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How to Change Primary Admin in QuickBooks Online

How to Change Primary Admin in QuickBooks Online

How to Change Primary Admin in QuickBooks Online

Are you struggling to manage your QuickBooks Online account because the current primary admin is no longer with your organization? Or maybe you just need to transfer the responsibilities and make someone else in charge of managing your finances. Whatever the reason may be, changing the primary admin can seem like a daunting task. But fear not! In this blog post, we will guide you through the process step-by-step on how to change the primary admin in QuickBooks Online. So sit back, relax, and let’s get started!

How to Change Primary Admin in QuickBooks Online

To change the primary admin in QuickBooks Online, first log in to your account as an admin user. Then, click on the “Gear” icon located at the top right corner of your screen and select “Manage Users”. This will take you to a page where you can view all users currently associated with your account.

Next, find the user that you want to make the new primary admin and click on their name. From there, select “Edit” under their role and choose “Primary Admin” from the dropdown menu.

Once you have selected them as the new primary admin, hit save and confirm any prompts that appear. The system will then ask if you want to transfer all transactions created by the previous primary admin over to this new one – select yes if necessary.

And voila! You have successfully changed your Primary Admin in QuickBooks Online. It’s important to note that only current admins can change another user’s permissions or roles within QuickBooks online so ensure whoever is attempting these changes has administrative access before proceeding.

Why You Might Need to Change Your Primary Admin

As a business owner, there may come a time when you need to change the primary admin in QuickBooks Online. There are several reasons why this might be necessary.

Perhaps your current primary admin is leaving the company or taking an extended leave of absence. Maybe you’ve hired someone new who will be taking over financial responsibilities and needs access to QuickBooks Online. Or it could be that your current primary admin has simply become overwhelmed with their workload and needs to delegate some tasks.

Whatever the reason, changing the primary admin can help ensure that your financial data remains secure and up-to-date. It also allows for better collaboration within your team and helps prevent any disruption in operations if the previous admin were to suddenly leave without transferring their duties.

It’s important to note that only the current primary admin can transfer their role or grant administrator access to another user, so if you do need to make a change, it’s best to plan ahead and communicate with all parties involved. By doing so, you can ensure a smooth transition process without any hiccups along the way.

Changing your primary admin is not something that should be taken lightly but sometimes becomes inevitable in order for businesses growth or success moving forward.

What Happens When You Change the Primary Admin

When you change the primary admin in QuickBooks Online, there are a few things that happen. The new primary admin will have access to all of the features and settings that were previously available to the old primary admin. This includes managing users, accessing billing information, and viewing reports.

It’s important to note that changing the primary admin does not affect your company data or transactions in any way. All of your existing data will remain intact, regardless of who is designated as the primary admin.

However, it’s also important to consider how this change may impact other users within your organization. If you’re reassigning the role from one employee to another, for example, make sure that everyone is aware of what’s happening so they can adjust their workflow accordingly.

Changing the primary admin can be a straightforward process as long as you take some time to plan ahead and communicate with your team about what’s going on.

How to Choose a New Primary Admin

Choosing a new primary admin in QuickBooks Online is an important decision that should not be taken lightly. The new primary admin will have access to all of the company’s financial information and will be responsible for managing the account. Here are some tips on how to choose a new primary admin:

  1. Choose someone you trust: This person should have a good understanding of your business and its finances, as well as the ability to manage sensitive information.
  2. Ensure they have time: Make sure that this person has enough time in their schedule to dedicate towards managing your QuickBooks Online account effectively.
  3. Check for technical knowledge: It’s essential that they understand how QuickBooks Online works and can navigate it with ease.
  4. Consider communication skills: Your chosen candidate should also have excellent communication skills, as they may need to communicate with clients or other members of your team about financial matters.
  5. Assign secondary admins carefully: After selecting your new primary admin, consider assigning one or two secondary admins who can assist them when needed but cannot override their decisions without authorization.

By following these guidelines, you can ensure that the right person selected as your company’s primary admin in QuickBooks Online and help keep your finances secure while streamlining accounting processes within your organization.


Changing the primary admin in QuickBooks Online is an important task that should be handle with care. It’s crucial to have a clear understanding of why you need to make this change and what will happen once it done. By following the steps outlined in this article, you can easily choose a new primary admin who will take over all administrative duties for your company’s QuickBooks account. Remember to keep your login credentials secure and always grant access only to trusted individuals. With these tips, you’ll be able to smoothly transition from one primary admin to another without any disruptions or security breaches.

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