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How to add users and manage permissions in ProConnect Tax

by Intuit• Updated about 4 hours ago

Learn how to add and manage users in ProConnect Tax and understand the Advanced and Standard User roles (only applicable to ProConnect Tax users). User roles determine the user's level of access in the firm.

‣ Updates in effect starting January 1st, 2025
‣Role descriptions
‣How to invite new user
‣How to edit/customize permissions for an existing user
‣How to add Client access to an existing role
‣How to remove an existing user

Updates in effect starting January 1st, 2025

Action required: Users in roles that currently have e-file permission will no longer be able to e-file and print returns, unless firm admins (Primary or Company admins) review and upgrade them to one of the Advanced User roles in ProConnect for 2025 and beyond. Once your users become Advanced Users, they can maintain their current access, including e-file permissions, and gain advanced tax permissions.

To speed up the review process, sort the e-file expiring 12/31/2024 table column in Manage and invite users to see who needs to be reviewed and upgraded.

Advanced User roles will be in effect starting January 1, 2025. When users are assigned to one of the Advanced User roles, you can customize their advanced tax permissions for specific tasks and responsibilities.

Firm admins will need to buy user access credits for users who need advanced tax permissions (including e-file permission), and assign them Advanced User roles on the Manage and invite user page in ProConnect Tax under Settings.

What's included in Advanced tax permissions:

E-file permission
Intuit Tax Advisor client report
Print return permission
K-1 delivery: Sending K-1 packages to clients’ partners
IRS Transcripts & Notices
Intuit Link client portal: request and import
ProConnect reporting feature
Export ProConnect Tax planner

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Roles and permissions in ProConnect Tax

Roles and permissions are generally aligned between ProConnect Tax and QuickBooks Online accounts. Generally there are two types of User roles in ProConnect Tax: Advanced and Standard. Learn more about the differences here.

Role descriptions:

Advanced User roles (Only applicable for ProConnect Tax users)

Role title	Role description	User access credit required?
Advanced tax and books admin	Users added to this role can see and do everything in both ProConnect and QuickBooks. This includes sending money, changing passwords, adding users, purchasing, and e-filing. This role has all ProConnect advanced tax permissions. + Advanced tax permissions	Yes
Advanced tax and books access	Users added to this role get access to the majority of the features within Quickbooks and ProConnect including ProConnect’s advanced tax permissions by default. Users won't have access to admin privileges including account management, adding users, subscriptions and billing, and viewing the firm’s books. ProConnect advanced tax permissions can be customized by firm admins. + Advanced tax permissions	Yes
Advanced tax access	Users added to this role have all of ProConnect's advanced tax permissions, as well as a few other permissions by default, but can't use accounting features. Users won't have access to the firm’s books, or client administrative access. ProConnect advanced tax permissions can be customized by firm admins. + Advanced tax permissions	Yes

Standard User roles (applicable for both QuickBooks and ProConnect Tax users)

Role title	Role description	User access credit required?
Company admin	Users added to this role can see and do everything within QuickBooks Accountant. This includes sending money, changing passwords, adding users and purchases. This role does not have access to advanced tax permissions in ProConnect Tax. Not everyone should be an admin.	No
Standard all access	Users with this role get full access without admin privileges in QuickBooks Accountant, plus access to Payroll. No access to Advanced tax permissions in ProConnect Tax.	No
Standard no access	Users added to this role have some permissions in QuickBooks Accountant, but can't use accounting features. No access to Advanced tax permissions in ProConnect Tax.	No
Standard limited customers only	Note: This role is discontinued and is not available to assign to new users from May 2024. Users added to this role can see and do everything with Customers and Sales, and Vendors and Purchases.	No
Standard limited vendors only	Note: This role is discontinued and is not available to assign to new users from May 2024. Users added to this role can see and do everything with Customers and Sales, and Vendors and Purchases.	No
Standard limited customers and vendors	Note: This role is discontinued and is not available to assign to new users from May 2024. Users added to this role can see and do everything with Customers and Sales, and Vendors and Purchases.	No
Standard all access without payroll	Note: This role is discontinued and is not available to assign to new users from May 2024. Users added to this role can see and do everything with Customers and Sales, and Vendors and Purchases.	No
Payroll manager	Users added to this role have access only to payroll, expenses and payroll reports.	No
Expense manager	Users added to this role have access only to expense transactions and vendors.	No
Sales manager	Users added to this role have access only to sales transactions and customers.	No

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How to invite a new user:

You have to be a Primary Admin, Company Admin, or Advanced tax and books admin to assign firm users.

Select in the lower-left corner.
From that menu, select Manage and Invite Users.
Select Add User in the upper right corner.
Enter the user's First name, Last name, and Email address.
Choose roles from the role dropdown.
Select View all permissions to view and edit permissions according to the users’ tasks or needs.
Then continue to the Client Access settings at the bottom of the page.
Choose the clients that this user will be able to access, or check the box at the top of the list to select all. These settings will be applied to clients' QuickBooks files as well.
Select Send invite to send the invitation.

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How to edit/customize permissions for an existing user:

Select in the lower-left corner.
From that menu, select Manage and Invite Users.
Locate the employee in the list. Verify that their status is listed as Active.
- Users who are Invited must accept their invitation before you can edit them.
Select the user's name to edit them.
- Here you can edit the user's firm access level, customize their permissions, or delete them.
- Select the Client access tab to grant or remove access for individual clients.
Select Save changes when you're done.

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If the user is currently signed in, have them go to and press Sign Out. Their new permissions will take effect once they sign back in.

How to add Client access to an existing role:

Select in the lower left corner.
From that menu, select Manage and Invite Users.
Select the Roles tab.
For the role you want to modify select the Edit button. See the chart for role descriptions.
To add client access, select Account management and check the Clients checkbox to change access.

How to remove a user:

Deleting a user is a permanent action.

Go to Settings ⚙ and select Manage and invite users.
Select the ellipsis icon [...] on the table for the user you want to delete, then select Delete.
- Alternatively, you can go to the Edit user page for the user you want to delete, then scroll to the bottom of the page and select Delete user.

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How to add users and manage permissions in ProConnect Tax

by Intuit• Updated about 4 hours ago

Table of contents:

Updates in effect starting January 1st, 2025

Roles and permissions in ProConnect Tax

Role descriptions:

Advanced User roles (Only applicable for ProConnect Tax users)

Standard User roles (applicable for both QuickBooks and ProConnect Tax users)

How to invite a new user:

How to edit/customize permissions for an existing user:

How to add Client access to an existing role:

How to remove a user:

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