As a Gbooks Solutions member, we want to keep your books clean, IRS-compliant, and audit-ready. To do that, you need to add us to your QuickBooks Online (QBO) account the right way—so we can do the work without taking up one of your paid user seats.

Important: Don't Waste Your User Seats

When you invite Gbooks using the Accountants tab, it does not count toward your QBO user limit. If you add us as a standard user or primary admin instead, it will use one of your paid user slots.

Step-by-Step: Add Gbooks in QuickBooks Online

1. Sign in to QuickBooks Online as an Admin user.
2. Click the Gear icon ⚙️ in the top-right corner. 
3. Select Manage Users.
4. Choose the Accounting firms tab.
5. Enter: mybooks@gbooks.works
6. Click Invite.

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• We’ll receive an email and accept within 1 business day.
• The status will update from Invited to Active once accepted.
• If we already have QuickBooks Online Accountant, we’ll connect immediately.
• If not, we’ll sign up—at no cost to you—to access your file.

If you don’t see these options, use the in-app Search bar in QBO to find “Manage users.” QuickBooks recently updated its layout and menus may appear differently on some accounts.

Sync Zoho Expense With QBO for IRS-Proof Records

Once Gbooks has access, we’ll help you connect Zoho Expense to QuickBooks. This allows you to:

• Snap receipts and assign them to categories like meals, gas, or client expenses.
• Export Approved Expenses to QuickBooks with a click.
• Map cards, users, merchants, and vendors between the two systems.
• Keep accurate records of who spent what—and why.

Why This Setup Matters for IRS Compliance

Combining Zoho Expense and QBO ensures every business expense is:

• Properly categorized with receipts stored digitally.
• Documented with date, vendor, and business purpose—just what the IRS requires.
• Ready to review with Gbooks during your monthly check-ins.

Need Help?

Having trouble with the invite or syncing Zoho Expense? Contact us at businessservices@gbooks.works and we’ll walk you through it.

📌 FAQ

Q1: Why does Gbooks need access to my QuickBooks file?

A: So we can reconcile your books, review expenses, ensure tax compliance, and help you maximize your write-offs. We also need access to configure Zoho Expense integration.

Q2: Will Gbooks take up one of my QuickBooks user spots?

A: No—as long as you use the Accounting Firms tab to invite us. Regular users and admins will count toward your QBO usage limit, but accountants do not.

Q3: What if QuickBooks looks different than these instructions?

A: Use the QuickBooks Search bar and type “Manage users” to locate the correct settings page. Their layout changes often but the core steps stay the same.