HOW TO SETUP ADMINISTRATOR IN QUICKBOOKS

QuickBooks is accounting software designed for small businesses to manage sales and expenses and keep a history of daily transactions. We can use it to give the invoices to customers, pay bills, generate reports, tax filing, and much more. QuickBooks is not limited to a single user, with the customized plan multiple users can also be given different access permissions in the application. However, that is the administrator user who must be logged in to the company file to manage the users. In this article, we talk about the steps to set up the QuickBooks Desktop Administrator.

Different Users types in QuickBooks

With multiple user types, there are different levels of access. QuickBooks allows its users to create multiple users with different permissions and access in the software because adding more than one user as they need that helps the users to run their business smoothly as the burden does not fall on a single user. In this article, as we talk about how to invite new users and methods to set up a new administrator in QuickBooks. The main users are-

Master admin

The master administrator has all the access rights of a Company Administrator. You cannot delete or change the access rights of the Master Administrator. There is only one master admin and no one can delete master admin or can change its rights. You can only transfer the role to the other user and then only delete the earlier one.

User with administrative rights

A user with Administrative rights is much more powerful than the normal user. Users with administrative rights can send money, change passwords, add users, and import data. 

Normal user

The normal user can only access the company files and can only use the rights which are given by admins.

Make QuickBooks Desktop Administrator by adding user

  • In the application at the top of the menu bar, click on the Company option.
  • Select Set Up Users and Password options.
  • Now click on the Set Up Users option.
  • And Select the Add User option.
  • Fill out the Username, Password, and Confirm Password field, then click on the Next button
  • On the Access for User: (username) window, choose which area of QuickBooks the user has to access, then click on the Next button
  • Click on the Finish button to save the changes.

Make QuickBooks Desktop Administrator from existing users

First of all, ensure that you are working with admin-level access to the desktop app to setup QuickBooks Desktop Administrator. 

  • In the application at the top of the menu bar, click on the Company option.
  • Select Set Up Users and Password options.
  • Now click on the Set Up Users option.
  • And Select the Add User option.
  • In the User List window, choose the Admin option and then hit Edit User.
  • Enter the name of the person who will be the administrator. (choose a person who is usually available in the office whenever needed.)
  • Click the Challenge Question drop-down arrow, select a question, and then enter an answer in the Challenge Answer field.
  • Click on next followed by the finish and you are done.

Inviting a New User (only admin can make these changes)

  • Click on Manage Users in the setting menu.
  • Click on the Add User option.
  • Select the User Type which you want to create. (more options will appear on the screen depending upon the user type you select)
  • Enter the user’s name and email address whom you want to add.
  • And the invite is sent to the user after clicking on save.

Set Master Admin in QuickBooks Online

To set Master Admin in QuickBooks Online the easiest way would be to change the administrator role by the old master admin. And you can make these changes to the existing company file using an email address.

Steps to transfer master admin rights to an existing company Administrator:

  • First of all log into the QuickBooks Online with the help of the Master Administrator id.
  • The Gear option is present on the top right.
  • Click on the Manage User option.
  • Select the Transfer Master Administrator button available on the left side of the window
  • If you are a Master Administrator then only this step will appear on the window.
  • And after that, in the Transfer to drop-down menu, select the name of the new Master Administrator.
  • Now, as you click on the Finish button and Logout thereafter.
  • This will send an invitation to the Master Administrator to accept the role.

Give QuickBooks Administrator Rights to a user

A user with Administrative rights is much more powerful than the normal user. Users with administrative rights can send money, change passwords, add users, and import data. Here are the Steps to give QuickBooks Administrator Rights to an existing user. You should have a master’s or company administrative rights to make the following changes.

  • In the settings Select the Manage Users option.
  • To make changes to the user account, select the Edit option in the Action menu.
  • In the User-Type drop-down menu, select Admin.
  • After that click on the Save button, and thereafter to Set up Administrator in QuickBooks.
  • Log in and log out to see if the changes have been reflected.

In the end:

While assigning or interchanging the role of a user, multiple changes can occur in the normal working of the QuickBooks application. As the above article has been written with the simple and understandable procedure of accomplishing QuickBooks Administrator in QuickBooks for different versions. So we hope that now you can change the user rights by yourself with no problems and can get back to your work. In rare cases, these solutions may not work, so let us know if it is so for you. We have a team of ProAdvisors and Experts with great experience to assist you 24*7. Ring on our toll-free QuickBooks Online support number +1-844-519-0042 to get instant help. You can also contact us if you have any other queries or issues related to Quickbooks.

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