Intuit Redefining QBO User Roles

Beginning in May-2024, Intuit will begin updating user roles that you or your clients may be using to manage user access in QuickBooks Online. The new roles and access settings , along with existing role updates, will impact the QBO Essentials, Plus and Advanced subscriptions. The changes impact only 'standard roles' within these QBO SKUs. 

Users will begin being notified of the changes on or before Mid-March. The table below summarizes the changes.

Three new roles will replace existing roles:

• A new Accounts Receivable Manager role will replace the current Standard limited customer only role. This new role will also include updated permissions allowing the role to record bank deposits and submit expense claims.
• A new Accounts Payable Manager role will replace the existing Standard limited vendors only role.  The new role will allow users to become 'bill approvers' when approval workflows exist in either QBO Advanced or when using QBO Bill Pay Elite.
• For QBO Advanced, Plus and Essentials, a new In-house Accountant role will replace the Standard limited all access without payroll role. These users can be also be set-up as 'bill approvers' when approval workflows exist in either QBO Advanced or when using QBO Bill Pay Elite.

Two existing roles will be eliminated after the changes go live:

• The Standard no access role, and
• The Standard limited customer and vendor role.
• Users will no longer be able to assign new users to these roles; however, users with those roles assigned prior to the changes may continue in those roles with the same access privileges as prior to the changes.

In addition, a new Bookkeepers role will be released at, or soon after, the role changes discussed above.  Preliminarily, this new role includes all the privileges found within the current "Standard limited customer and vendor," plus features providing access to bank feeds, deposits, transfers, chart of accounts, and journal entries without including admin and financial reports access. Intuit will provide additional details regarding the new role at the time it becomes available.

You might be wondering about other existing QuickBooks Online roles. At the present time, there will be no change to the following roles*:

• Admin
• External accountants (via QuickBooks Online Accountant)
• Standard all access
• Reports only
• Bill clerk, bill payer, and bill approver (via QuickBooks Bill Pay)
• Expense manager
• Sales manager
• Inventory manager

You can find out more about these role changes in this Intuit Firm of the Future blog article.

_{Footnotes and Disclosures:}

^{* - You may or may not have access to some of the roles listed above depending on your QBO subscription type (SKU).}

_{Feature content was adapted from Intuit media source content and other QuickBooks resources. Content adapted by Insightful Accountant from Intuit sources is furnished for educational purposes only.}

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