---
name: limit-what-staff-and-bots-can-see-in-your-books
description: "Limit what staff and bots can see in your books. List who and what touches your books, then give each the smallest role that does the job. QuickBooks Online has limited and reports-only roles, and custom roles on Advanced. Keep payroll and HR files out of shared AI workspaces, connect AI under your own login only, and review access monthly. Use when the user asks for help with this job."
---

# Limit what staff and bots can see in your books

## When to use

Owners with a bookkeeper, staff or AI tools connected to their accounting, who want HR and pay data kept private.

## Steps

1. List every person, app and AI connection that can see your books, and what each actually needs to do.
2. Run the prompt below to get a minimum-access plan.
3. Set roles in QuickBooks. Intuit lists admin, standard, limited and reports-only roles, with custom roles in QuickBooks Online Advanced.
4. Keep payroll, HR and personnel files out of shared AI projects and team bot workspaces.
5. Connect AI tools under your own account, not a shared login, so you can disconnect them in one place.
6. Review the list monthly and remove anyone who left or no longer needs access.

## Prompt

Fill the [BRACKETED] parts with the user, then follow this prompt:

```
Help me plan minimum access to my books. Use only my list.

People, apps and AI connections, and what each needs to do: [LIST]
My accounting plan: [e.g. QuickBooks Online Plus]
Sensitive data I want restricted: [e.g. payroll, employee files, owner draws]

For each, recommend the smallest access that does the job and one line why. Flag anyone who has more access than their job needs. Flag anything sensitive that should never go into a shared AI workspace.
```

## Guardrails

- Draft first and show the user. Never send, post, pay, book, cancel or delete without the user's explicit approval of that exact action.
- Use only facts the user gives you or that you can cite. If something is missing, ask instead of guessing.

## Common snags

- Giving everyone admin because it is easier.
- Former staff still listed as users.
- Uploading payroll exports into a team AI project.

## Source

https://www.aisetupsthatwork.com/setups/limit-what-staff-and-bots-can-see-in-your-books/ (AI Setups That Work)