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Review access against the work people actually do
An access-review packet helps the account owner compare current users with approved responsibilities. The assistant can collect the agreed records, identify questions and track decisions. Having access to a user list does not authorize the assistant to grant permissions, remove users or decide what access another person should have.
Agree the review date, account or entity, responsible administrator and approved source of role information. Use only the access already authorized for the task. If the assistant cannot view a record, request an export or review by the administrator rather than sharing credentials or working around a restriction.
Prepare a dated access register
Record the person or approved account identifier, current role, business owner, stated task and review status. Keep sensitive account details in the approved workspace. The packet should point to evidence without collecting passwords, recovery codes or unnecessary personal information.
- Current responsibility
- Collect The manager's description of the work requiring access.
- Review Ask the designated owner whether the current role remains appropriate.
- Role change
- Collect The approved change request and effective date.
- Review Route any proposed adjustment to the authorized administrator.
- Departed user
- Collect The authorized personnel notice and account owner.
- Review Ask for prompt handling under the organization's departure process.
- Unknown account
- Collect The identifier visible in the approved source and the question about ownership.
- Review Escalate for identification; do not assume it is safe or delete it independently.
- Pending decision
- Collect The reviewer, requested action and due date.
- Review Keep the item open until an authorized decision and any required completion evidence arrive.
Example: a former project coordinator remains listed
The user register includes someone whose project has ended. The assistant finds the project-end notice and asks the account owner whether the person's responsibilities have changed. The project end alone is not treated as proof that all access should be removed; the owner may need to check other assigned work.
Once the owner issues an instruction, the authorized administrator performs the change. The assistant records the decision, completion confirmation and review date. If ownership is unclear, the item stays unresolved and is escalated through the agreed channel.
Separate routine review from urgent concerns
A quarterly schedule is a reminder to review the register, not a reason to delay a reported access concern. Route unexpected accounts, reported credential exposure or other urgent issues to the responsible security or account administrator according to the organization's process. Do not investigate beyond the authorized task or circulate sensitive details in a general-purpose status report.
Leave a usable record for the next review
The closing packet should distinguish confirmed access, completed changes and unresolved questions. Save the dated source list, decisions and confirmations in the approved location. Explain any coverage limits, such as an account list that the administrator has not yet supplied. Avoid calling the review complete while those gaps remain.
Use the access-controls guide to prepare a discussion of role boundaries. When arranging QuickBooks bookkeeping support, define the assistant's permitted tasks and the people responsible for granting and reviewing access before work begins.
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.