How to Change Administrator in QuickBooks Desktop?

Are you in a situation where the administrative control of your QuickBooks Desktop needs to be changed? In this guide, we’ll show you how you can update primary admin roles in QuickBooks Desktop company file and your Intuit account.

User role management in QuickBooks Desktop is a crucial aspect for security and smooth business functioning. The administrator account has the utmost control and access to critical settings, user management, and financial data in QuickBooks, so it is crucial that the right person has this role. However, there will be situations like the passing of employees, restructuring of entities, or increased security concerns, etc., where the administrator role may need to be changed.

We have created this step-by-step guide to help you understand how to change administrator in QuickBooks Desktop. Whether you want to know about changing the primary admin or trying to work around an unavailable admin, we have got you covered. We’ll also discuss how to transfer admin privileges in QuickBooks Desktop company or in the payroll or payment services. Let’s begin!

Understanding QuickBooks Desktop Primary Admin Change Process

QuickBooks Desktop admin role transfer will give the new admin access to control all aspects of user management, company settings, and financial data security. You have the option to change the primary admin anytime in QuickBooks and handover all the privileges to that user or account. You can also change the admin for your Intuit account, which affects the payroll and other payment services.

Guidelines for Primary Admin Transfer QuickBooks Desktop

Before you transfer the admin in QuickBooks Desktop, here are the checkpoints you must go through:

• There can be only one primary admin for your QB Desktop company as well as the Intuit account.
• Make sure you have created a backup of your entire QB data before you change authorized user QuickBooks.
• The QB Desktop company admin and Intuit account admin can differ from each other.
• You must have the admin account credentials, and you must be signed in as an admin while transferring admin privileges to a different user or account.

Types of User Groups in QuickBooks Desktop

There are two types of admins in QuickBooks, namely Company primary admin and Intuit account primary admin. Here’s the info about the two user groups that exist in QuickBooks Desktop:

• Company Users

The company users are responsible for managing the company file in Customer Account Management Portal (CAMPs) and updating the billing info. You can allocate the following roles to a QuickBooks Desktop company user:

• • Primary Admin: The primary admin can add or delete users, modify user roles, update billing profiles, assign user roles, and transfer the primary admin role to any authorized user.
  • Authorized User: An authorized user only has the access to modify their user ID or the contact info. They can also contact the QB support team in case they face technical difficulties while using the bookkeeping software.
    

• Intuit Account Users

An Intuit account is a must-have to use add-on services like payroll, payments, or QBTime. The Intuit account users can keep track of their account using  Intuit account user management. You must not confuse Company Admin with Intuit Account Admin, as they can be different from each other. An Intuit account user can be assigned the following roles:

Tip: You can modify payment-related roles by visiting the Intuit Merchant Center.

Different Ways to Update Primary Admin QuickBooks Desktop

There are multiple ways to transfer your Company primary admin or the Intuit account’s primary admin to a new user. Choose the best method according to your preference:

Methods to Change Company Primary Admin QuickBooks

Method 1: Use QuickBooks Desktop to Transfer Company Primary Admin

Apply the following steps to assign new primary admin QuickBooks Desktop:

1. Launch your QuickBooks Desktop and go to the Company menu.
2. Select My Company and click Manage your account.
3. Enter your Intuit account credentials to sign in.
4. Scroll to the Primary Contact Section and click the Change option.
5. Check out the list of all the contacts in the account and select the new primary contact.
6. Click Save and Close to finish.

Note: If the primary contact isn’t already in the contact list, you’ll have to send an admin transfer request QuickBooks, and the contact must accept it. 

Here’s how to send an admin transfer request from a QuickBooks account:

1. Sign in to the CAMPs and go to the Manage your QuickBooks page.
2. Choose your QB product and check your account to ensure it is correct.
3. Go to the Authorized Users section and click Invite a User.
4. Fill in the contact info (Name, Email, or Phone number) and click Send Invite.
5. Ask the to-be primary admin user to check their email and click Accept Invite and follow the onscreen instructions to accept the invitation.

