Changing the Admin User on QBO

Changing the Admin User on QBO (QuickBooks Online) seems simple and straightforward, right?  That is what I thought until I went into my sample file with just one Master Admin and one Company Admin.  Funny thing is the directions don't work.  So, hence, the video is born!  Big thanks to Ivona Sabeva for asking this question:

"How do I change the company admin on quickbooks online?"

A Typical Scenario....

I work with a lot of Homeowners associations here in Florida.  They change their board of directors every year.  There will be an outgoing and an incoming treasurer.  The outgoing typically will want themselves removed of all duties.  But specifically, you will want to remove their access to the books.  When I first read the instructions from QuickBooks help, it had me scratching my head.   Here is what it said: 

Manage another user's information:

You must have the appropriate level of access to change another person's information.

With access, you can change a user's name, access rights, and the email address that appears on the Manage Users page. However, you cannot change that person's user ID, password, or the email address associated with their user ID.

  • Select the Gear icon on the Toolbar, then Manage Users.
  • Select the user that you want to change, then Edit.
  • Update the information.

While the directions are accurate, the system lets you edit and change the name and email.  So a user may think that they are all set once they edit.  But clearly the directions state:  You cannot change that person's user ID, password, or the email address associated with their user ID.  That step of Inviting the User is super important.  Without it, the old user may still have access.

The Two Simple Steps...

  • 1
    Add the second company admin first.  Go to gear>manage users and add a user.  Select Company Admin (yes, you can have more than one.
  • 2
    Once the person has accepted, you can refresh your screen and then be able to remove the prior company admin.

The Video Demo....

If you have any questions or would like to see a future video on another topic, please reach out to me on Facebook.

Lynda Artesani

Lynda Artesani is the president of Artesani Bookkeeping where she uses her expertise and organizational skills to help her clients thrive and become profitable. Lynda is a member of the Intuit Trainer Writer Network. She is an alumni member of the Intuit Advisory Board. Additionally, she is the first Expert Columnist for the QB Community forum. She is also a co-founder in a Facebook group called QB Community Live!