Go to Settings, then Users and Roles, and click Invite User. Enter the accountant’s email. Select their role: Zoho Books offers pre-defined roles including Accountant (can post journal entries and run all accounting reports), Staff (can create transactions but not post journals), and Reporter (read-only access to reports). You can also create a custom role with specific module-level permissions if you want more granular control.
An accountant with the standard Accountant role can view all transactions (invoices, bills, expenses, bank feeds), run all financial reports (P&L, Balance Sheet, Trial Balance), post and edit journal entries, set closing dates to lock prior periods, run bank reconciliations, and generate GST reports. They cannot change organisation settings, add or remove users, change billing plans, or delete large volumes of transactions (which requires admin access).
For CA firms managing multiple client organisations in Zoho Books, Zoho offers an Accountant Portal where the CA can see and switch between all client organisations they have been invited to, without needing separate logins for each. This makes it efficient for accounting firms to manage 10, 20, or 50 client entities from a single dashboard. The client retains full control and can revoke access at any time.
Accountant access in Zoho Books is a special user role for your CA or auditor that grants them controlled access to your financial data, reports, and accounting functions without sharing your admin credentials.
Go to Settings, then Users, click Invite User, enter the accountant’s email, and select the Accountant role. They receive an invitation and can log in with the configured permissions.
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