Add Clients to QuickBooks Online Accountant | Manage Your Clients 

Wondering how to add clients to your firm? No need to stress out, and explore this guide – add clients to QuickBooks Online Accountant and manage your finances seamlessly.

QuickBooks Online Accountant is a cloud-based accounting software tailored for financial experts that allows them to add and organize their clients more easily. Adding them to your firm gives you greater access to their information, which means more control. You can also edit their accounts directly once they invite you. With your clients’ financial data in one place, you can focus on providing them with the best accounting services.

Explore this detailed guide to learn more about QuickBooks Online Accountant, step-by-step instructions for adding clients, and its benefits.

What is QuickBooks Online Accountant?

QuickBooks Online Accountant is a free, cloud-based accounting software designed for accountants, bookkeepers, and firms to manage all their clients from one dashboard. It allows professionals to access more information on their clients, access their bookkeeping, manage tax preparation, and financial reporting, and can even collaborate with multiple clients at the same time.

The platform also includes tools for practice management, client communication, and workflow tracking, making it easier to stay organized and deliver efficient accounting services.

Benefits of Adding Clients to QuickBooks Online Account

Adding clients to your QuickBooks Online Accountant portal gives centralized management, allowing professionals to manage multiple clients at the same time and access their books from one dashboard.

Key benefits of adding clients to your QuickBooks Online Account include:

• Centralized Client Management: Access all of your client books, documents, and even contact information from a single, secure dashboard, allowing you to switch from one client to another efficiently.
• Billing Savings: The Accountant professionals can enjoy up to 50% discount on subscription costs during wholesale billing for their clients.
• Real-time Collaboration: Work with clients simultaneously, allowing for instant, accurate, and up-to-date bookkeeping, which improves accuracy and client communication.
• Streamlined Workflow & Automation: Automate time-consuming tasks like bank feeds, recurring invoices, and payment tracking.
• Enhanced Reporting & Access: Access tools to view client business performance anytime, anywhere, and easily manage ProConnect Tax Online clients, notes, and deadlines.
• Easier Invoicing & Payments: Track client receivables, see who owes money, and facilitate faster payments with connected QuickBooks Payments.

Instructions on How You Can Add Clients to a QuickBooks Online Accountant

Once you’re familiar with the dashboard and client management tools, the next step is understanding how to bring clients into your account efficiently. There are four different ways you can do this:

Add clients who already have QuickBooks

If your clients already use QuickBooks Online, you can ask them to call you to be their accountant:

• Request your client to send the invite to your email address for the QuickBooks Online Accountant firm.
• Now, open the invite email and choose the Accept Invitation link.
• Sign in using your credentials, such as ID and password. 
• If you have multiple QuickBooks Online Accounting firms, choose the one you wish your client to be connected. 

When you accept the invitation, QuickBooks links the client’s accounts to your firm and includes them in your client list. This allows you to review and update their books. If you’re unable to accept the invitation, you can re-add clients who are currently inactive.

Transfer clients with existing QuickBooks subscriptions to your wholesale discount plan

To transfer your active subscription, the Primary Admin requires you to finish the required steps within the QuickBooks Online company once the access is granted. 

• Navigate to Settings. 
• Select Account and settings. 
• Choose Billing & subscription, and then Allow billing transfer to your accountant link.
• Now, select the name of your accounting firm in which you want to transfer the billing. 
• When done, click Allow transfer.

Note: Once the client gives you permission, you have two days (48 hours) to finish the transfer.

After the client grants permission, you can proceed with transferring their subscription.

If you’re unable to move a client to the wholesale discount plan, check the “Eligible to Transfer” column. Here are the most common reasons you might see:

1. No (permission needed): The Primary Admin must give the Accountant permission to take over billing.
2. No (different billing system): The company has a service attached that prevents the transfer.
3. No (in progress): This usually happens due to an incorrect address on either the client’s or accountant’s account.
4. No (annual billing): Clients on annual billing must switch to a monthly plan before transferring.

If none of these issues apply, you may need to reach out to support.

Once the client has authorized you to include them in your wholesale billing plan, follow the steps to transfer their existing QuickBooks Online subscription.

• Go to Settings at the top. 
• Choose Subscriptions and billing.
• Move to the Client-billed subscriptions tab. 
• Now, look for the client you wish to add and follow the instructions on your screen. 

Add new clients to QuickBooks

Easily organize and update your client’s books to simplify financial tracking, generate accurate reports, and streamline workflows. Intuit offers the ProAdvisor Preferred Pricing program that reduces the costs and lets you enroll your new clients in QuickBooks.

a. Add clients to your ProAdvisor Preferred Pricing plan

You may enroll customers into your ProAdvisor Preferred Pricing program and handle their QuickBooks subscriptions for them, enabling you to properly select the solutions that fit their needs best.

• Navigate to All apps. 
• Choose Clients, then Client list, then select Add client.
• Scroll down to the Client contact information section, then enter your client’s information. This includes the following: 
  • Business name
  • Email
  • Mobile
  • Classification: Individual or Business
• Click Yes in the Product subscription section, then add a subscription and ProAdvisor Discount. Then, click Next.
• Now, choose a suitable QuickBooks Online plan for your client, then review the pricing on the prompted screen. Click Change in case you want to change the current or click Next to continue. 
• Optionally, you can also select a different plan for your clients such as QuickBooks Online Payroll, QuickBooks Time, or QuickBooks Bill Pay. Then, select Next.
• Check your order and the total cost in the Checkout section. If everything looks correct, click Place order.

