You need someone else in QuickBooks Online, but the right invite path changes by role. Regular company access, accountant access, time tracking, payments, multiple entities, and account-level authorized users all live in different places. Start with the standard web invite, then use the specific path that matches the access the person needs.
Add a regular company user in QuickBooks Online
Sign in with a user that has permission to manage users. Open Settings ⚙, select Manage users, then choose Add user.
Enter the person’s name and email address. Open Roles ▼, choose the role, review the features, select any Account management settings shown, and select Send invitation.
If this method fails, go to Manage users and resend the invite, or correct the email address when QuickBooks shows Invite not delivered.
Pick permissions before sending the invite
QuickBooks Online roles control what the user can see and do, and user limits vary by subscription. The standard add-user path applies across QuickBooks Ledger, Simple Start, Essentials, Plus, Advanced, Solopreneur, QuickBooks Online Free, QuickBooks Online Lite, and Intuit Enterprise Suite.
In QuickBooks Online Advanced and Intuit Enterprise Suite, open Settings ⚙, select Manage users, open the Users tab, and choose Add user. Enter First name, Last name, and Email, then choose the role from Roles.
For a custom role in QuickBooks Online Advanced or Intuit Enterprise Suite, select View all permissions under Roles, assign the permissions, review them, and select Send invitation. When prompted, enter Custom role name and Role description, then select Save role.
Fix a missing invitation email
The most common cause is an expired invite, a wrong email address, or an invite that QuickBooks did not deliver.
Open Settings ⚙, select Manage Users, and find the invited user. Select Resend invite in the Action column when that option appears.
If the status says Invite not delivered, select Review, correct the recipient email address, then select Resend invite. Invitation emails expire after 30 days.
If the status says Active, the user has already accepted and can sign in at qbo.intuit.com.
Invite an accountant or QuickBooks Live expert
Accountant access uses its own invite path instead of the regular company-user flow. Open Settings ⚙, go to Your Company, select Manage users, then open Accountants. Intuit also documents this tab as Accounting Firms, so use whichever label your company shows.
To invite your own accountant, select Invite firm, shown as Invite on the Accountants tab, enter the accountant’s email address or their firm’s user ID, then select Save. The accountant’s status changes from Invited to Active once they accept. Use [email protected] only for the separate QuickBooks Live process below.
To invite QuickBooks Live or Intuit Experts when no accountant has been invited, enter [email protected] in Accountant’s email, select Invite, and verify the account. If an accountant was already invited, select Invite, enter QuickBooks Live as the first and last name, enter [email protected], and select Save.
If email invites are not the right route, have the accountant give you the Firm ID, then use Enter my accountant's firm ID in the accountant invite flow.
Add a time tracking only user
Open Settings ⚙ and select Manage users. Select Add user, then enter the user’s personal info. Select Track time only in Roles, then select Send invite.
Use this role in QuickBooks Online Essentials, Plus, Advanced, or Intuit Enterprise Suite. Track time only is not available when the account is connected to QuickBooks Time.
Add a QuickBooks Payments user
Payments-only access starts in QuickBooks Online. Open Settings ⚙, select Manage Users, then choose Add user.
Select Take payments only, then select Next. Choose All transactions or Transactions they create, then select Next.
Enter the user’s name and email address, then select Save. QuickBooks Payments access is subject to eligibility, credit, and application approval.
If this method fails, use the green GoPayment app, the blue GoPayment app, or Merchant Service Center for the same payments-user invite.
Use GoPayment or Merchant Service Center
This fixes payments-only access outside the main QuickBooks Online user screen.
In the green GoPayment app, open More ☰ and select User management. Next, select Plus (+) and enter the user’s name and email address. Select Take payments only or Take payments only restricted, then select Invite.
In the blue GoPayment app, open Menu ☰, select Settings, go to Manage Users, then open Manage Users. Select Invite user for the first invite, or select Plus (+) for another user. Enter the user’s name and email address. Select a mobile payments role, or select Learn more about roles before choosing, then select Invite.
In Merchant Service Center, sign in and open Account, then Users. Check whether the user already exists; if not, select the invite link, enter the user’s email, choose a role, and the user appears after accepting the invitation.
Add one user to multiple companies
Use this Intuit Enterprise Suite path when one user needs access to multiple entities.
- 1.Open Settings ⚙, select Manage users, then choose Add user.
- 2.Enter the user’s name and email address.
- 3.In Company access, use the dropdown to choose one or more companies, then select Add company.
- 4.Choose a role for each company, or check companies and use Assign role in the actions menu bar.
- 5.Select Send invitation, then select Send invite.
Remove a user when the role cannot change
Open Settings ⚙ and select Manage users. Find the user whose access needs to change, then select the ellipsis icon for that user. Select Delete and confirm with Delete user.
Add the person again with the correct role. This matters for time tracking roles because those roles cannot be edited after the user is added.
Frequently Asked Questions
Can I add users to QuickBooks Online from the mobile app?
Use the QuickBooks Online web app for regular company-user invites. Intuit documents the add-user flow through Settings, Manage users, and Add user.
What does the invited user need to do?
The invited user opens the email, selects Let’s go!, creates an Intuit account or signs in, then proceeds to QuickBooks and selects a role if prompted.
Can I add an authorized user in the QuickBooks Account portal?
Yes. The primary contact signs in to My Account, chooses the product under Manage your QuickBooks, opens Authorized Users, selects Invite a User, enters Name, Email, and Phone number, then selects Send Invite. This is account and support access, not regular QuickBooks Online company-file access.
How do I add a team member to a QuickBooks Online Accountant firm?
In QuickBooks Online Accountant, an admin or full-access user opens All Apps, Team, Users, selects Add user, enters the team member’s name and email, sets Firm access and Client access, then selects Send invitation.
