How to Change the Primary Admin in QuickBooks Online?

Managing access and user roles is critical when handling financial data in QuickBooks Online. Whether you're transitioning accounting responsibilities, onboarding a new firm, or simply restructuring your internal team, you may need to change the primary admin in QuickBooks Online. This guide walks U.S. accounting professionals through the entire process—from understanding what the primary admin role is, to detailed steps for changing it securely and efficiently.

What is a Primary Admin in QuickBooks Online?

The primary admin in QuickBooks Online is the highest-level user in the company file. This role has unrestricted access to every aspect of your QuickBooks account, including billing, subscription settings, user management, and company-level data.

Key Responsibilities of a Primary Admin:

• Managing user roles and access permissions
• Controlling subscription and billing information
• Authorizing third-party apps
• Setting up or transferring ownership

Because of this broad access, Intuit allows only one primary admin per QuickBooks Online account at any time.

Reasons to Change the Primary Admin in QuickBooks

There are many legitimate business scenarios in which U.S. accountants or business owners may need to change the primary admin in QuickBooks:

• The existing primary admin has left the company
• The account is being handed over to a new accountant or bookkeeper
• Ownership of the business has changed
• You are switching to an outsourced accounting service
• You are consolidating or restructuring user roles

Step-by-Step Guide: How to Change the Primary Admin in QuickBooks Online

Changing the primary admin in QuickBooks Online is a straightforward but sensitive process. Below are detailed instructions to ensure the transition is smooth and secure.

Step 1: Sign in as the Current Primary Admin

You must be signed in as the current primary admin in QuickBooks Online to initiate the change. If you do not have access to this user, skip to the section titled “If the Current Primary Admin is Unavailable.”

1. Visit https://qbo.intuit.com
2. Sign in using the primary admin credentials
3. Click on the Gear icon in QuickBooks the upper right corner
4. Select Manage Users under the "Your Company" section

Step 2: Add the New User (if not already added)

If the new primary admin is not already listed:

1. Click Add user
2. Choose Company admin as the role
3. Enter the email address of the new user
4. Click Save, and the user will receive an invitation
5. The new user must accept the invitation and create login credentials

Once accepted, the user will be listed as an active Company Admin.

Step 3: Transfer Primary Admin Rights

1. Go to Manage Users
2. Find the name of the new admin under the "Company Admins" list
3. Click the dropdown beside their name
4. Select Make primary admin
5. Follow the on-screen instructions to confirm the transfer

Once the change is complete, the new primary admin will receive a confirmation email.

If the Current Primary Admin is Unavailable

Sometimes the existing primary admin has left the company or cannot access their account. In such cases, QuickBooks provides a workaround through identity verification.

Step 1: Prepare the Required Documents

Intuit may request the following documents:

• A government-issued photo ID of the requester
• Proof of business ownership (e.g., business license, articles of incorporation)
• A signed request form stating the intent to change the primary admin

Step 2: Submit a Request to Intuit

1. Visit the QuickBooks Change Primary Admin Request Form page: https://quickbooks.intuit.com/learn-support/en-us/help-article/manage-users/change-primary-admin-quickbooks-online/L8XfieZyN_US_en_US
2. Upload the required documents
3. Submit your request

Intuit’s team will typically respond within 3–5 business days.

Important Considerations Before Changing the Primary Admin

Before you proceed with the change, keep the following best practices in mind:

1. Ensure New Admin Is Ready

The new admin should be trained and aware of their new responsibilities, especially those related to subscription, billing, and user control.

2. Backup Financial Data

Always download a backup copy of key financial reports before making user role changes.

3. Notify Key Stakeholders

Inform your accountant, bookkeeper, and other stakeholders about the change to avoid any confusion.

4. Review Permissions

Ensure that no other user unintentionally retains admin-level permissions that they shouldn't have.

How to Verify the Primary Admin Has Been Changed?

To confirm that the transfer was successful:

1. Sign in to QuickBooks Online
2. Go to Manage Users
3. Look for the “Primary Admin” tag next to the new user’s name

The original primary admin will now be listed as a Company Admin (unless removed).

Troubleshooting: What If You Can't Change the Primary Admin?

If you're experiencing trouble changing the primary admin in QuickBooks Online, consider the following troubleshooting tips:

1. User Invitation Not Accepted

Make sure the new user has accepted the invitation. A pending user cannot become the primary admin.

2. Access Issues

Ensure you're signed in as the current primary admin. Regular company admins or standard users won’t have the ability to change this setting.

3. Browser Issues

Clear your browser cache or try using an incognito window or a different browser.

4. Contact Intuit Support

If technical issues persist, contact QuickBooks Online Support through chat or phone for assistance.

Best Practices for Managing Admin Roles in QuickBooks Online

1. Limit Admin Access

Avoid having too many admins to reduce risk of unauthorized changes.

2. Use Audit Logs

Regularly monitor the audit log to track who made changes and when.

3. Update Admin Roles Promptly

If a team member leaves, immediately update or revoke their access.

4. Revisit Roles Quarterly

Perform quarterly reviews of user roles to ensure permissions are up-to-date.

How to Change Primary Admin in QuickBooks Online Accountant (QBOA)?

If you're using QuickBooks Online Accountant, the process differs slightly:

1. Sign into your QBOA dashboard
2. Choose the client company
3. Follow the same steps mentioned above under “Transfer Primary Admin Rights”
4. Note: Only the current primary admin or the Intuit support team can make this change

Frequently Asked Questions (FAQs)

Q1: Can I have more than one primary admin in QuickBooks Online?

No, QuickBooks Online only allows one primary admin per account to maintain strict control over critical settings.

Q2: What happens to the old primary admin?

Once you change the primary admin in QuickBooks, the previous one is downgraded to a Company Admin unless manually removed.

Q3: Is it possible to change the primary admin without their email?

If you don’t have access to the primary admin’s email, you’ll need to file a request with Intuit and submit verification documents.

Q4: How long does it take Intuit to process a primary admin change request?

Usually between 3–5 business days after document verification.

Q5: Will changing the primary admin affect my subscription?

No, the subscription remains active and unchanged. However, only the new primary admin can now manage it.

Conclusion: Delegate Admin Power Securely

Changing the primary admin in QuickBooks Online is more than just a technical task—it’s about maintaining the integrity and security of your company’s financial system. U.S. accounting professionals should ensure that such changes are made with clear communication, proper documentation, and awareness of each user’s responsibilities.

Whether you're a business owner, bookkeeper, or CPA firm handling transitions, this guide ensures you complete the process with minimal risk and maximum efficiency.

Need Help with QuickBooks Admin Changes?

Our team of certified QuickBooks Online professionals is here to help. Whether you're locked out of an admin account, transferring access to a new owner, or need assistance navigating QuickBooks Online, contact us today for expert support.

Contact Us → [+1 347 967 4079]