Tip: With your client’s approval, you can delete products, adjust billing plans, and assign yourself as the Primary Admin.

b. Add clients who want to pay for their own QuickBooks subscription

You can offer clients a direct discount while allowing them to manage their own billing and subscription.

• Navigate to All Apps in the menu. 
• Choose Clients, then Client list.
• Click on Add client.
• Enter the client’s info in the Client contact information. This information includes the following information: 
  • Business name
  • Email
  • Mobile
  • Classification: Individual or Business
• Under the Product subscription section, click Yes, add a subscription and Direct discount. Then, click Next. 
• Choose a QuickBooks Online plan for your client and then review the plan’s pricing on the following screen. Click Change is you want to choose a different plan, or select Next to continue.
• Optionally, you can either choose a QuickBooks Online Payroll, QuickBooks Time, or QuickBooks Bill Pay product for your client. Then, click Next.
• Finally, review the order and the total amount in the Checkout section. If all looks good, select Place order.

Tip: With your client’s approval, you can remove products, adjust billing plans, and assign yourself as the Primary Admin.

QuickBooks links their accounts to yours and adds them to your client list, so you can review and update their books as needed.

Add clients with split billing

You can prefer one of the billing options available for each QuickBooks product with split billing. Before splitting the bill, make sure there’s an agreement on you and your client on who’s paying for what. This lets you tailor invoices to your new and current clients’ needs easily. 

a. Split billing for new clients

• Navigate to All apps. 
• Choose Clients, then Client list.
• Click on Add client.
• Under the Client contact information section, enter your client’s info. This information includes the following: 
  • Business name
  • Email
  • Mobile
  • Classification: Individual or Business
• Click on Yes, add a subscription in the Product subscription section. Now, choose between ProAdvisor Discount or billing to your client with either a Direct discount or Revenue share. Then, click Next. 
• Choose a QuickBooks Online plan that suits to your client well, then review the pricing on the prompted screen. Click on Change to select different plan or select Next.
• Choose a QuickBooks Online Payroll or QuickBooks Time plan for your client, then click Next.
• Finally, review the order and enter the total payable amount in the Checkout section. If everything looks fine, click on Place order.

Tip: QuickBooks Online Accountant allows you easily delete products, change billing plans, and assign yourself as the Primary Admin if you and your client agree.

b. Split billing for clients with existing subscriptions

Before you split the bill, make sure your client’s the primary or company admin. If they haven’t yet, they’ll need to enter the payment details for billing. Once done, they can upgrade, downgrade, or cancel their subscription.

If you pay for your clients’ existing QuickBooks subscriptions, you can transfer the billing of one of their products. Here’s how:

• Go to Settings in the menu bar. 
• Choose Subscriptions and billing.
• Scroll down to the Client column and choose the drop-down with the same name as your client. This will show your clients’ current product.
• Move to the Action column, then choose the Subscription actions drop-down of the specific product, like QuickBooks Online Payroll.
• Click on Transfer billing to client.
• On the Transfer billing to client prompted screen, read the disclosure and if everything’s good, and click Continue to transfer. Then, choose Confirm transfer.

Add clients who don’t use QuickBooks

Even if your client doesn’t have QuickBooks, you can still add them to your firm to ensure that all the information is at one place and is easier to manage. 

• Navigate to All apps. 
• Choose Clients, then Client list.
• Click on Add client.
• Select Business or Individual.
• Enter each information of your client. 
• Choose No subscription needed under the Product subscription section.
• When done, click Save. 

Conclusion

Intuit allows you to add clients to QuickBooks Online Accountant for better business management, giving you access to all your clients’ information on the same dashboard and even letting you easily switch between businesses. With the 4 methods mentioned above, you can easily add your clients/firms to the software and ensure seamless management.

Frequently Asked Questions

How do I add customers to QuickBooks Online?

To add customers in QuickBooks Online, go to the Get paid & pay or Sales menu, select Customers, then click New customer. Fill in the customer’s details—name, email, address, and payment terms—in the input panel, and click Save to add them, making them ready for invoicing.

How do I add an accountant user to QuickBooks Online?

To add an accountant user in QuickBooks Online, you will need to invite them. For this, ign in to QuickBooks Online account as an admin, go to Settings > Manage users > Accounting Firms tab. Now, choose Invite firm > enter the accountant’s email address or their firm’s user ID > Save.

How many clients can I have in QuickBooks Online?

In QuickBooks Online, the number of clients (customers) you can have is effectively unlimited, but the number of users accessing those accounts is limited by your subscription plan. For professionals managing multiple businesses, QuickBooks Online Accountant allows you to manage an unlimited number of client companies under one login.

How do I move clients to another QuickBooks Online accountant profile?

To move clients to another QuickBooks Online (QBO) Accountant profile, sign in to QBO Accountant as the primary admin, go to Settings, and select Transfer clients. Select the source profile, pick the clients to move, and click “Move clients.” Note that this works only within the same Intuit user login.

Why do CPAs not like QuickBooks Online?

CPAs often prefer desktop software over QuickBooks Online (QBO) because QBO can feel less robust, harder to navigate for advanced auditing, and prone to “messy” data entry by non-accountant users. Key pain points include limited reporting, restricted customization, slow performance with large data sets, and a reliance on automatic bank rules that can mask errors.