How to Set Up Users, Roles and Permissions in Intuit Enterprise Suite, Including Warehouse Roles

Before you start

• You're an administrator, or a custom user with the Manage users permission. Only they can manage users.
• To add a user to several entities at once, you need admin access to each of them. Admins can only add users to entities they're admin for.
• Your subscription sets how many users you can add. Some roles, such as Reports or Time tracking only, don't count toward the limit.
• The Warehouse Worker role comes with Pick, Pack and Ship, which is available in Intuit Enterprise Suite in the US.
• To restrict a sales role by location, set up and add your locations first.

Step 1: Choose a standard role

1. 1Check the standard roles below before you build a custom one. Each email address on your account gets one role.
2. 2Roles that count toward your user limit are billable. View reports, Track time only and Expense submitter aren't.

Step 2: Create a custom role

1. 1Go to Settings ⚙ and select Manage users.
2. 2Select the Roles tab, then select Add role.
3. 3Enter a Role name and Role description.
4. 4Select what the role can access in each area, then select Save Role.

You can also start from a predefined custom role, such as Sales Manager or Expense Manager, or from a QuickBooks role such as Company admin. To limit a sales role to certain locations, select Sales, then pick one or more locations from the All locations ▼ dropdown.

Sales, expenses, lists and accounting also have action-level permissions: View, Create, Edit, Delete and All access. There's also Approve for invoices and bills once approval workflows are set up, Submit for expense claims, and Pay for QuickBooks Bill Pay.

Step 3: Add a user to one or more entities

1. 1Go to Settings ⚙ and select Manage users. The page shows the entity you're signed in to.
2. 2Select Add user, then enter the user's name and email address. Names can't contain special characters other than a period.
3. 3In the Company access section, use the dropdown ▼ to choose one or more companies, then select Add company.
4. 4For each company in the list, choose the role to assign. Select View permissions to check what each role allows.
5. 5To give the same role in several companies, check the boxes next to them and select Assign role in the actions menu bar.
6. 6Select Send invitation, then Send invite in the confirmation window.
7. 7The user selects Let's go! in the invite email, then signs in or creates an Intuit account.

Step 4: Invite warehouse workers

1. 1Go to Settings, then Manage Users, then select Add User.
2. 2Enter the worker's first name, last name and email address.
3. 3For role, select Warehouse Worker.
4. 4Select Send Invite. The worker accepts the invite and sets a password.

Workers open their assigned orders in any web browser on a phone, tablet or computer; there's no app to download. They see only the orders assigned to them. You also need a user with sales order access to act as the fulfillment manager, who assigns the work. See how to pick, pack and ship orders in Intuit Enterprise Suite.

Step 5: Change a user's role or consolidated view permissions

1. 1Go to Settings ⚙ and select Manage users.
2. 2Use the Users and roles for dropdown ▼ to choose the company.
3. 3Find the user and select Edit in the Action column. Change the role from the Roles dropdown ▼.
4. 4To change view, create, edit and delete permissions for list management and intercompany transactions, select Manage consolidated view permissions, make the changes, and select Continue.
5. 5Select Save. Ask the user to sign out and sign back in to see the changes.

If something doesn't look right

• You can't assign a custom role to several companies at once: only some preset roles can be assigned in bulk. Choose custom roles, and preset roles such as project manager, sales manager or inventory manager, from the role dropdown ▼ next to each company.
• Track time only isn't offered when adding a user to several entities: sign in to the specific entity, link the user to an employee or vendor record, then invite them.
• A time tracking role can't be edited: delete the user and add them again with the right role.
• You can't deactivate a role: assign its users to a different role first.
• A custom role user can't see a new report: new reporting options aren't added to custom roles automatically. Edit the role to give access.
• A role won't save: a custom role can't have Account Management access only. Add at least one more area.
• A user doesn't see their new permissions: ask them to sign out and sign back in.

Where Intuit Enterprise Suite leaves the work to you

• Intuit's Fall 2026 release notes name new inventory roles and permissions, but no Intuit help article explains them yet. The custom roles article, updated 20 October 2026, describes one Inventory level: All inventory access.
• In a multi-entity setup, custom roles and several preset roles have to be assigned company by company.
• Warehouse workers can't reach invoices, and Pick, Pack and Ship never invoices for you. Someone with sales access bills each order.
• Intuit's articles list the permissions. Deciding which ones each job needs is up to you.

How Logistify helps

Logistify's Sales Order Service enters customer orders into Intuit Enterprise Suite as sales orders, whether they arrive by email, PDF, Excel (including .xls), EDI, WhatsApp, SMS, voicemail or paper. A person reviews exceptions. Those open sales orders are where your fulfillment manager starts fulfillment orders for warehouse workers. Roles and permissions stay with your admin. For which roles are IES only, see how Intuit Enterprise Suite differs from QuickBooks Online.