Easily Manage Users in QuickBooks with CloudFuze Manage

Managing user access in QuickBooks Online manually can become overwhelming, particularly as your business expands. For finance leaders or IT administrators, maintaining QuickBooks user access records in a manual spreadsheet can be difficult.

In order to simplify this QuickBooks user management, businesses using QuickBooks accounting software need our SaaS management software, CloudFuze Manage.

In this blog post, you’ll learn how to streamline user management in QuickBooks with CloudFuze Manage.

Why Is It Necessary to Manage Users in QuickBooks Online?

QuickBooks by Intuit Inc. is a powerful tool for handling your accounting and financial tasks. But SMBs and large enterprises can unlock their full potential only when QuickBooks user access is managed effectively.
Here’s why managing QuickBooks user access matters:

• Your business’s financial information is sensitive and needs protection so that only the right people can see it.
• Most industrial regulations demand strict user access controls. So, proper QuickBooks user management helps your organization to stay compliant.
• When every employee has the proper access permissions to QuickBooks, your team can work faster and smarter.
• Unused SaaS licenses can quietly drain your SaaS budget. Keeping tabs on user activity helps you spend wisely on QuickBooks subscription plans.

Benefits of Managing QuickBooks Users in One Dashboard

It’s easy to use a SaaS management platform that offers a centralized dashboard to handle everything related to QuickBooks user management. Here’s what you get:

1. Unified View of QuickBooks Environment: No more flipping between tabs or spreadsheets; you can see all your QuickBooks users, access roles, and licenses in one platform.

2. Intelligent User Automation: Businesses can set up automated user workflows to add or remove users automatically on the QuickBooks account.

3. SaaS License Control: Spot inactive users on QuickBooks accounting software and reclaim or remove their licenses to keep QuickBooks license costs in check.

4. Audit-Ready Reports: Generate and download detailed QuickBooks audit reports instantly whenever you need them.

5. Manage More Than Just QuickBooks: You can also keep track of users across other SaaS apps, too, like BambooHR, Microsoft 365, Bill.com, and Google Workspace.

QuickBooks User Management Best Practices You Should Follow

Want to get the most out of QuickBooks? Stick to these tried-and-true practices:

• Implement Role-Based Access Control (RBAC) on QuickBooks to match user roles to user responsibilities so everyone has just the access they need.
• Make it a habit to review QuickBooks user access regularly and clean up outdated user permissions.
• Continuously monitor how users interact with QuickBooks to determine QuickBooks usage patterns and train your employees on it.
• Add an extra layer of protection to your QuickBooks financial data by enabling Multi-Factor Authentication (MFA).
• Keep your QuickBooks documentation updated to know who has access to what and why.

How CloudFuze Manage Simplifies QuickBooks User Management

Our SaaS management solution, CloudFuze Manage, transforms the way you handle user access and licenses in QuickBooks Online by automating and centralizing the entire user management process. Here’s how our SaaS management tool simplifies QuickBooks user management:

1. Deep Integration

Easily connect your QuickBooks Online account to CloudFuze Manage using a secure integration wizard.

2. Automated User Import

Instantly pull in all existing QuickBooks users and license data into a single dashboard, eliminating manual entry.

3. Role-Based Access Control

Assign and modify user roles in QuickBooks (such as Admin, Accountant, or Standard User) based on job responsibilities.

4. Onboarding and Offboarding Automation

Create user workflows that automatically grant or revoke access to the QuickBooks account when employees join or leave your company, saving time and enhancing your company’s security.

5. QuickBooks License Management

Monitor QuickBooks license usage, identify underutilized QuickBooks user accounts, and reallocate or deactivate QuickBooks licenses to optimize license costs.

6. QuickBooks Activity Monitoring

Track QuickBooks user behaviour and login patterns to detect abnormalities and ensure compliance.

7. Comprehensive Reporting

Generate audit-ready reports for a timeframe of 7, 30, or 180 days for internal SaaS reviews, budgeting, and regulatory compliance.

8. Multi-App Management

Large enterprises can extend these capabilities to other SaaS platforms, such as ClickUp, Microsoft 365, Google Workspace, and Salesforce, for consistent SaaS governance across their tech stack.

With CloudFuze Manage, you gain full visibility and control over your QuickBooks SaaS environment, making it easier to scale, secure, and streamline QuickBooks SaaS operations.

Take Charge of Your QuickBooks User Management with CloudFuze Manage

You don’t have to settle for manual QuickBooks user management processes anymore. Our SaaS management platform, CloudFuze Manage, gives you the tools to take full control of your QuickBooks Online user environment. From onboarding new hires to optimizing QuickBooks license usage, everything becomes faster, safer, and more cost-effective with our solution.

Ready to manage users in QuickBooks Online with CloudFuze Manage?

Book your free demo here!

Frequently Asked Questions

1. Can I view inactive QuickBooks users directly within CloudFuze Manage?

Yes, CloudFuze Manage lets you view inactive QuickBooks users directly in its unified dashboard, helping you track user lifecycle status and optimize QuickBooks license usage without switching between platforms.

2. What happens when I remove a user from QuickBooks Online?

When you remove a user from QuickBooks Online, their access is revoked immediately, but their historical activity and transaction data remain intact for audit trails, reporting, and compliance purposes.

3. Does CloudFuze Manage store or access my QuickBooks financial data?

No, our SaaS management tool, CloudFuze Manage, does not store or access your QuickBooks financial data. It only integrates with QuickBooks user metadata (like account status and access details) to help you manage SaaS users securely.