How do I give my accountant access to my QuickBooks file?
The process depends on whether you’re using QuickBooks Online or QuickBooks Desktop. They handle accountant access very differently.
For QuickBooks Online, go to Settings using the gear icon, then select Manage Users, then Accounting Firms. Enter your accountant’s email address and QuickBooks will send them an invitation. Once they accept, they’ll have accountant-level access to your company file. This user type is free and doesn’t count against your subscription’s user limit.
The accountant role in QuickBooks Online provides broad access to view and edit financial data, run reports, adjust settings, and close periods. It’s designed specifically for external accounting professionals. Your accountant can do everything they need for bookkeeping and tax preparation without you exporting files or manually sharing data.
QuickBooks Desktop works differently. If your accountant also uses Desktop, you can create an Accountant’s Copy through the File menu under Send Company File. This creates a separate file they can work on while you continue using yours with some restrictions. When they finish, they send back their changes and you import them. It’s more cumbersome than the Online approach but it works.
The other Desktop option is sharing the actual file. You can upload it to a shared drive or send it directly. This requires coordinating access so you’re not both in the file at the same time unless you have the multi-user version.
Before inviting your accountant, ask what access they actually need. Some prefer full editing capability from day one. Others start with view-only access until they understand your business better. Getting this conversation out of the way prevents the back-and-forth of adjusting permissions later.
If you’re setting up QuickBooks for the first time or switching accountants, QuickBooks setup and training can ensure your chart of accounts and user permissions are configured correctly from the start. A properly structured file makes your accountant’s job easier and gives you cleaner reports.
For business owners in the Merrimack Valley and Greater Boston who want hands-on support with their accounting systems, Andover, MA advisory services from Vast Accounting can help you get QuickBooks connected with your financial team and make sure everyone has the access they need to keep your books accurate.
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