Please refer to the Certum Solutions YouTube tutorial: How to Add a User or Accountant in QuickBooks Online: A Step-by-Step Guide for clarification and a visual demonstration. This article is intended to be a written summary of video content. Video linked below for reference.

This video will explain how to invite your accountant to your QuickBooks Online file. Click on the gear icon, then under Your Company, navigate to Manage Users (the second option in the first column.) There you will see three tabs: Users, Roles and Accountants.  

The Users tab will show the names of people that need regular access to your file. Roles will show the description/job duties of users, such as an employee handling accounts payable. This makes it easy to assign certain permission settings to each user. The last tab, Accountant, contains the names of the accountant users. This allows greater access to the file than a regular user role. When assigning security permissions, caution is advised. Too few permissions can be limiting, while too many permissions may accidentally grant too much access.  

Depending upon the QuickBooks version, you can invite from zero to three accountants or firms using the Accountant tab. If adding an accounting firm, it’s not necessary to add multiple individuals’ access from that firm. You can add an individual and then from their side, the accounting firm will assign users that need access to your books. 

Using this feature is a great way to instill internal controls in your business allowing segregation of duties and ensuring your accountant has necessary access to your file. 

Once an accountant has been added and saved, an invitation will be sent. This invitation can be re-sent or deleted. As the primary administrator and owner of your books, you can remove an accountant or user at any time.  

Hopefully, this overview has been helpful. Feel free to contact Certum Solutions should you have further questions.