How to change the primary administrator in QuickBooks Online

If you ever need to hand over the big accounting responsibilities to someone else on your team, this can mean changing who holds the title of primary administrator. 

After all, this gives them the most access available, so they can manage settings, users, and all sorts of other features in QuickBooks.

Expecting to hand over the reins soon? Here’s how to change the primary admin in QuickBooks Online in a heartbeat.

What is the primary admin in QuickBooks Online?

The “Primary Admin” is the main user of your QuickBooks account with the most permissions. This is the person who sets up the account at first, but that role can be transferred to someone else later on. 

This main admin has full access to everything across the account, which is why changing who the admin is over time may be necessary.

Some of the responsibilities include being the only one who can:

• Add, edit, or remove users and change user roles, including Primary Admin.
• Manage subscription and payment details.
• Update company details.
• Access all financial data.
• Connect or disconnect third-party apps.
• Manage integration permissions.

Important steps to change the primary admin in QuickBooks Online

Perhaps it’s a temporary handover to an accountant, a transition in the organization, or a team member or the original admin is leaving the company. Whatever the reason for the change is, QuickBooks makes it easy to assign a new primary admin.

Step 1: Log in to the QuickBooks Online account

The first step is to log in to the QuickBooks account:

1. Head over to the QuickBooks Online website (or your desktop app, if you have it downloaded).
2. Enter your email address, user ID, or phone number, and your password.
3. Click Sign In.
4. If two-factor authentication (2FA) is enabled, enter the 6-digit verification number you received from QuickBooks via email or text message.

Note that only the the primary admin can transfer this role, so you’ll need to be logged in as that user to carry out the following steps.

Step 2: Head to “Manage users” tab

Then, you’ll need to locate the part of your settings that lets you manage users:

1. Click on the gear icon in the top right-hand corner of your dashboard.
2. Access the “Manage users” menu option under “Your Company.”

Image credit: Intuit QuickBooks

Step 3: Choose the user you wish to make the primary admin

If the user is already listed in “Manage Users,” you can proceed directly by identifying them.

If not, you must add them as a new user:

1. Click “Add user.”

Image credit: Intuit QuickBooks

2. Enter their first name, last name, and email address.
3. Assign them the Company admin role from the dropdown menu.

Image credit: Intuit QuickBooks

4. Send an invitation. The user must accept this invitation before their role is in place.

Note: Ensure that your QuickBooks subscription allows for additional users if needed.

Step 4: Change the role of the user to primary admin

Once you see the user in your user list and are ready to make them the primary admin:

1. Click “Edit” in the Action column.
2. Select the “Make primary admin” option.

Image credit: SaasAnt

Step 5: Confirm your changes

Double-check that everything’s correct, then make sure you confirm your changes by selecting “Done.”

Changing primary admin in QuickBooks Desktop

For QuickBooks Desktop, the process is a little different. That’s because there’s both a primary Intuit Account Admin and a Primary Company Admin, which you’ll have to take note of as the roles are different.

In a nutshell, the Primary Company Admin is focused on managing user access and administrative tasks specific to a single company file within QuickBooks Desktop. On the other hand, the Primary Intuit Account Admin oversees broader account-level responsibilities across all Intuit services tied to that account (e.g., subscriptions, payroll, payments).

To transfer the primary company admin:

1. Open QuickBooks Desktop and log in as the current primary admin.
2. Select “My Company” in the “Company” menu.
3. Click on “Manage Your Account” (you may need to sign in with your Intuit Account credentials).
4. Scroll down to the “Primary Contact” section and click on “Change.”
5. If the new admin is already listed as a contact, select them from the list. If not, invite or add the new user by entering their details, and ensure they accept the invitation.
6. Once the new primary contact is selected, click “Save and close.”

If you’re looking to change the Primary Intuit Account admin:

1. In QuickBooks Desktop, go to “Company” > “Users” > “Intuit Account User Management.”
2. Locate the secondary admin you want to promote to primary admin. If they are not listed, add them first.
3. Click on their name, then select “Edit,” and choose “Change Primary Admin.”
4. Enter the verification code sent to the new admin’s phone number or email.
5. The new admin will receive an email invitation to accept their role as primary admin. Once accepted, they will become the primary Intuit Account admin.

Transferring primary admin abilities in QuickBooks Online

In some cases, you don’t want to officially give over the official primary admin role to another person. That calls for a simple change in roles and permissions, which you can assign and change in your settings as well. To do so:

1. Go to your settings by clicking on the gear icon on your dashboard.
2. Select “Manage users” under “Your company.”
3. Click “Edit” next to the contact you want to change.
4. Choose a specific role in the “Roles” area, and you’ll be able to see what they can and can’t edit or access within the QuickBooks account.
5. Add or remove additional permissions at the bottom of the page.

Key takeaways

In this article, we covered: 

• What permissions and roles a primary admin hold in QuickBooks Online.
• How to change the primary admin in QuickBooks Online.
• How to change the primary admin in QuickBooks Desktop.
• How to add new users to your user list.
• How to transfer primary admin abilities in QuickBooks Online.

By understanding these processes, you’re set up to manage admin roles and permissions in QuickBooks exactly according to your needs. This ensures your team has the access they need while maintaining control over your business’ financial data.

Method: A better way to manage QuickBooks user permissions

Have some doubts about changing the primary administrator in your QuickBooks Online account, or just want more control over who gains access to your sensitive financial data? 

While QuickBooks allows you to assign a primary admin to oversee your account, Method CRM provides a more flexible solution for granting your team access to the data they need without jeopardizing sensitive financial information. 

Method keeps your financial data safe and secure and provides everyone who needs it a complete look into your business performance. Rather than risk a full permissions overhaul, your team can access the data they need without risking your account.

Plus, with Method, you can: 

• Automate repetitive admin workflows.
• Personalize user access.
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• And much more!

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How to change the primary administrator in QuickBooks Online FAQs

Who should be primary admin in QuickBooks Online?

The primary admin should be someone who needs to have those permissions and that level of access in the first place. If they need access to everything from subscription details to tool integration and bookkeeping information, it’s a smart idea to assign them as primary admin, so long as they’re able to handle the responsibilities that come with the role. As the primary admin has full control over the back end of the business, they need to be trustworthy and capable, given the amount of sensitive information they’ll be dealing with.

Can QuickBooks have two administrators?

QuickBooks can certainly have two administrators, but there can only be one primary admin. While the primary admin has access to absolutely everything in the account, other users with “all-access” roles won’t. The “all-access” role lets them access customers and sales and make changes to certain accounts and reports, but they won’t be able to manage other users or manage deeper aspects of the business.

What is the difference between primary admin and admin in QuickBooks?

Primary admins:

• Full authority over the account.
• Can transfer the primary admin role over to someone else.
• Can manage subscription and billing.
• Authorizes changes from other users.
• Has full user management capabilities.

Regular admins:

• High-level access but no ownership.
• Limited control over more granular aspects.
• Can manage users but can’t change the primary admin.
• Requires primary admin approval for some changes and actions.