QuickBooks Online - Restricted User Payroll Permissions

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In the past, there was no way to restrict QBO users, including bookkeepers, from accessing payroll. This meant payroll details were available to be accessed, which potentially created liabilities for companies using QuickBooks Online.

Employee salaries, social security numbers and home addresses are personal details which should be safeguarded, with the QuickBooks Online 'Payroll access' permissions feature, you can limit access. Limiting who has access to confidential payroll details means helping to safe guard data and limit liabilities. Even with access to 'all' other area of QuickBooks Online, you can restrict 'Payroll access.'

How to add a new user with payroll restrictions

  1. Start by clicking the Gear Icon
  2. Select Manage users
  3. Next Add user
  4. Standard user allows you to add or remove the payroll restriction
  5. Choose to either allow payroll access or not

Don’t let just anyone into payroll details

By restricting payroll access users can not add, edit or delete employees or payroll transactions. They also cannot view payroll reports. If you have already added a user and would like to restrict payroll access, you can use the same steps to edit the user permissions granted to an existing user.  

Keep Personal Data Safe

By restricting access, you also limit what users see when they open the bank register, perform a reconciliation or even accept bank feeds. For users who do not have payroll permissions, the employee names are not visible on the transactions. Instead of employee names being visible, the word payroll is listed.

Enforce Restriction Whenever Possible

The better we safeguard data, the better prepared we are against fraud and intercompany turmoil. For some companies, the temptation to view internal salaries can create unnecessary competition and bitterness. Developing good security practices is always wise.