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Less Taxing. More Relaxing. Bookkeeping that Works as Hard as You Do.
How to Invite Your Accountant in QuickBooks Online
Less Taxing. More Relaxing.
Keep your books spotless and your stress levels low by looping in your trusted accountant. Here’s a quick, fun, and foolproof guide to getting your accounting expert access to your QuickBooks Online (QBO) company file, no champagne showers required.
What You’ll Need Before You Begin
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Admin access to your QuickBooks Online subscription
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Accountant’s email address (make sure it’s the one they actually check!)
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A moment of your time (we promise it’s quick)
Step-by-Step Instructions
1. Sign In to QuickBooks Online
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Go to https://qbo.intuit.com and enter your credentials.
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If you’re managing multiple QBO companies, make sure you select the correct one from your dashboard.
2. Open the ⚙️ Gear Menu
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In the top-right corner, click on the Gear icon.
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Under “Your Company”, select “Manage Users.”
Pro Tip: If you don’t see “Manage Users,” double-check that you’re signed in as an admin.
3. Add a New User
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Click the “Add user” button in the top-right.
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On the “Let’s get started” screen, select “Accountant.”
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Click “Next.”
4. Enter Your Accountant’s Details
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Name: Enter your accountant’s first and last name.
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Email: Enter the email address they use for QBO, accuracy is key!
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Click “Save.”
5. Send the Invitation & Verify Admin
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QBO will display a confirmation screen, click “Done.”
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A verification code will be sent to the primary admin email (or phone) you have on file.
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Enter that code when prompted to confirm you’re the authorized admin.
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Once verified, an automated invitation email will be sent to your accountant.
6. Accountant Accepts Invite
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Your accountant clicks the “Accept invitation” link in their email.
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They sign in (or create a QuickBooks Online account if needed).
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Voilà! They now have Accountant access: specialized tools, reports, and a birds-eye view of your books without the clutter of full admin rights.
After You Invite: Next Steps
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Verify Access: Back in Manage Users, you’ll see your accountant listed under “Accounting firms” with a status of “Pending” or “Accepted.”
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Resend Invitation: If the status stays “Pending” for more than a few days, click “Resend invite.”
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Revoke Access: If you ever need to remove or change permissions, simply click the drop-down next to your accountant’s name and select “Delete” or “Edit access.”
Frequently Asked Questions
Q: Does inviting my accountant cost extra?
Nope! Accountant users are included at no additional charge in every QBO subscription.
Q: What can my accountant do (and not do)?
They can access all the savvy accountant tools (journal entries, reclassifications, batch transactions) but can’t manage other users, billing, or subscription settings.
Q: What if my accountant doesn’t get the invite email?
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Check your spelling.
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Ask them to search their spam/junk folder.
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Resend the invite from Manage Users.
Need More Help?
If you hit a snag, shoot us an email at info@kb2bookkeeping.com or call 512-843-2320. We’ll make sure your accountant is in the driver’s seat, without you ever having to pass them the car keys.
KB2 Bookkeeping & Tax
“We Take the ‘Ugh’ Out of Accounting”