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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
Yes, multiple teams can access different subsets of QuickBooks data without exposing the complete dataset. QuickBooks’ native access control provides all-or-nothing permissions, but you can create granular team-specific data access through filtered imports.
Here’s how to give each team exactly the QuickBooks data they need while keeping sensitive information secure and separate.
Create team-specific data access using Coefficient
Coefficient solves QuickBooks’ access control limitations by creating filtered imports for each team. Instead of sharing your entire QuickBooks file, each team gets their own Google Sheet with only their relevant data subset.
How to make it work
Step 1. Set up filtered imports for each team.
Create separate Google Sheets for each team using Coefficient’s import features. The sales team gets a sheet with Customer and Invoice data filtered by their territories, while accounting sees Bills and Vendor data. Each import pulls only the QuickBooks objects and records that team needs to see.
Step 2. Apply object-specific access controls.
Use Coefficient’s ability to import from specific QuickBooks objects (Account, Invoice, Customer, Payment, Bill, etc.) to create focused datasets. Marketing teams access Customer and Sales Receipt data, operations teams see Purchase Orders and Vendor information, and finance gets comprehensive reporting data.
Step 3. Filter by custom fields and departments.
Apply filters based on QuickBooks custom fields, Classes, or Departments to ensure automatic data segregation. For example, filter Invoice data by “Salesperson = John Smith” or Customer data by “Region = West Coast” so each team only sees their assigned records.
Step 4. Combine with Google Sheets permissions.
Use Google Sheets’ native sharing controls alongside Coefficient’s filtered imports to create secure, multi-layered access. Share each team’s filtered sheet only with authorized members, creating both data-level and access-level security.
Give teams the data they need without oversharing
Team-specific QuickBooks data access eliminates the security risks of broad permissions while ensuring everyone has the information they need to do their job effectively. Set up your filtered team access today.
