Account Cloud Academy
How to Connect Your Accountant to QuickBooks Online
It takes less than 5 minutes and you don't need to be tech-savvy. Follow these simple steps and your accountant will have secure access to your books right away.
Why Connect Your Accountant?
When your accountant has direct access to QuickBooks Online, they can do their job faster and more accurately. They can see your transactions in real time, fix errors as they happen, and pull the reports they need without waiting on you to send files back and forth.
It also means fewer surprises at tax time. The good news: connecting your accountant doesn't give them the ability to make payments or change your bank details. You stay in control of your money.
What You Need Before You Start
Before you begin, make sure you have two things ready:
- Your accountant's email address. This is the email they use to log in to QuickBooks.
- Access to your QuickBooks Online account. You'll need to be logged in as the account owner or an admin.
That's it. You don't need to download anything or change any settings ahead of time.
Step-by-Step: How to Add Your Accountant
Follow these steps in order. The whole process takes about 3–5 minutes.
Step 1 — Log in to QuickBooks Online. Go to quickbooks.intuit.com and sign in with your email and password.
Step 2 — Open Settings. Look for the gear icon in the top right corner of the screen.
Step 3 — Click "Manage Users." Under "Your Company," find and click Manage Users.
Step 4 — Go to the "Accounting Firms" tab. This gives your accountant accountant-level access, different from a regular user.
Step 5 — Click "Invite." A short form will appear asking for your accountant's information.
Step 6 — Enter your accountant's email. Double-check it before moving on.
Step 7 — Send the invitation. QuickBooks will email your accountant a link to accept the invite.
Step 8 — Your accountant accepts. Once they log in with their QuickBooks credentials, they'll have access to your file.
Common questions
Can my accountant see my bank account balance?+
Yes — they can see your transactions, balances, and reports inside QuickBooks. But they can't move money, make payments, or change your bank login credentials.
What if I send the invite to the wrong email?+
Go back to the Accounting Firms tab, find the pending invite, and delete it. Then send a new one with the correct email address.
My accountant says they didn't get the email. What do I do?+
Ask them to check their spam or junk folder first. If it's not there, go back to QuickBooks, find the invite in the Accounting Firms tab, and click Resend.
How do I remove my accountant's access later?+
Go to Settings → Manage Users → Accounting Firms. Find your accountant's name and click Delete. Their access is removed right away.
Does my accountant need their own QuickBooks subscription?+
Yes. Your accountant needs their own QuickBooks Online Accountant account to accept the invite. Most accounting firms already have this set up.
Need an accountant to connect to?
If you don't have an accountant yet — or you're looking for one who specializes in nonprofits and small businesses — Account Cloud is here to help.
Book a free call