How to Change Primary Admin in QuickBooks Online
7/8/2025
Changing the primary admin in QuickBooks Online is an important task. This allows the new administrator to access all features and settings fully. If you need to make this change, follow these clear steps to ensure a smooth transition.
1. Sign In as the Current Primary Admin:
Start by logging into your QuickBooks Online account. Use the credentials for the current primary admin. This is crucial as you need admin privileges to make any changes.
2. Navigate to User Management:
Once logged in, look for the Settings ⚙️ icon. It’s usually located in the upper-right corner of the screen. Click on it, and from the dropdown menu that appears, select Manage Users.
3. Select the User to Promote:
Now, you will see a list of users associated with your QuickBooks account. Find the individual whom you want to make the new primary admin. Before proceeding, check their role. They need to have an Admin role to be eligible for promotion. If their role is not Admin, follow these steps:
- Click on Edit next to their name.
- Change their role to Admin.
- Make sure to save the changes.
4. Transfer Primary Admin Rights:
Next, locate this user's name again. Click on the Action dropdown, which you can find represented by three dots next to their name. From there, select Change primary admin. You will be prompted to confirm the change. Click Change primary admin once more to finalize the transfer.
5. New Admin Accepts the Role:
The newly assigned primary admin will receive an email invitation to accept their new role. It is vital that they open this email. By signing into their Intuit account through the link provided, they will confirm their acceptance. After they complete this step, the primary admin rights will officially transfer to them.
Important Notes:
Keep a few important points in mind:
- Accountant Access: If you are an accountant wanting to change the primary admin for a client’s account, note that you must hold the primary admin role within your firm.
- Unavailable Current Primary Admin: If the current primary admin cannot be reached or is no longer with the company, there are methods to request primary admin rights. Usually, this involves following specific instructions from Intuit. You can find more on the QuickBooks support page.
- QuickBooks Online Simple Start Users: If you are using QuickBooks Online Simple Start, you may need to contact Intuit support for assistance in transferring the primary admin role.
By following these straightforward steps, you can successfully change the primary admin in QuickBooks Online. This ensures that the right person has full access to manage your company's financial data without issues.
Switching the primary admin is a routine process that can help keep your company’s operations smooth and efficient. Whether it’s due to a change in staff or role responsibilities, knowing how to make this adjustment can save time and prevent access problems down the line.