The primary admin role in QuickBooks is one of the most powerful and sensitive positions in any business accounting system. This user has full authority over company settings, user permissions, billing details, subscriptions, payroll access, and security controls.
Whether you are changing ownership, restructuring management, outsourcing accounting, or simply upgrading administrative access, knowing how to change primary admin in QuickBooks is essential.
Many businesses face difficulties when trying to transfer admin rights—especially if the original admin is unavailable, has left the company, or lost access. Without proper guidance, this can cause delays, security risks, and operational disruptions.
QuickBooks is developed and maintained by Intuit, which enforces strict security policies for admin access. These safeguards are necessary—but they can also make admin transfers confusing.
This complete guide from QuickBooks Support explains:
- How to transfer primary admin in QuickBooks Online
- How to change primary admin in QuickBooks Desktop
- How to change payroll admin in QuickBooks Desktop
- How to update primary admin email
- How to fix common admin transfer issues
- Best practices for admin management
For immediate assistance, call 844-753-8012 and speak with a QuickBooks specialist.
What Is the Primary Admin in QuickBooks?
The primary admin is the highest-level user in a QuickBooks account. This role has unrestricted access to all system features.
Primary Admin Responsibilities
The primary admin can:
- Manage all users and permissions
- Transfer admin rights
- Control subscriptions and billing
- Enable or disable payroll
- Access tax and compliance data
- Connect third-party apps
- Change company settings
- Recover accounts
- Contact QuickBooks support directly
Only one primary admin is allowed per company file or subscription.
Why You May Need to Change Primary Admin in QuickBooks
There are many reasons businesses transfer admin rights:
1. Ownership Changes
When a business is sold or transferred, admin rights must be reassigned.
2. Employee Departure
If the admin leaves the company, access must be updated.
3. Accountant or Bookkeeper Changes
Many businesses change accounting firms and need new admin access.
4. Security Concerns
If login credentials are compromised, transferring admin rights improves security.
5. Business Restructuring
New management teams may require administrative control.
6. Payroll Administration Updates
Payroll administrators often change due to compliance or staffing changes.
Understanding Admin Roles in QuickBooks
Before transferring access, it’s important to understand the hierarchy.
QuickBooks Online Roles
- Primary Admin (Full control)
- Company Admin
- Standard User
- Reports Only User
- Payroll Admin (with add-on)
QuickBooks Desktop Roles
- Admin
- External Accountant
- Standard User
- Payroll Admin
Desktop versions do not have a “Primary Admin” label, but the Admin user functions similarly.
How to Transfer Primary Admin in QuickBooks Online
This is the most common scenario for businesses using cloud-based accounting.
Requirements
Before transferring:
- You must be the current primary admin
- The new admin must already be a Company Admin
- Both users must have active email access
Step-by-Step: How to Transfer Primary Admin in QuickBooks Online
- Sign in as Primary Admin
- Click Settings (⚙️)
- Select Manage Users
- Find the user you want to promote
- Click Edit
- Change role to Primary Admin
- Confirm transfer
- Verify via email
Once confirmed, the new user becomes the primary admin.
If You Are Not the Current Primary Admin
If you’re not the primary admin, you cannot transfer access yourself.
In this case:
- Contact the current admin
- Request role change
- Or contact support at 844-753-8012 for recovery assistance
How to Change Primary Admin in QuickBooks Desktop
QuickBooks Desktop does not use the same cloud-based admin structure. Instead, it relies on the Admin user inside the company file.
Method 1: Change Admin Password (If You Have Access)
If you know the admin password:
- Open QuickBooks Desktop
- Log in as Admin
- Go to Company → Set Up Users and Passwords
- Select Change Your Password
- Update credentials
This effectively transfers control.
How to Change Primary Admin in QuickBooks: Complete Guide for Online & Desktop Users
Meta Description
Learn how to change the primary admin in QuickBooks Online and Desktop, transfer admin roles, and manage payroll access securely. Call 844-753-8012 for expert support.
Introduction
The primary admin role in QuickBooks is one of the most powerful and sensitive positions in any business accounting system. This user has full authority over company settings, user permissions, billing details, subscriptions, payroll access, and security controls.
