Add Accountant to QuickBooks Online Without Upgrading – The Complete Guide

QuickBooks Online (QBO) is one of the top accounting tools for small business owners and bookkeepers. For our bookkeeping clients at SDO CPA, we often recommend adding an accountant as a dedicated user within QuickBooks to streamline bookkeeping and tax processes. By adding an accountant, you gain access to expert advice and specialized tools—all without impacting your QBO user limit. Here’s everything you need to know to add an accountant efficiently and effectively.

Why Adding an Accountant to QuickBooks Online is Essential

When you add an accountant to your QuickBooks Online account, they can:

• Access all financial data needed for accurate bookkeeping and tax filing.
• Use specialized tools for tasks like undoing reconciliations and reclassifying transactions.
• Prepare your accounts for tax time, minimizing errors and missed deductions.

These benefits make it essential to add an accountant through the dedicated “Accountant” user option, which won’t affect your user limit or require a plan upgrade.

Step-by-Step Guide: How to Add an Accountant to QuickBooks Online

Here’s a simple guide to adding your accountant to QuickBooks Online without impacting your user count:

1. Log in to QuickBooks as the Primary Admin
   Only the primary admin can add or manage accountant users, so be sure you’re logged in under that role.
2. Navigate to Settings
   • Click on the Settings icon (⚙️).
   • Select Manage Users from the drop-down menu.
3. Choose the ‘Accountants’ Tab
   • Locate the “Accountants” or “Accounting Firms” tab.
   • This section is specifically for adding accountant users who won’t count against your user limit.
4. Enter Your Accountant’s Email and Send the Invitation
   • Type in your accountant’s email address carefully.
   • Click Invite to send them an email invitation.
   Once your accountant accepts, their status will change from “Invited” to “Active,” giving them immediate access to your QuickBooks account.
5. Confirm with Your Accountant
   • Check with your accountant to ensure they’ve received and accepted the invitation.
   • Confirm that they’ve set up their access to begin reviewing your financials.

For additional guidance, check out this official QuickBooks guide or watch this video made by Intuit.

Key Considerations When Adding an Accountant

1. Accountant User Limits
   Most QBO plans allow up to two accountant users. If you need to add more, upgrading to QuickBooks Online Advanced may be necessary.
2. Security Permissions
   • Accountants have full access to your financial data but can’t remove other users or themselves from the account.
   • To maintain security, always use a verified email address and keep login credentials confidential.
3. Avoiding Common Mistakes
   • Adding an Accountant as a Regular User: If you add an accountant under the “Users” tab instead of “Accountants,” it will consume one of your standard user slots.
   • Granting Admin Privileges to Accountants: Accountants don’t need primary admin privileges to access financial data, which helps avoid accidental user limit issues.
   • Forgetting to Remove Access: Be sure to remove accountants from your account promptly if you’re no longer working with them.

Benefits of Adding an Accountant as a Dedicated User

Using the dedicated “Accountants” user type offers unique advantages, such as:

• Exclusive Access to Accountant Tools
  • These tools include reclassifying transactions, reviewing transaction history, and generating reconciliation reports.
  • Only users added through the “Accountants” tab can access these features.
• Enhanced Financial Insight for Tax Preparation
  • Accountants can prepare and organize financial records for tax season, ensuring compliance and accuracy.
  • Their expertise minimizes tax errors and improves the chances of maximizing deductions.

How to Remove an Accountant from QuickBooks Online

If your accountant no longer needs access, you can easily remove them:

1. Log in as Admin
   • Ensure you’re logged in as the primary admin.
2. Go to Manage Users
   • Click on Settings (⚙️) and select Manage Users.
3. Select the Accountant’s Profile and Remove
   • Find the accountant’s name under the “Accountants” tab.
   • Click Delete next to their profile, then confirm removal.

By following these steps, you can ensure your QuickBooks Online account remains secure and that only necessary personnel have access.

Frequently Asked Questions (FAQ)

Q1: How do I know if my accountant accepted the invitation?
Once the accountant accepts, their status will change from “Invited” to “Active” under the Manage Users page.

Q2: Do I need to upgrade my QuickBooks plan to add an accountant?
No, adding an accountant via the “Accountants” tab doesn’t affect your user limit. However, if you require more than two accountants, consider upgrading to QuickBooks Online Advanced.

Q3: What happens if I add an accountant as a regular user instead?
Adding an accountant as a regular user will count toward your user limit and could necessitate a higher-tier QuickBooks plan.

Q4: Can accountants see all my financial data?
Yes, they have access to the same financial records as an admin, which enables them to help with detailed financial analysis and reporting.

Q5: Will my accountant’s access impact my daily operations?
No, accountants work independently within the financial data, so their access won’t disrupt daily user activities.

Conclusion

Adding an accountant to your QuickBooks Online account provides substantial benefits, including access to accountant-specific tools and a streamlined tax preparation process. Best of all, it doesn’t require using one of your user slots or upgrading your account. If you need assistance, reach out to our CPA firm to guide you through the process and ensure your financial records are ready for tax season.

By following this guide, QuickBooks Online users can add an accountant efficiently and keep their business finances in top shape year-round. With minimal steps and maximum benefits, your financial management just got a lot easier!