Method 2: Use a Web Browser to Transfer Primary Company Admin

You can also update primary admin QuickBooks Desktop from your web browser using the following steps:

1. Launch your system’s web browser and sign in to your Intuit account in CAMPs.
2. Scroll down to go to the Primary Contact Section and click Change.
3. Choose a primary contact from the account list or invite the user if the contact isn’t mentioned.
4. Click Save and Close.

Methods to Change Intuit Account Primary Admin

Here are the two methods to update Intuit account admin:

Method 1: Use QuickBooks Desktop to Transfer Primary Intuit Account Admin

Apply the following steps to change primary Intuit account admin using QB Desktop:

1. Access the Company menu of your QB Desktop and click Users.
2. Click Intuit Account User Management and scroll down to locate the secondary admin you want to make the primary admin.
3. Select Edit for the secondary admin and tap Change Primary Admin.
4. Enter the authentication code received on the primary admin’s contact number. An admin transfer email is also sent to the current primary admin’s and secondary admin’s registered email addresses.
5. The secondary admin must accept the transfer (from the received email) to switch to primary admin. As soon as the transfer is accepted, the primary admin becomes a secondary admin.

Method 2: Use a Web Browser to Transfer Primary Intuit Account Admin

Here’s how you can update Intuit account admin from a web browser:

1. Enter the primary admin account credentials to sign in to your Intuit account.
2. Choose the company file you want to access and tap Continue.
3. Select the secondary admin you want to assign as primary and click Edit.
4. Select the Change primary admin option and enter the verification code received by the primary admin on their phone. 
5. The primary and secondary admins will also receive an admin transfer email.
6. The secondary admin must accept the transfer to switch to primary admin, and the primary admin is downgraded to secondary admin.

Important: You can only have one primary admin at a time, and the primary admin can only be selected from secondary admins.

Conclusion

Hopefully, after reading this blog, you will understand how to change administrator in QuickBooks Desktop company as well as your Intuit account. We have listed two methods each for changing primary admins for the QB Desktop company and the Intuit account. You must be careful while handing over the primary administrator access to anyone, as they’ll have entire access to everything in QB Desktop as well as payroll, payments, workforce, or other services active in your Intuit account. Rest assured, following the instructions in the guide will make the QuickBooks Desktop primary admin change process a walk in the park for you.

FAQs

What Documents Are Needed to Transfer the Primary Admin Role?

The primary admin documentation QuickBooks includes proof of ownership, which means the registered email and phone number. Additionally, you must have the admin account credentials (can be recovered using the registered phone number & email if lost). In case you are the secondary admin and you want to put in a request for primary admin change, you need a government-issued ID, a Primary Admin Change Request Form from Intuit, and business ownership proof too. 

Can Multiple Primary Admins Exist in QuickBooks Desktop?

No, there can only be one primary administrator for each company file in QuickBooks Desktop. After the primary admin transfer in QuickBooks Desktop and your Intuit account, the new admin will have access to all the info and services. The prior primary admin will now be turned to a secondary admin. Although you have the option to configure the permissions and access levels for the secondary admin and other users to provide them with more privileges.

How to Recover If the Primary Admin Is Unavailable?

You can request an admin reset from Intuit if the primary admin is unavailable due to resignation, illness, or any other reason. This will require a primary admin change request form with proof of business ownership. Intuit’s QuickBooks support may want further verification before giving access to a new admin. 

How to Assign a New Primary Admin Without the Current Admin’s Consent?

If the current primary admin is unavailable or unwilling to transfer the role, a primary admin change can be requested from Intuit. Proof of ownership must be provided, such as business registration documents or a government-issued ID. Intuit will review the request, and if approved, the primary admin role will be reassigned to another authorized party. This will help in preventing unauthorized changes.