Access to Certain Reports Only

QuickBooks Online doesn’t let you give access to only specific reports, permissions are tied to overall roles, not individual reports. The only real control you have is through user type. If you set someone up as a Reports Only user, they can view all standard and custom reports, but can’t change data, which isn’t ideal in your case.

If you need staff to see just a few custom reports, the best workaround is to export or share them outside QuickBooks, for example, schedule those reports to email automatically as PDFs or Excel files, or use a dashboard tool that connects to QBO and filters data visibility.

Good morning, @Robin_K. 

It's great to see you back in the Community! 

If you review the best two options below for your request: 

• You can select a standard role like View Reports for those staff members. They'll be able to see all reports, except reports that show payroll or contact info. They can create custom reports and add report groups, but can't view the actual transactions. 
• If you're using QBO Advanced, you can use custom roles to let you assign detailed permissions to different standard reports in QBO like: Which group of reports a user can access, specific reports a user can access, actions users can perform with report like view only or customize. 

Please look over both guides for both actions below: 

• User roles and access rights
• Add and manage custom roles in QBO Advanced

Let us know if you have any other questions moving forward. We're always here to help. Have a great day! 

QuickBooks Online does not let you give access to only specific reports. The permissions are tied to the user role, so once someone has Reports access, they can see most reports in that area.

The closest workaround is to set them up as a Standard user with limited access to only the customers or vendors they need. This limits what they see inside many reports, but it will not hide the full report list.

If you only want them to see your custom or memorized reports, you will need to export those reports to PDF or Excel and share them outside QBO, because QBO does not support report-level permissions.

It is a common request, so you can also submit this through Gear > Feedback so the team knows it is important.

Rather than share access, email the reports you want them to see.  You can even set up automated scheduling of memorized reports.

Set up a new scheduled report

Before scheduling reports, ensure there's an email account set up and integrated with QuickBooks. If you haven't done so, Set up your email service in QuickBooks Desktop.

Follow these steps to create a new scheduled report:

1. From the QuickBooks Reports menu, choose Scheduled Reports > Schedule Setup.
2. Select the report you wish to send. You may select multiple reports to be sent in the same schedule. Once you have selected your reports, click Next.
   Important: You can only set up a schedule for memorized reports. If you don't see the report you wish to send, open that report and memorize it.

    

3. Set up report schedule.

    

   1. Give your new schedule a name.
   2. Set how often you want to send the report.
   3. Select a Start date and Time. Additionally, you may choose to have QuickBooks notify you 4 hours before it sends the reports.
   4. Click Next to proceed.
4. Compose scheduled reports email.

    

   1. Enter the e-mail address you want to send the report to. You can send to multiple e-mail addresses by using a semicolon to separate them.
   2. Before finalizing the set-up, you must assign a password for the report attachments. For security reasons, Do NOT enter the password in to the subject or body fields of the e-mail.
   3. Click Schedule to complete the process.
5. Check if the preferences is set up correctly.
   1. Select the Edit menu, then select Preferences.
   2. From the left menu, select Integrated Apps, then choose Company Preferences tab.
   3. Put a check on Scheduled Reports, then select Properties.
   4. On the Access Rights tab make sure both permissions are selected.
   5. Select OK, then choose OK.

Hopefully this will help