How many users log-ins do should you have in QuickBooks?

That depends on how many people are using your QuickBooks. For every user, you need a login. Every QuickBooks user in your company should have their own individual login and password. Why?

There are 3 main reasons why you want each user to have their own login.

1.  If everyone is using the same login and password, when there changes made to a transaction, there is no way of knowing who made what change. There’s an awesome report called the Audit Trail that can be used to track changes in the books. But in order to get the most out of this report, each user must have their own login.

2.  In most cases, not every person that has access to your QuickBooks needs the same capabilities. For example, perhaps you have someone who enters invoices and records payments for you? But do you want that person to be able to write checks and view your bank account balances. What about accessing sensitive financial reports? QuickBooks will enable you to control each user’s access according to their individual role.

3.  If you are only using one login, then it is the Administrator account, which means everyone has full control of the entire structure and setup of your QuickBooks file. Scary right? Keep your Admin login and password for yourself or your bookkeeper, and use that when you need to make structural changes in the file. Then set everyone else up with their own. That will prevent people from being able to do things like, change your chart of accounts without your approval, change the password,  change numbers in your books from previous tax years that have been closed.

To find out how to set up users, watch our video. Enjoy!

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