Here is how to add users:
Go to Company > Set Up Users. Click Add User.
Enter their User Name, Password, and Confirm Password. Require complex passwords.
Assign their User Type such as Accountant, Bookkeeper, Employee, or Custom Access. This defines their starting permissions.
Further customize access by selecting/deselecting functions like Write Checks, Enter Bills, Manage Inventory, and more.
Click Next. Specify whether the user has access to sensitive financial data under Sensitive Accounting Activities.
Click Next. Establish the user’s starting location upon login. Most commonly this is the Home Page.
Click Finish to save the new user. Verify access by having them log in with their new credentials.
Use the Reset Password option anytime a user forgets their password. The Change User Password option modifies a user's existing password.
With the above steps, you can seamlessly onboard new QuickBooks Desktop users and set them up for success. Be sure to limit access only to required areas per user role. Conduct training to leverage your investment in multi-user capabilities.
Configuring Advanced User Settings
Beyond basic setup, QuickBooks includes additional advanced options for customizing new user configurations:
Permission Limits
Define financial limits the user can handle like maximum check amounts, invoice limits, or transactions. Go to Company > Set Up Users > User List > click Limitations tab. This prevents abuse.
Auditing
Turn on transaction-level audit tracking under Accounting > Audit Trail to track entries, edits, voids, etc. made by each user for accountability.
Reports and Menus
Customize which menu options and reports users see by going to Edit > Preferences > Desktop View. Tailor to only show relevant options.
Required Passwords
Force complex passwords including letters, numbers and special characters. Go to Company > Customer Information > Set Up Users > click Require Password tab.
Session Timeout
Automatically log out users after period of inactivity for added security under Edit > Preferences > General > My Preferences.
Add Users to QuickBooks for success by leveraging QuickBooks’ robust options for access, permissions, training, and customization. Our step-by-step guides make it easy to onboard users and unlock the benefits of multi-user collaboration.
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