Depending on your version of QuickBooks, you will have different permissions or roles to assign to a user. Not all QuickBooks permissions are required to operate Smart Service for the general user. Below, we have detailed the minimum permissions needed to operate Smart Service successfully, as well as what you may experience by not allowing a given permission to the user. Check out the following links to learn more about what QuickBooks permissions impact.
Since Enterprise has the most granular permission features, the following images have been pulled from QuickBooks Enterprise 18.0. Make sure users created in other versions have the equivalent permissions.
Although some permissions can be disregarded, doing so will cause errors and roadblocks when operating Smart Service.
The image to the left is a standard Smart Service user’s QuickBooks user permission level.
Customer Center
Users require partial access to your customer center to create and modify customer records.
Without these options checked, your user will not be able to create or edit customers and jobs in Smart Service, since edits made to Smart Service are instantaneously made in QuickBooks
Not allowing these permissions will also prevent the user from running “Get Customers” in Smart Service.
Customers & Receivables
Users may require the ability to create invoices once services are complete.
Without this option, your user won’t be able to close out services or user the “Post Work Orders” menu in Smart Service.
Lists
Smart Service regularly accesses QuickBooks’ list features when creating new customers and services. Users should have at minimum “View List” permissions enabled in order to use these list features effectively.
If these permissions aren’t enabled, your user will receive a (-1004) error message when logging in or running “Get Lists”; the error text will detail which list the user doesn’t have access to.
Time Tracking
If your user will be using the “Post Timesheets” options available in Smart Service, they will require view and create permissions in QuickBooks.
Without these permissions, users won’t be able to post times to the QuickBooks timesheet for billing, costing, or payroll. You have the ability to post times separately from your invoices, so enable this permission for those who need to post both.