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QuickBooks native user management becomes expensive and complex when multiple teams need different levels of data access. Creating individual licenses for each team member and managing varying permission levels creates administrative overhead while multi-company environments become particularly challenging to control.
Here’s how to implement enterprise-level role-based access without the per-user costs or administrative complexity of traditional QuickBooks multi-user setups.
Implement sophisticated role-based access using Coefficient
Coefficient provides enterprise-level access control through a single QuickBooks connection managed by finance. Cross-functional teams receive role-appropriate data access through familiar spreadsheet interfaces, eliminating the need for individual QuickBooks licenses while maintaining granular security controls.
How to make it work
Step 1. Establish the finance admin control structure.
Finance creates and manages the single QuickBooks connection with full data access. This person maintains complete oversight and control over which teams can access specific QuickBooks objects and reports.
Step 2. Configure marketing team data permissions.
Give marketing access to Customer, Invoice, and Sales Receipt data for campaign analysis and ROI tracking. They can analyze customer acquisition costs and revenue by campaign source without seeing sensitive vendor or expense information.
Step 3. Set up sales team access to pipeline data.
Sales teams get access to Customer payment history, Estimate, and Invoice data for pipeline management and forecasting. They can track deal progression and payment timing without accessing broader financial data.
Step 4. Enable operations team supply chain analysis.
Operations accesses Vendor, Bill, and Purchase Order data for supply chain analysis and vendor performance tracking. They get the procurement insights they need without customer or revenue data exposure.
Step 5. Provide executive teams with high-level summaries.
Executive teams receive access to high-level financial reports and dashboard summaries across all data types. They get comprehensive business insights while other teams maintain focused access to their relevant data.
Enterprise access control without enterprise complexity
Role-based QuickBooks access gives each team appropriate data permissions while eliminating the administrative overhead and per-user costs of traditional multi-user setups. Finance maintains control, teams get independence, and security stays intact. Implement role-based access for your cross-functional teams today.
