My accountant wants access to my accounting software: how to share it safely
⏱ In about 7 minutes
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In this article
The short answer
Short answer
Never give your accountant your own username and password. Instead, invite them as a separate user from inside your accounting software, give them only the access they need, keep two-factor authentication (MFA) on for everyone, and remove their access when you change accountants.
Most popular accounting software is built for this. Xero, QuickBooks and FreshBooks all list accountant access on their plans.
Why sharing your login is a bad idea
- You lose track of who did what. Canada's Cyber Centre says organisations "should give all users unique individual accounts and minimize or eliminate the use of shared or shared-use accounts." (Canadian Centre for Cyber Security)
- It breaks your MFA. If your login needs a code from your phone, you'll end up reading codes out over the phone or turning MFA off. Both are risky.
- You can't take access back without changing your own password everywhere it's used.
- The ACSC's advice is clear: "Create individual accounts for staff wherever possible." (ACSC) The same applies to outside advisers.
Fix it: step by step
Step 1: Check your plan includes accountant access (5 minutes)
On the vendors' pricing pages (checked 18 Oct 2026):
- QuickBooks Online (Australia): every plan lists "Plus access for your accountant". (QuickBooks AU)
- FreshBooks: "Give your accountant access" is listed from the Plus plan, not Lite. (FreshBooks)
- Xero: plans list "No per-user license fees". (Xero)
Step 2: Invite your accountant by email from inside the software (10 minutes)
Use the "users", "team" or "invite accountant" area in settings. Use their work email address, not a shared office inbox.
Step 3: Give only the access they need (5 minutes)
The ACSC says "following the principle of least privilege is usually the safest approach for most small businesses," and to "give only the access they need to perform their duties." (ACSC) If your bookkeeper only enters bills, they may not need payroll or bank-payment rights. Check what role options your software offers.
Step 4: Keep MFA on, for everyone (5 minutes)
Turn on two-factor authentication on your own login, and ask your accountant to use it on theirs. See our 2FA guide.
Step 5: Check who has access, every quarter (5 minutes)
Open the users list. Remove anyone who no longer needs access: ex-staff, old bookkeepers, a past accountant.
Step 6: Remove access when you change accountants (5 minutes)
Do it on the day you part ways, and change any shared passwords they knew. Our offboarding guide has a checklist you can reuse for outside advisers.
What about tools that don't support extra users?
If a service truly only has one login, store it in a business password manager and share it from there instead of by email or text. Canada's Cyber Centre advises: "Do not share passwords, passphrases, passcodes, or PINs with others." (Canadian Centre for Cyber Security) A password manager is the next-best option when sharing can't be avoided. See our password manager comparison.
Quick pick
Quick pick: accounting software with separate accountant access (product details from official vendor pages, checked 18 Oct 2026. Not hands-on tested. No ratings. Confirm on the vendor's site.)
- Australian businesses: QuickBooks Online. Every plan lists access for your accountant; Simple Start was A$33/month for 1 user plus your accountant, with a 30-day free trial. → See our accounting guide
- Growing teams: Xero. "No per-user license fees", so adding your accountant or bookkeeper doesn't add a seat cost. → See our accounting guide
Freelancers: FreshBooks. Accountant access from the Plus plan (US$43/month listed). → See our accounting guide
What we'd avoid: honest limits
Free: the Small Business Password & Access Checklist
A 1–2 page checklist that turns this article into a to-do list: which accounts to protect first, how to set up shared access, and what to do when someone joins or leaves.
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Frequently asked questions
Does giving my accountant access cost extra?
It depends on the plan. The pages we checked list accountant access on QuickBooks AU plans and on FreshBooks from Plus; Xero lists no per-user licence fees. Check your plan.
Can my accountant see everything?
Often they get wide access by default. Check the role options and limit what you can.
My bookkeeper says it's easier if I just give them my login. Should I?
No. It removes your audit trail and weakens MFA. Ask them to accept an invite instead; professional bookkeepers are used to it.
What should I do when I switch accountants?
Remove the old accountant's access the same day, then invite the new one.
Related guides
- Accounting: our hub
- Someone left. How do I remove their access to everything?
- Best password manager for small business
- Is my financial data safe in the cloud?
Sources
Government bodies first. All links checked and loading on 18 Oct 2026.
- Australian Cyber Security Centre: Securing accounts and identities · Restrict and monitor access
- Canadian Centre for Cyber Security: Baseline cyber security controls for small and medium organizations · Best practices for passphrases and passwords
- Vendor pages (checked 18 Oct 2026): QuickBooks Australia pricing · Xero US pricing · FreshBooks pricing
About our review process
We pick products from official information and say clearly when we haven't tested something hands-on. Commissions may influence which products we choose to cover, but not our assessment of them. See how we work.