Can I Share My Software Access with My Accountant?
Cloud-based accounting software has changed how businesses manage their finances. Instead of sending spreadsheets back and forth or dropping paperwork at the accountant’s office, much of the process now happens online.
A common question for business owners is: “Can I share my software access with my accountant?” The answer is simple: yes, you can — and in fact, that’s exactly how modern accounting software is designed to work.
How Shared Access Works
Most cloud accounting platforms, like Xero, QuickBooks Online, FreeAgent, and others, allow multiple users to access the same account. As the business owner, you typically control who has access and what permissions they have.
Your accountant doesn’t need to physically sit in your office or wait for you to email files. With shared access, they can log in anytime to check your records, prepare your tax returns, file VAT, or help with advice based on up-to-date numbers.
Types of Access
When you invite your accountant into your software, you can usually choose what level of access they get. Options typically include:
Full Access: Your accountant can view and edit everything — bank transactions, reports, invoices, VAT returns, payroll, and more.
Read-Only Access: Useful if they only need to view reports but not make changes.
Specific Roles: Some systems let you assign roles, like viewing only bank reconciliations or managing payroll but not sales invoices.
The idea is that you remain in control of your data but give your accountant enough access to do their job effectively.
What Are the Benefits of Sharing Access?
1. Real-Time Collaboration
Your accountant sees exactly what you see. No delays from sending documents back and forth, no confusion about version control.
2. Fewer Errors
When both parties are looking at the same live data, it reduces the risk of errors caused by outdated spreadsheets or missing paperwork.
3. Faster Problem Solving
If something doesn’t add up — say, a bank reconciliation error — your accountant can log in and check it immediately rather than relying on you to send screenshots or files.
4. Smoother Compliance
Filing VAT returns, preparing year-end accounts, or submitting payroll reports is easier when the accountant has direct access.
5. Better Advice
Your accountant can give more proactive advice because they can see your finances in real time, not weeks later when you send over documents.
Is It Safe?
Security is a common concern, and rightly so. But reputable cloud accounting platforms use encrypted connections, secure logins, and multi-factor authentication to protect your data.
You control who has access and can revoke it anytime. Your accountant will have their own login — they don’t share yours — which means everything is tracked and secure.
What Happens If I Stop Working with My Accountant?
If you change accountants, you can simply revoke their access in your software settings. They won’t be able to see or access anything after that. Your data remains with you; it doesn’t leave the software unless you export it or transfer it manually.
Does It Cost Extra?
Most accounting software doesn’t charge extra for giving your accountant access. It’s built into the standard pricing. In fact, some accountants use their own “partner” versions of the software, which gives them access to multiple client accounts from one dashboard.
What About Desktop Software?
This easy sharing applies mainly to cloud-based software like Xero, QuickBooks Online, FreeAgent, or Zoho Books. If you use older desktop-based software, sharing is trickier. It might involve sending backups, remote access setups, or email exchanges — none of which are as clean or secure as cloud sharing.
A Simple Example
Imagine you’re reconciling your bank feed and something doesn’t match. Instead of trying to explain it over email or sending screenshots, you ping your accountant. They log in, look directly at the transaction, and help sort it.
It’s efficient, accurate, and saves time on both sides.
Are There Any Downsides?
There aren’t many, but a few considerations include:
Privacy: Make sure you’re comfortable with what your accountant can see.
Permissions: Set the right level of access. You may not want everyone to see payroll details, for example.
Responsibility: Remember, sharing access doesn’t mean the accountant owns the data — you remain responsible for keeping records accurate.
How Do I Share Access?
The exact process depends on your software, but generally:
Log into your software.
Find “Users” or “Manage Users” under settings.
Click “Invite User” or similar.
Enter your accountant’s email address.
Select the right permissions or role.
They’ll receive an email invite and create their own login.
If you’re unsure, most accounting software providers have a step-by-step guide for adding users.
Summary
Yes, you absolutely can — and should — share your software access with your accountant. It’s secure, efficient, and designed for exactly this purpose. Cloud accounting has moved far beyond paper files and Excel spreadsheets. It’s about working collaboratively in real-time, with both parties having the information they need at their fingertips.
