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Define the job before requesting access
Write down the work the assistant is expected to prepare, the records needed for that work and the person who approves changes. Access should follow that scope. An assistant collecting receipts may need a different working arrangement from someone preparing a report packet, and neither task automatically requires authority over payments or payroll.
Ask the account administrator to select and provision the appropriate role through the organization's approved process. Use individually assigned access where required by that process. Do not share owner credentials or ask the assistant to work around permissions that prevent an action.
Make the boundaries explicit
A useful access note names the business account, task, approved source location, administrator and reviewer. It also lists the actions the assistant must refer back: new permissions, sensitive changes and decisions beyond the preparation role. Keep the note available to the people who assign work.
If the task cannot be completed with current access, the assistant should describe the blocked step and the information needed. The administrator can decide whether to provide an export, perform the action themselves or adjust the role. A deadline is not a substitute for that decision.
Example: a report request needs an unavailable field
The owner requests a report packet, but the assistant's role cannot display one of the required records. The assistant identifies the missing field and its purpose in the packet. They request the information from the authorized reviewer instead of using another employee's login.
The handoff labels the packet incomplete until the missing record arrives or the owner changes the scope. If access is adjusted, retain the administrator's instruction and the effective date so the next review reflects the new responsibility.
Review changes and departures
Revisit the access note when responsibilities change, a project ends or a person leaves. Route changes to the authorized administrator and record completion. Keep open access questions separate from completed changes, including who owns the next action.
The quarterly access-review checklist provides a structured register for that review. When arranging bookkeeping support, agree these boundaries before assigning the first queue. The assistant's preparation work and the owner's approval responsibilities should be clear from the start.
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.