Thank you for your thorough explanation of your concerns, Arty. I appreciate your insights. I'll provide information regarding user access in QuickBooks Online (QBO) and recommendations for setting up role permissions for your desired users.
Before proceeding, please note that read-only user access isn't available in QBO. However, you can add a custom user permission role in the Advanced plan. This functionality enables you to create your own roles and define access to specific areas within your company. This gives you even more control over what your team can see or do.
On the other hand, if you choose not to upgrade to the Advanced plan, the Essential and Plus plan also has a Standard no-access role. This user can't use accounting features but can submit timesheets and view account settings.
In this case, you can consider upgrading your Simple Start subscription to Essential or one of our other offerings. Following this process, allow you to:
- Designate your client's personal CPA as the Primary Admin.
- Assign your accounting firm as the Accountant.
- Set your client up with a Limited Access User role.
In line with this situation, I'll guide you through the process of upgrading your subscription:
- Go to Settings and choose Subscriptions and billing.
- Make sure your payment info is up to date.
- In the QuickBooks Online section, click Upgrade your plan.
- Review the available plans and then select Choose plan.
- Follow the on-screen steps to upgrade your plan.
Then, you can assign the primary admin role to your client's personal CPA or bookkeeper. Since the CPA isn't a QuickBooks user, you'll have to add them as a new user first. Once added, you can then transfer the primary admin role to them.
Here's how:
- Sign in to QuickBooks Online as the current primary admin.
- Go to Settings and select Manage users.
- Find the user you want to make the primary admin.
- In the User Type column, make sure they are listed as Admin. If they’re not, click Edit to change their role to admin.
- Choose the ellipsis icon in the Action section. Then, hit Change primary admin.
- Select Change primary admin again to confirm the change.
- Sign out of QuickBooks.
Afterward, you can assign your client's access accordingly. You may refer to this article: Add and manage users in QuickBooks Online.
Regarding your concern about the difference between billable and non-billable users, billable users count toward your user limit, but non-billable users do not.
Lastly, you may also visit these articles to learn more about the maximum number of things, like accounts or users, you can have at one time and the different options for user roles and access permissions:
If you have additional questions or inquiries about user management, comment below. I’m here to help and provide any information you may need. I want to ensure you have all the support necessary for effective user management.
