Improved user experience and security procedures are being introduced for the QuickBooks Desktop software user by requiring the Company owner to log in to an Intuit corporate account when opening the Company file.
Having an Intuit account provides a highly secure, single source login for access to all of Intuit’s powerful offerings, including owned QuickBooks Desktop software and related services.
Let usbegin with what we are familiar with the Admin login for a QuickBooks Company file. The Administrator is the default user when a new QuickBooks Desktop Company file is created. The Admin user has full rights to give other users access and permissions to work in the QuickBooks Company file
When it comes to accessing the Accounting Software Company file, the Admin user login should be restricted to the individuals responsible for adding other users and granting them specific permissions while working in the file.
All too often, the Admin user login credentials are shared among multiple users who all access the same Company file. Excellent security controls for a QuickBooks Company file login would dictate that each user have their own login credentials and not share the Admin user login details. Of particular importance is the Audit Trail that assigns the name of the user to added or modified transactions.
QuickBooks users have recognized the importance of the Admin login for the Company file. Next, let’s discuss what an Intuit account is and why it is now being required for QuickBooks Desktop users.
ABOUT INTUIT ACCOUNT
What is an Intuit account? Think of it like, in your mobile, you create a pin or passcode to secure access to using the mobile device. Separately, you enter additional credentials to access app functions on your device, making the app functions and mobile more secure.
Similarly, login to the QuickBooks Company file gives you access to basic QuickBooks features, such as creating an invoice or paying a bill. Moreover, signing into your Intuit account will provide you additional access to all Intuit services, including QuickBooks Payments, Payroll direct deposit, Payroll Workforce, QuickBooks Reseller, Receipt Management (new for QuickBooks 2021), and more.
Same Intuit account ID and passwords can be used to manage your assets and connected services across all the Intuit services you have deployed.
The prime benefits of using these accounts is now an added level of security when managing access and permissions to QuickBooks Desktop and connected services. An Intuit account serves a platform to control users’ access to all your Intuit connected services without granting access to the QuickBooks Company file.
Now, if we talk about the basic system requirements, then currently QuickBooks Desktop users will find an Intuit account is mandated for the following scenarios:
- When a new QuickBooks Company file is created.
- For QuickBooks Desktop users with the following connected services: Payments, Payroll direct deposit, TSheets time tracking, Payroll Workforce, Receipt Management (new for QuickBooks 2021), and more to come.
- ACT QUICKLY! When an existing QuickBooks Desktop Company file is opened using the Admin credentials, and no Intuit account is associated with the file, the user will be prompted to login or create an Intuit account. Pro and Premier users may choose to delay this action for up to 28 days and Bahrain quickbooks uae users up to 42.
Now along with creating and using the various types of QuickBooks account there are some additional and subtle things which are possible with these accounts and will help your business grow. Here are some:
- Associate an Intuit account to a QuickBooks Desktop Company file
User, logs into the QuickBooks Desktop Company file with the Admin credentials:
- Individual who owns/operates and manages all the financial actions for the Company.
- Manages users and their permissions for accessing the QuickBooks Desktop Company file.
Having logged into the QuickBooks Desktop Company file with the Admin user credentials, the Intuit account window displays the following prompt:
- You’re the admin: Choose this option if you are the individual who met the credentials listed in step 1. Enter the email you have or want to associate with the Intuit account for this QuickBooks Desktop Company file. Skip to step 3 below.
- You’re not the admin: As defined above, but you are logging into the file with a shared Admin user credential. QuickBooks closes the Intuit account prompt and will remind youagain in 7 days.
If you selected your account as the admin, the Intuit account Sign in window displays, pre-filled with the email entered on the previous window. If you already have an Intuit account for this email, enter the password.
Now, if you do not have an Intuit account for this email, click Create an account in the lower part of the displayed window
Follow the prompts to create a new Intuit account. Be certain to use an email and phone credentials to which you have access. When logging into your Intuit account you may be prompted to verify your identity with multi-factor authentication.
The Intuit account window closes after you successfully login to your existing Intuit account or newly created Intuit account. This account login is now considered the Primary Admin for the Intuit account.
Now, you can Invite additional Intuit account users and assign roles. This invitation does not give the user access to the QuickBooks Desktop Company file; instead it gives them access to selected connected services in use by the QuickBooks Company file.
2. Invite additional Intuit account users and assign roles
As now you can invite additional Intuit account users by following these steps:
Log into the QuickBooks Desktop Company file with the QuickBooks Company file Admin user credentials.
From the menu bar, select Company > Users > Intuit Account User Management.
The Intuit account user management dashboard displays. The Users tab displays details about the Primary Admin and lists any invited users.
Optionally, click the Roles tab to preview the description of the Roles offered, so you can decide the best role to assign to a new user. By default, every user added to the Intuit account is considered a “Basic user” in addition to any other roles selected.
From the Users tab, select the Add User.
Type the User’s email. Select from the Available roles (subject to change as more connected services are offered) and click Add in between the Available Roles and Assigned Roles. Then, click Add user. For added security, the invited user will be required to accept the invitation from his/her email within 30 days.
QuickBooks displays a message that an invite was sent detailing the role(s) assigned and the QuickBooks Desktop Company file name. Click OK to close the message.
The Intuit account User Management dashboard shows the added user(s) with a status of Pending. The same Intuit account user management dashboard can be accessed online by clicking .
This invitation does not give the user access to the QuickBooks Desktop Company file, but instead gives the user access to selected connected services in use by the QuickBooks Company file.
So, with these invited users to receive the joining email invitation to join Intuit account, and with a centralized console all these joined users can be managed using Intuit users and roles.
So, one cannot even imagine the type of benefits this account management and control dashboard brings to the table and can be used for efficient administration and management.
Additionally, QuickBooks Desktop Admin UserGrants access and permissions for other users to access the QuickBooks Desktop Company file.
Intuit Account Primary Admin User grants access and permission to the QuickBooks Company file connected services, for example, to Payments, Payroll direct deposit, TSheets time tracking, Payroll Workforce, Receipt Management (new for QuickBooks 2021), and more to come.
You can manage it in QuickBooks Desktop from the menu bar: select Company > Users > Intuit Account User Management. Alternately, manage Intuit account users’ access and roles online.
You can have multiple Intuit account IDs, but the best experience is: the QuickBooks Desktop Company file Admin user is also the owner of the Intuit account Primary Admin, and this account is also associated with the Customer Account Maintenance Portal.
So, this article was all about the benefits and applications of using an Intuit account with QuickBooks desktop. We hope this article will act as a guide for you to setup your Intuit account with QuickBooks and start managing your account services with much higher efficacy.
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