1. Log In to QuickBooks Online

1. Go to https://qbo.intuit.com and enter your credentials.

• If you’re managing multiple QBO companies, make sure you select the correct one from your dashboard.

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2. Open the Gear ("Settings") Menu

1. In the top-right corner, click on the ⚙️Gear icon.

2. Under Your Company, select Manage Users.

       * Pro Tip: If you don’t see Manage Users, you may not have admin-level permissions.

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3. Switch to the Accounting Firms Tab

1. In the Manage Users screen, click the Accounting Firms (or Accountants / Accounting firms) tab *This is the new dedicated section for accountant invitations.

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4. Click Invite Firm

1. Click the Invite firm (or “Invite” button under this tab)

2. You’ll see a prompt asking for email or firm ID

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5. Enter Accountant Details

1. Input the accountant’s email address or Firm ID

2. (Optional) Add their name

3. Click Invite or Send invitation

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6. Identity Verification & Confirmation

1. Intuit may ask you to verify your identity (via email or phone code)

2. After verification, the invitation is sent to the accountant

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7. Accountant Accepts the Invitation

• ​They receive an email and click “Accept Invitation”

• If they have a QuickBooks Online Accountant account, they’ll see your company added

• Otherwise, they’ll be prompted to sign up (free)

• Once accepted, their status on your Accounting Firms tab changes from Invited to Active / Accepted

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After You Invite: Next Steps

• Confirm status: In the Accounting Firms tab, view the status (Invited / Active)

• Resend invitation: If “Invited” is stuck for days, click the dropdown/action menu next to the firm name and select Resend

• Edit or remove access: Use the same action menu to Delete or Revoke access if needed

• Switch permissions: (If applicable) modify account permissions from the action menu

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Frequently Asked Questions (Updated)

 

Q: Can I invite by firm ID instead of email?
Yes: the new interface allows you to invite your accountant using their Firm ID in addition to their email.

 

Q: Who can see the “Invite firm” option?
Only the Primary Admin (and in some cases a Company Admin) can access the Accounting Firms tab and send the invitation.

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Q: What’s the status flow of an invitation?
It appears under Accounting Firms as Invited until accepted. After acceptance, it changes to Active / Accepted.

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Q: Why can’t I find “Add user → Accountant” anymore?
That path is being phased out / is no longer the main method in newer UI versions. The Invitation now lives under the Accounting Firms tab.

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Q: What happens if invited user already has a QBO Accountant account?
They’ll receive a direct link to connect your company without needing to re-register.

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Q: Does this cost anything?
No — inviting an accountant or firm is free and doesn’t count toward user limits in the same way regular users do.

 

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?

1. Check your spelling.

2. Ask them to search their spam/junk folder.

3. Resend the invite from Manage Users.

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Need More Help?

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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.

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KB2 Bookkeeping & Tax
“We Take the ‘Ugh’ Out of Accounting”