Whether you are changing ownership, restructuring management, outsourcing accounting, or simply upgrading administrative access, knowing how to change primary admin in QuickBooks is essential.
Many businesses face difficulties when trying to transfer admin rights—especially if the original admin is unavailable, has left the company, or lost access. Without proper guidance, this can cause delays, security risks, and operational disruptions.
QuickBooks is developed and maintained by Intuit, which enforces strict security policies for admin access. These safeguards are necessary—but they can also make admin transfers confusing.
This complete guide from QuickBooks Support explains:
- How to transfer primary admin in QuickBooks Online
- How to change primary admin in QuickBooks Desktop
- How to change payroll admin in QuickBooks Desktop
- How to update primary admin email
- How to fix common admin transfer issues
- Best practices for admin management
For immediate assistance, call 844-753-8012 and speak with a QuickBooks specialist.
What Is the Primary Admin in QuickBooks?
The primary admin is the highest-level user in a QuickBooks account. This role has unrestricted access to all system features.
Primary Admin Responsibilities
The primary admin can:
- Manage all users and permissions
- Transfer admin rights
- Control subscriptions and billing
- Enable or disable payroll
- Access tax and compliance data
- Connect third-party apps
- Change company settings
- Recover accounts
- Contact QuickBooks support directly
Only one primary admin is allowed per company file or subscription.
Why You May Need to Change Primary Admin in QuickBooks
There are many reasons businesses transfer admin rights:
1. Ownership Changes
When a business is sold or transferred, admin rights must be reassigned.
2. Employee Departure
If the admin leaves the company, access must be updated.
3. Accountant or Bookkeeper Changes
Many businesses change accounting firms and need new admin access.
4. Security Concerns
If login credentials are compromised, transferring admin rights improves security.
5. Business Restructuring
New management teams may require administrative control.
6. Payroll Administration Updates
Payroll administrators often change due to compliance or staffing changes.
Understanding Admin Roles in QuickBooks
Before transferring access, it’s important to understand the hierarchy.
QuickBooks Online Roles
- Primary Admin (Full control)
- Company Admin
- Standard User
- Reports Only User
- Payroll Admin (with add-on)
QuickBooks Desktop Roles
- Admin
- External Accountant
- Standard User
- Payroll Admin
Desktop versions do not have a “Primary Admin” label, but the Admin user functions similarly.
How to Transfer Primary Admin in QuickBooks Online
This is the most common scenario for businesses using cloud-based accounting.
Requirements
Before transferring:
- You must be the current primary admin
- The new admin must already be a Company Admin
- Both users must have active email access
Step-by-Step: How to Transfer Primary Admin in QuickBooks Online
- Sign in as Primary Admin
- Click Settings (⚙️)
- Select Manage Users
- Find the user you want to promote
- Click Edit
- Change role to Primary Admin
- Confirm transfer
- Verify via email
Once confirmed, the new user becomes the primary admin.
If You Are Not the Current Primary Admin
If you’re not the primary admin, you cannot transfer access yourself.
In this case:
- Contact the current admin
- Request role change
- Or contact support at 844-753-8012 for recovery assistance
How to Change Primary Admin in QuickBooks Desktop
QuickBooks Desktop does not use the same cloud-based admin structure. Instead, it relies on the Admin user inside the company file.
Method 1: Change Admin Password (If You Have Access)
If you know the admin password:
- Open QuickBooks Desktop
- Log in as Admin
- Go to Company → Set Up Users and Passwords
- Select Change Your Password
- Update credentials
This effectively transfers control.
Method 2: Change Admin User (Multi-User Mode)
- Log in as Admin
- Go to Company → Users → Set Up Users
- Edit existing user
- Grant Admin rights
- Remove old Admin if needed
Method 3: Recover Admin Access (If Password Is Lost)
If admin access is lost:
- Go to QuickBooks login screen
- Click Forgot Password
- Verify identity
- Reset credentials
If recovery fails, call 844-753-8012.
How to Change Payroll Admin in QuickBooks Desktop
Payroll administrators manage sensitive tax and salary data.
Steps to Change Payroll Admin
- Log in as Admin
- Go to Employees → Payroll Center
- Click Payroll Settings
- Select Manage Users
- Assign payroll admin role
- Remove old payroll admin
Only authorized users should hold this role.
