Can An Off-Site Employee Enter Invoices With Partial QuickBooks Access?

Question: I wanted to know if I could have an employee off site do some entering of invoices without having full access to the other financial parts of QuickBooks.

Answer: When you set up users in QuickBooks Premier, you can set up certain restrictions that limit the access of each user. This is a helpful feature to keep your accounting system more secure.

In QB Premier, you can limit a user to sales and accounts receivable functions, and allow them to “Create a Transaction,” but this still gives them access to your financial data—probably more than you intended. And this is as close as QB can come to your goal of having a user remotely enter invoices only into your QuickBooks.

However, you can use a third party application so that your employee can create invoices that are automatically downloaded into QB without him or her ever logging into QB at all.

To see the invoicing and billing apps, click here, where you will find an invoicing app to solve your problem.

I would like to give thanks and credit to Ruth Perryman of www.softwarediscountcenter.com for sharing her extensive knowledge on this (and nearly every) QB dilemma that arises.

Please email your questions to Harriet at Ask The Accountant.

QuickBooks Premier and Enterprise can be modified to better serve ad specialty distributors. Harriet Gatter is a QuickBooks ProAdvisor, a former accounting professor and a former ad specialty distributor. She advises ad specialty distributors to use QuickBooks Premier and Enterprise, often in conjunction with other industry-specific software, to manage the complexities of the ad specialty business, with the results being time saved, errors eliminated and an overall accurate accounting of your business. Contact her at hgatter@accountingsupportllc.com.