How to Change EIN in QuickBooks

In QuickBooks, there are scenarios when users need to change EIN in QuickBooks. For instance, a change in business details or a wrong number added. Updating this detail is crucial in payroll setting to ensure records integrity and adherence with tax laws.

An EIN (Employer Identification Number) is a distinct nine-digit ID allotted by the Internal Revenue Service (IRS). This number is assigned by the IRS to register a business for taxation. Also known as Federal Employer Identification Number, EIN is accessed to handle payroll taxes, staff records, and federal reporting.

When businesses witness organizational/ownership modifications, changing the EIN in QuickBooks becomes mandatory. Ensuring precise payroll data helps prevent taxation issues and facilitates seamless communication with the IRS.

This Change EIN in QuickBooks guide shares the step-by-step guidelines for adding and updating EIN in QuickBooks Payroll. In addition, it includes practical tips to ensure precise setup and streamline payroll system modifications.

Key Considerations before Adding an EIN to QuickBooks

Adding an EIN to QuickBooks Payroll depends on certain conditions and setup guidelines. These specific requirements ensure precise payroll processing and subscription adherence with the IRS.

Here is the list of the considerations:

• Needed Details– Including an EIN, the payroll service key, ZIP code, and EIN.
• Individual-user device/amount– Payroll for several businesses under a single subscription must access QuickBooks Desktop payroll from the same device and account.
• Single company file assigned for every EIN– Every EIN permits only one company file. Repeated company files trigger issues.
• Reliable subscription information– Contact details and payroll admin information should remain the same for all companies covered by the subscription.
• Business limit– Only a certain number of organizations are permitted for each subscription under QuickBooks Payroll.
  • Payroll Basic: Standard, or Enhanced: up to 3 EINs
  • Payroll Enhanced for Accountants: up to 50 EINs
  • Payroll Assisted: Each EIN is invoiced separately with eligible company discounts.
• Service Key Security– To avoid unwanted access, the payroll service key should remain private.

How to Reactivate QuickBooks Payroll Subscription before Changing the EIN?

Here are the steps to reactivate the QuickBooks Payroll subscription prior to changing the EIN:

1. Head to the “Employee” tab.
2. Now, go to the “My Payroll Service” section.
3. Next, go to the “Account/Billing” info.
4. Log in to the Intuit Account.
5. Select “Re-subscribe” under the “Status” section and complete the on-screen guidelines.
6. Under the “Edit” button, activate manual payroll.

Step-by-Step Guide to Adding an EIN to QuickBooks Desktop

Here are the step-by-step guidelines in this Change EIN in QuickBooks Desktop tutorial for adding an EIN to QuickBooks:

1. Start the QuickBooks Desktop application.
2. Go to the “Payroll” tab and click “Employees”.
3. Click the option “Use my Existing Payroll Service”.
4. Select “Use Subscription Number XXXX” under the “Identity Subscription” segment.
5. In case the subscription fails to appear, select the other option, “I have an existing subscription and a Zip Code”. Enter the needed details.
6. On the “Add Company Information” window, click the “Next” button.
7. Input the EIN and click the “Print” option to save a copy.
8. Alternatively, select the option “Return to QuickBooks Desktop” to get back to QuickBooks Desktop.
9. Activate the Service Key using the following steps:
   • Head to the “Employees” menu.
   • Now, go to the tab “My Payroll Services”.
10. Click on the section “Manage Service Key.
11. Click on “View”, and QuickBooks will show the newly activated Service Key.

How to Change EIN in QuickBooks successfully?

Updating the EIN in QuickBooks promptly and precisely ensures tax and payroll compliance. Here is a step-by-step Change EIN in QuickBooks fix to apply to a certain payroll service:

QuickBooks Desktop Payroll Assisted

Here are the steps to change the EIN in QuickBooks Desktop Payroll Assisted:

1. Edit the legal name of the company. Get the assisted legal name change form and upload the completed form.
2. Edit the Federal EIN using these steps:
   • Download the “Entity Change Packet”. Complete it, sign it, and arrange all the crucial documents.
   • Next, email the complete packet together with the additional documents.
   • In the next 3-5 days, a confirmation email will arrive.

QuickBooks Desktop Payroll Basic, Standard, or Enhanced

Here are the steps to update the EIN in QuickBooks Desktop Payroll basic, enhanced, and standard versions:

1. Head to the “Company” tab and choose the “My Company” screen to edit the legal name of the organization.
2. Click the “Edit” segment.
3. In the “Legal Information” segment, add the legal name and click “OK”.
4. Edit the federal EIN from the “My Company” section.
5. Click the “Edit” menu under the “Company Identification” segment.
6. Add the new EIN under the “Federal Employer Identification No.” segment and click the “OK” button.
7. EIN has been updated successfully.

QuickBooks Online Payroll Core

To update the successor entity only- connect with Intuit to change the EIN from the user’s end. 

To update a non-successor entity, creating a new payroll account is a must.

QuickBooks Online Payroll Premium, Online Payroll Elite

To change EIN in QuickBooks Online Payroll Elite and Payroll Premium, emphasize on automatic tax payments and filings. The steps change based on whether automatic tax payments and filings are enabled or disabled.

When automatic filings and tax payments are turned on, follow these steps:

1. Download the form and complete it.
2. Sign the “Entity Change Packet”.
3. Email the packet and the required documents to Intuit.
4. Edit any additional details like the company address.
5. Within 3-5 working days, an email will arrive confirming that the entity changed the packet and the required documents have been received.

When automatic filings and tax payments are turned off, follow these steps:

1. Update the Legal Name of the company.
   • Navigate to “Settings”.
   • Select the “Payroll Settings” option.
   • In the “General Tax” section, choose the “Edit” option.
   • Edit the legal name of the company.
   • Lastly, click the “Save” button and then “Done”.
2. Update the Federal FIN
   • Head to “Settings” and click the “Payroll Settings” option.
   • In Federal tax, choose “Edit”.
   • Edit the EIN.
   • Lastly, click Save” and then “Done”.

Conclusion

Changing or updating the EIN in QuickBooks is mandatory to maintain precise payroll records and ensure compliance with tax rules. In this Change EIN in QuickBooks guide, the steps to update the number in different QuickBooks versions have been shared.

In addition, this Change EIN in QuickBooks tutorial shares the prerequisites before changing the EIN in QuickBooks. Still, if there are any further queries or doubts regarding changing the EIN in QuickBooks Desktop or other version, feel free to contact us.

Frequently Asked Questions