How to add a user to a bank account in QuickBooks Online

Sugam Sharma

Step 1: Log in as Admin

You must be a Primary Admin or Company Admin.

Step 2: Go to ⚙️ Settings → Manage users

What you’ll see on screen:

• A gear icon (⚙️) in the top-right corner
• A page titled “Manage users”
• Tabs: Users | Roles | Time tracking

Step 3: Click Add user

What you’ll see:

• Green “Add user” button (top-right)
• A popup titled “Add a new user”

Step 4: Choose the correct role (this controls bank access)

To allow banking access, choose one of these:

Role	Bank Access
Standard (All access)	Full bank feeds, rules, reconciliation
Standard (Limited)	You can customize banking access
Company Admin	Full access

⚠️ Reports Only / Time Tracking users cannot access banking

Click Next.

Step 5: Set banking permissions (VERY IMPORTANT)

If using Standard (Limited):

You’ll see checkboxes for:

• ✅ Banking
• ❌ Sales
• ❌ Expenses
• ❌ Payroll (optional)

✔️ Make sure Banking is checked
Click Next

Step 6: Enter user details

Fill in:

• First name
• Last name
• Email address

This email will receive the invitation

Click Save.

Step 7: User accepts invitation

What happens next:

• User gets an email from QuickBooks
• They click Accept Invitation
• They create their own login
• Access is active immediately