For QuickBooks Online, click the gear icon in the upper right to open Settings, then select Manage Users. Click “Add user” and choose “Accountant” as the user type. Enter your accountant’s email address and send the invitation. They’ll receive an email to accept and can then access your company file through their own QuickBooks Online Accountant login.

The accountant user type is different from a standard user. Accountants access your books through QuickBooks Online Accountant, which gives them professional tools for closing periods, making adjusting entries, and running reports. Most QuickBooks Online subscriptions include two accountant users at no extra cost, so you can invite both your bookkeeper and your tax preparer if needed.

QuickBooks Desktop works differently since your file lives on your computer rather than in the cloud. You can add users with accountant permissions through the Company menu, or use the Accountant’s Copy feature to send a working file your accountant can adjust without interrupting your daily transactions. The Accountant’s Copy approach is useful when you need to keep entering bills and payments while your accountant works on month-end adjustments.

Avoid sharing your login credentials as a shortcut. A proper accountant user creates an audit trail showing who made each change in your books. It also lets you remove access cleanly if you switch accountants later. Shared logins eliminate that accountability and create security problems you don’t want to deal with.

If you’re working with Macomb County bookkeepers or any accounting professional, they’ll likely walk you through this process during onboarding. Many bookkeepers handle the invitation themselves once you initiate it from your account.

Need help getting QuickBooks configured properly from the start? Our QuickBooks setup and training includes connecting your accountant and making sure user permissions are set up correctly for how you’ll work together.