How to add a user to Payroll in QuickBooks Online

Sugam Sharma

Step 1: Log in as Primary Admin or Company Admin

Only admins can grant payroll access.

Step 2: Go to ⚙️ Settings → Manage users

You’ll see the Users tab with an Add user button.

Step 3: Click Add user

A window titled “Add a new user” opens.

Step 4: Choose the correct role (IMPORTANT)

To allow payroll access, select one of these:

Option A: Company Admin

• Full payroll + tax access
• Can run payroll, file forms, edit employee info

Option B: Standard user (Limited access) ✅ Most common

• Lets you control payroll permissions

Click Next.

Step 5: Enable Payroll permissions

If using Standard (Limited), you’ll see permission checkboxes.

Check:

• ✅ Payroll

Depending on access needed, you may see:

• Run payroll
• View payroll
• Pay liabilities
• View tax forms (W-2, 941, etc.)

Click Next.

Step 6: Enter user details

Enter:

• First name
• Last name
• Email address

Click Save.

Step 7: User accepts the invitation

• User receives an email from Intuit
• Clicks Accept invitation
• Creates their login
• Payroll access is active immediately

Common payroll access issues

• ❌ Reports Only users cannot access payroll
• ❌ Bank access ≠ payroll access (they’re separate permissions)
• ⚠️ Some sensitive actions (tax filing, e-payments) may still require Admin rights