Roles in QuickBooks Online
product update

Changes to standard roles in QuickBooks Online

Starting in May 2024, we will be updating standard user roles that you or your clients may be using to manage user access in QuickBooks Online Essentials, Plus, and/or Advanced. Your user roles in QuickBooks Online Accountant will NOT be impacted by the changes. We are making these changes after surveying and working with thousands of customers to better understand the most common set of user roles, and align those roles with common access and task permissions. 

We have new exciting roles coming soon!

QuickBooks Online will have a new Bookkeeper role launching soon. More details will be shared before these new roles are added later this year.

We are making updates to three existing roles in QuickBooks Online:

Standard roles in QuickBooks

We are discontinuing two existing roles in QuickBooks Online. However, for existing users who have been assigned these roles, the roles will not change unless updated by your company admin.

Changes to standard roles in QuickBooks Online

There will be no change to the following roles. Note: You may or may not have access to the roles listed below based on your product subscription.

  • Admin
  • External accountants (via QuickBooks Online Accountant)
  • Standard all access
  • Reports only
  • Bill clerk, bill payer, and bill approver (via QuickBooks Bill Pay)
  • Expense manager
  • Sales manager
  • Inventory manager

Why are we making these changes?

Over the past year, our product teams surveyed thousands of customers, and worked directly with small businesses and accountants to determine how we can improve user roles as our product lines continue to evolve. Through this research, we found that most companies have a common set of users. To better align with how businesses operate, we are renaming and adjusting some standard user roles to meet these needs.

What is the new Bookkeeper role?

Accountants told us that there are currently several limitations with the "Standard limited customer and vendor" role. Based on accountant feedback, we’re creating a new role that includes all the access from "Standard limited customer and vendor," plus additional features that include eligibility to access bank feeds, deposits, transfers, chart of accounts, and journal entries without having wider admin and financial reports access. We’ll provide more details in the future as we release this role.

Your feedback is important as we make these changes and decisions. Please let us know if you have any questions or concerns.

Recommended for you

Get the latest to your inbox

Get the latest product updates and certification news to help you grow your practice.

By clicking “Submit,” you agree to permit Intuit to contact you regarding QuickBooks and have read and acknowledge our Privacy Statement.

Thanks for subscribing.

Relevant resources to help start, run, and grow your business.

Looking for something else?

Get QuickBooks

Smart features made for your business. We've got you covered.

Tax Pro Center

Expert advice and resources for today’s accounting professionals.

QuickBooks Support

Get help with QuickBooks. Find articles, video tutorials, and more.

How can we help?
Talk to sales 1-800-497-1712

Monday - Friday, 5 AM to 6 PM PT

Get product support