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QuickBooks Access Permissions

Last Updated: Apr 06, 2016 03:01PM EDT
This article discusses what permissions you need to set for your staff in order to use QXpress with QuickBooks.

Q. Do I need to give full QuickBooks access rights to my staff in order for them to use it with QXpress? 
A. In order to get QB data, you need full access rights in QuickBooks. But once this data is in QXpress, they can have very limited access. If this is a concern for your company, you will want to put an administrator in charge of clicking the Get New QB data button. After QXpress has successfully got new QB data, go to QuickBooks and switch the user to one with a low level of permissions. Since you only need to get new QB data once in a while, this should not be an inconvenience for you. 

Q. What access rights do I need to give my staff in order for them to get new QB data? 
A. For the procedure to get new QB data, they need full access. 

Q. What access rights do I need if I just want my staff to add and edit QuickBooks customers? 
A. To add and edit customers they only need the ability under 'Sales and Accounts Receivable' of 'Create Transactions Only'. All other areas can be set to 'No access'. 

Q. What access rights do I need to give if I want them to be able to post invoices? 
A. To post invoices they only need the ability under 'Sales and Accounts Receivable' of 'Create Transactions Only'. All other areas can be set to 'No access'. 

Q. What access rights do I need to give if I want them to be able to post job times? 
A. To post job times they only need the ability under 'Time Tracking' of 'Create Transactions Only'. All other areas can be set to 'No access'. 

Q. What access rights do I need to give if I want them to be able to add and edit customers, in addition be able to post job times and invoices? 
A. Under 'Sales and Accounts Receivable' set 'Create Transactions Only'. Under 'Time Tracking' set 'Create Transactions Only'. All other areas can be set to 'No access'. 

Q. Do I need to buy a multi-user license of QuickBooks if I plan on using QXpress? 
A. A multi-user license of QuickBooks enables you to have more than one user access the same QuickBooks database at once. You only need to have a multi-user license of QuickBooks if QXpress will be interacting with QuickBooks at the same time that someone from another computer is accessing the same database file. So if you have QuickBooks open on Computer A, and a QXpress user wants to add a QuickBooks customer on Computer B, you need to get a multi user version of QuickBooks. If, however, Computer A is in charge of getting new QB data and adding customers from their QXpress, Computer B's QXpress could just read from Computer A's QXpress file - with the only limitation that Computer B could not add or edit QuickBooks customer information themselves. 


To set QuickBook Permission please perform the following.
  1. Open QuickBooks.
  2. Click Company > Set Up Users...
  3. To add a user press Add User.... To edit a user press Edit User....
  4. Cycle through each screen. Selecting which areas of QuickBooks to give this user.
  5. Once finished and returned back to the User List screen select the user and hit View User. A screen will appear showing the user levels of each area in QuickBooks.

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