BLUF: Access reviews should connect every active user and role to a current business need and a named approver.
Workflow steps
Export or record the current user list, role, activity need, and review status. Compare each entry with the approved task scope and flag former staff, duplicate access, or permissions that exceed the documented workflow. Pair this with the QBO access-controls guide and the new-hire onboarding guide when a role changes. The official QuickBooks user-access guidance explains the platform controls. A VA can prepare the comparison; an administrator approves changes.
Expert tip
Make “no change” an explicit review outcome. That creates an audit trail without encouraging unnecessary permission changes.
Owner CTA
Use a QBOAssistant VA to prepare the quarterly comparison and route only the exceptions to the owner or administrator.
Verification
Confirm that the reviewer, date, approved action, and unresolved exceptions are recorded. Never remove or expand access based only on an informal message.
QuickBooks VA workflow table
| Workflow area | What the VA prepares |
|---|---|
| Daily queue | Invoices, receipts, bank feeds, and open QuickBooks questions |
| Weekly review | Owner approvals, exception list, and unresolved transaction notes |
| Monthly packet | Reports, missing documents, and accountant-ready source material |
Related resources
Compare the service fit on the QuickBooks VA services page, then use the free consultation form to map the first handoff. For platform context, review QuickBooks Online.
