QuickBooks can be a powerful tool for your company. You can enable your entire company to use different parts of QuickBooks to get the full value out of this software. But if you need to give access to other people in your company, you need to do it in a specific way to keep your information secure.
In this episode of MissionBusinessPodcast.com, Bernard Broesch will explain what’s possible when sharing QuickBooks with your entire company and how to do it within QuickBooks.
If you have any questions about this podcast episode, please feel free to contact us.
Why Share Access to QuickBooks
As your business grows it’s important that you leverage your team.
- You need help running different parts of your business and accounting is no different.
- For example, you might benefit from having somebody else handle accounts payable with your vendors, accounts receivable with your clients, and general book keeping.
- You can configure QuickBooks to enable different people in your company to help you with different parts of the accounting process.
How to Give Partial Access to QuickBooks
Depending on what each team member is responsible for, you can give them access to specific areas of QuickBooks. Below are a few examples.
- Accounts payable: You can give access to a specific team member to run accounts payable. With this access they could manage vendors, enter vendor bills, and even pay vendor bills without seeing your bank balances.
- Accounts receivable: You could give access to another team member to help you with accounts receivable. Within their account they would be able to access customer information, enter invoices and credits, receive payments and record deposits for those payments without seeing the bank balance.
- Payroll: You can also enable specific users to be allowed to run employee payroll. This is something that is best to keep separate from other accounting processes for security reasons.
- Keeping profitability confidential: With all of these options you can make it so that team members are not able to see the profitability of the business. For example, they could see invoices for a customer, but not see the profitability information for expenses related to that invoice.
Sharing Access in Different Versions of QuickBooks
Different versions of QuickBooks allow you to create users and define user permissions differently.
- QuickBooks Enterprise provides the most granularity, enabling you to control very specific aspects of a user’s account.
- QuickBooks Pro and Premier have some granularity, but rely mainly on the most common situations that a business would need for user permissions.
- While QuickBooks Online is very powerful and the focus or IntuitI, it does not have very granular permission levels at this time.
Need Help Setting up QuickBooks Permissions
If you need help setting up QuickBooks users in your company and streamlining your accounting workflow, contact Bernard today. He can help you understand what user permissions and user accounts you need and help you get those set up and made part of your accounting workflow.
You can also visit MissionBusinessPodcast.com for more insights that Bernard has been sharing with us in the previous episodes.
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