How to Change Payroll Admin in QuickBooks Online
For Online users:
- Go to Settings → Manage Users
- Select user
- Enable Payroll Admin access
- Save changes
Payroll admins may also need Intuit verification.
How to Change Primary Admin Email in QuickBooks
Updating the admin email is important for recovery and security.
For QuickBooks Online
- Log in as Primary Admin
- Click Profile icon
- Open Intuit Account
- Go to Sign-in & Security
- Edit email
- Verify new address
For QuickBooks Desktop
Desktop admin emails are linked to Intuit accounts:
- Open Help → My Account
- Sign in
- Update email
- Verify
How to Change Admin in QuickBooks Desktop Without Password
If you don’t know the admin password:
Option 1: Use Password Reset Tool
QuickBooks provides a reset utility for registered users.
Option 2: Verify Ownership
Provide:
- License number
- Business info
- EIN
- Registered email
Support can restore access.
📞 Call 844-753-8012 for recovery help.
How to Change the Primary Admin in Special Situations
When the Admin Is Deceased or Unreachable
You may need:
- Legal authorization
- Ownership proof
- Business registration
Support can verify and transfer access.
When Company Email Is Inaccessible
You may need to:
- Verify business identity
- Update recovery options
- Submit documentation
Professional support simplifies this process.
Common Problems When Changing Primary Admin
1. Transfer Button Missing
Cause: Not logged in as primary admin
Fix: Switch accounts
2. Verification Email Not Received
Cause: Spam filter or wrong email
Fix: Check junk folder or resend
3. User Not Eligible
Cause: User not Company Admin
Fix: Promote user first
4. Subscription Ownership Issues
Cause: Billing tied to old admin
Fix: Update billing profile
5. Payroll Access Errors
Cause: Compliance restrictions
Fix: Reauthorize payroll
How to Fix Admin Transfer Errors
Clear Browser Cache
Fix display glitches in Online.
Update Desktop Version
Install latest patches.
Verify User Permissions
Ensure correct roles.
Reconnect Payroll
Reauthorize payroll services.
Contact Support
Complex issues require expert help. 📞 844-753-8012
Best Practices for Managing Primary Admin Access
1. Keep Backup Admins
Always have at least one Company Admin.
2. Document Admin Credentials
Store securely.
3. Review Access Quarterly
Audit users regularly.
4. Limit Admin Rights
Avoid unnecessary full access.
5. Enable Two-Factor Authentication
Strengthen account security.
Security Tips for Admin Management
- Never share admin passwords
- Use unique credentials
- Enable login alerts
- Monitor audit logs
- Remove inactive users
Security starts with admin control.
How QuickBooks Support Helps With Admin Transfers
Professional support can assist with:
- Ownership verification
- Account recovery
- Admin reassignment
- Payroll authorization
- Billing migration
- Security restoration
📞 Call 844-753-8012 for personalized assistance.
Advanced Tips for Businesses With Multiple Locations
Large organizations should:
- Assign regional admins
- Centralize billing
- Use role-based access
- Maintain audit logs
- Schedule reviews
This improves governance.
When Should You Contact Support?
Call support if:
- Admin is unavailable
- Verification fails
- Account is locked
- Payroll access is blocked
- Subscription issues arise
📞 844-753-8012
Conclusion
Changing the primary admin in QuickBooks is a critical task that impacts security, billing, payroll, and system control. Whether you need to change primary admin in QuickBooks Desktop, transfer primary admin in QuickBooks Online, or update payroll administrators, following the correct process ensures smooth transitions and protects your business.
By understanding user roles, verifying access, and implementing best practices, you can manage administrative control confidently. Regular reviews and proper documentation prevent future complications.
If you encounter difficulties, need account recovery, or want professional guidance, QuickBooks Support is ready to help.
📞 Call 844-753-8012 today for fast, reliable assistance and secure admin management.
Frequently Asked Questions (FAQs)
Can I have more than one primary admin?
No. Only one is allowed.
How long does transfer take?
Usually immediate after email verification.
Can accountants be primary admins?
Yes, if assigned.
What if I lost access to old email?
Contact support for verification.
Does changing admin affect data?
No. Data remains intact.
Is payroll affected?
Only if payroll admin changes.