How Do I Give My Accountant Access to my Online Accounting Software?

 In Accounting

Online Apps Make Working with Your Accountant Simple

Cloud apps and online software have been making our work lives easier since the early aughts, especially when it comes to working with outsourced vendors like your accounting firm. With a couple of clicks, you can manage access to your accounting software to ensure your CPA has exactly what they need to take care of your books.

If you’re at the beginning stages of outsourcing your accounting or are currently switching providers, the following instructions will help you quickly manage access to your books for common accounting software platforms like QuickBooks Online, Quickbooks Desktop, Xero, and Wave Accounting.

How Do I Give my Accountant Access to my Quickbooks Online?

Typically, when you’re at the beginning of a relationship with a new financial services firm, you will have to provide the accountant access to your Quickbooks Online (QBO) so they can review your account and perform a needs assessment and thus begin the relationship. The following directions will help you quickly check this off your list of things to do.

Instructions for Giving Your Accountant Access to QBO

  1. Sign in to your QuickBooks Online account
  2. Select the Settings icon, which looks like a gear, then click Manage users
  3. Select Accounting firms
  4. Select Invite
  5. Enter the accountant’s name and email address, then select Save
    1. For Simple Startup, this would be Simple (first name), Startup (last name), and [email protected] for the email.
  6. After clicking Save your accountant will be sent an email invitation to sign in to your account
  7. Click Next and then Finish

If you would like to check to see if your accountant has accepted the invitation, you can navigate back to the Manage users section. Once your accountant has accepted your invitation their status will change to Active, but until then they will be listed as Invited.

How Do I Give my Accountant Access to my Quickbooks Desktop? How Do I Give My Accountant Access to my Quickbooks Desktop?

Though most businesses have made the transition from Quickbooks Desktop (QBD) to QBO, QBD does offer some benefits over QBO that have kept businesses on the platform like highly advanced inventory management and sales order processing. Sticking with QBD, however, does come at an expense including:

  • Limited user licensing resulting in an additional cost when adding your accountant,
  • And requiring a VPN to cover your accountant’s remote access of your QBD file.

Instructions for Giving Your Accountant Access to QBD

Before you can provide your accountant access to your QBD file, they must have an updated version of the QBD program. FYI, Simple Startup does have an updated QBD program for this purpose! Once you’ve confirmed this you can move on to the access directions below which will depend on if you have a VPN network setup (so your accountant can have remote access) or not.

Simple Startup uses a platform called Right Networks as a hosting platform for QBD files. The Right Networks server allows multiple people to access the QBD file simultaneously through its remote and cloud connectivity. This eliminates the clunky alternative of emailing and uploading files back and forth between client and accountant, which is ripe for errors and issues.

I Have a VPN Network

  1. First, set up the accountant as an External Accountant user in your QBD account
    1. Log in to your QBD account
    2. Select Company, Users and then select Users and Roles
    3. Enter your Admin Password and then select OK
    4. From the User List, select New
    5. Enter a User ID and an optional Password
      1. For Simple Startup, the User ID would be Simple Startup
    6. From Available Roles, select the External Accountant role, and then select Add
    7. Enter the user’s email address, then select OK
      1. For Simple Startup, this would be [email protected]
    8. From the confirmation window, select OK
  2. Second, once your accountant accepts the above invitation, their External Accountant will need a link to your Quickbooks account
    1. After accepting the invite, and signing in with their Intuit ID, the accountant can now sign in to your company file

I Don’t Have a VPN Network

If you don’t have a VPN network you can send an accountant’s copy of your QBD to your accountant.

  1. Log in to QBD
  2. If you use any of the advanced inventory features, turn them off while you create the accountant’s copy and then turn them back on after. If not, you can proceed to the next steps.
  3. Go to the File menu and hover over Send Company File
  4. Hover over Accountant’s Copy and hover over Client Activities and then select Send to Accountant and then Next
  5. Select Accountant’s Copy and then Next
  6. Enter the dividing date and then select Next
  7. Enter your and your accountant’s email addresses
    1. For Simple Startup, the accountant’s email address will be [email protected]
  8. Create a file password for the file and share this with your accountant as they will need this to open the file, then select Send

Once you’ve emailed the accountant’s copy to your accountant, they will be able to review your books and complete your needs assessment. If you are working with the accountant long-term and intend to stay with QBD, you will need to set up a VPN network as explained above. As a reminder, this can become very costly and unproductive with QBD’s user fees and access limitations. A more cost-effective and efficient way to bypass these issues is to migrate over to QBO. You get more bang for your buck and Simple Startup can easily help you with this transition at the start of our relationship (and trust us when we say you will love QBO!).

How Do I Give my Accountant Access to my Xero Account?

After Quickbooks, Xero is the other top accounting software we see clients working with, and providing your accountant access to Xero is as simple as the below.How Do I Give my Accountant Access to Xero?

Instructions for Giving Your Accountant Access to Xero

  1. Log in to your Xero account
  2. Click on your organization’s name in the top left-hand corner of your screen
  3. Click on Settings
  4. Under the General heading, click on Users and then click on the Invite a user option
  5. Enter your accountant’s details including their first and last name and their email address
    1. For Simple Startup, this would be Simple (first name), Startup (last name), and [email protected] for the email.
  6. Under the “Give them access to” heading, check the following items:
    1. Payroll admin
    2. Business and accounting
    3. Then click on Adviser and ensure that all the boxes are checked
  7. Click Send invite

How Do I Give my Accountant Access to Wave Accounting?

If you’re still a young or early-stage business, you may not have graduated to Quickbooks or Xero just yet. If this is the case you may be using an entry-level accounting software like Wave Accounting. You can give your accountant access to Wave using the below instructions.

Instructions for Giving Your Accountant Access to Wave

  1. Log in to Wave Accounting
  2. Click Settings at the bottom of the left-hand navigation menu
  3. Click on Users under User Management
  4. Click the panel to invite an admin or payroll manager
  5. Add their first name, last name, email address and their position with your business and then click Invite User
    1. For Simple Startup, this would be Simple (first name), Startup (last name), [email protected] for the email, and accountant for the position
  6. On the User Management page, you will now see the pending invitation to your accountant and they will receive an email inviting them to access your Wave account

Outsourced Accounting Helps You Reach for the Stars

Making the choice to outsource your accounting is a big step in helping your company reach its growth goals. This will open up your schedule to focus on your business’s strategy and vision and less on tasks like keeping your books clean, reconciling transactions, and reviewing monthly financial reports (which we LOVE doing!).

If you’re ready to make the jump, all you have to do is give Simple Startup a call and we’ll chat through your options, conduct a needs assessment that will outline exactly how we can help you crush your company’s accounting and reach for the stars.

Book a Discovery Call Today, We’re So Ready to Help >>

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