How to add users and manage permissions in ProConnect Tax

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.

Table of contents:

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. 

How to upgrade users to Advanced user roles

1. In ProConnect Tax, select Purchase along the left navigation menu.
2. If you're in the 2023 version of ProConnect Tax, select Pre-order returns.
3. If you're in the 2024 version of ProConnect Tax, select Purchase more returns.
4. Enter the number of Individual/Business returnsyou want to purchase, then select Continue.
5. You'll now see a new screen where you can select the number of Advanced users you want to add:

Learn more about Standard and Advanced User Access for ProConnect Tax here.

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

Back to Table of Contents

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	Prior role	User access credit required?
Advanced tax and books admin	Users added to this role can see and do everything in both ProConnect Tax and QuickBooks. This includes sending money, changing passwords, adding users, purchasing, and e-filing. + Advanced tax permissions	Company Admin	Yes
Advanced tax and books access	Users added to this role get access to the majority of the features within Quickbooks and ProConnect Tax including 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. + Advanced tax permissions customizable by firm admins	Standard all access	Yes
Advanced tax access	Users added to this role have all of ProConnect Tax's Advanced tax permissions, as well as a few other permissions by default, but can't use accounting features. These users won't have access to the firm’s books, or client administrative access. + Advanced tax permissions customizable by firm admins	Standard no access	Yes

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

Back to Table of Contents

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.

1. Select in the lower-left corner.
2. From that menu, select Manage and Invite Users.
   
3. Select Add User in the upper right corner.
4. Enter the user's First name, Last name, and Email address.
5. Choose roles from the role dropdown. 
6. Select View all permissions to view and edit permissions according to the users’ tasks or needs.
7. Then continue to the Client Access settings at the bottom of the page.
8. 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.
9. Select Send invite to send the invitation.

Back to Table of Contents

How to edit/customize permissions for an existing user:

1. Select in the lower-left corner.
2. From that menu, select Manage and Invite Users.
3. 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.
4. 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.
5. Select Save changes when you're done.

Back to Table of Contents

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:

1. Select in the lower left corner.
2. From that menu, select Manage and Invite Users.
3. Select the Roles tab.
4. For the role you want to modify select the Edit button. See the chart for role descriptions.
5. 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.

1. Go to Settings ⚙ and select Manage and invite users.
2. 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. 

Back to Table of Contents