How to Change Primary Admin in QuickBooks Online?

Primary admins are responsible for managing users, roles, permissions, and access to features within the QuickBooks Online account. 

The primary admin role can be assigned to an existing user in QuickBooks. A new user can also be created when the person is not already part of the system. After adding the user, the primary admin role can be assigned to them. You must be logged in to the account as the primary admin to transfer the role.

What You Need to Know

Before starting the process, it is important to understand that the primary admin role can be transferred to an existing QuickBooks user. When the person you want to assign is not already a QuickBooks user, you need to add them first. Once the user is added, you can assign the primary admin role to them.

Access to the primary admin account is required to complete the transfer. Sign in as the current primary admin to make changes. When the current primary admin is no longer part of the company, you can contact QuickBooks support to request access and become the primary admin. For accountants, you must be the primary admin of your firm to change the primary admin role in a client’s account.

Who Can Change the Primary Admin in QuickBooks Online

The following users can change the primary admin in QuickBooks Online:

• The current primary admin has full rights to transfer the role.
• An admin user with full access can assign the primary admin role.
• The user being assigned must already have administrator permissions.
• QuickBooks support can help transfer the role when the current admin is unavailable.
• Verification is required when requesting changes through support.

What Are the Responsibilities of the Primary Admin?

The primary admin plays a key role in managing users and system access within the account. The main responsibilities include:

• Organizes and manages users efficiently.
• Controls user access to products and services.
• Changes the primary admin and assigns secondary and SSO admins when needed.
• Handles billing and renewals when also acting as the contract manager.
• Manages and controls Single Sign-On (SSO) access.

When You Need to Change the Primary Admin

You may need to change the primary admin in the following situations:

• The current primary admin has left the company.
• There is a change in business ownership or management.
• You want to transfer account control to another trusted user.
• Billing and subscription responsibilities need to be reassigned.
• The existing admin no longer manages daily operations.
• There is a need to improve account security or access control.

Important Points to Remember Before Changing the Primary Admin

Here are the key points to consider before changing the primary admin in QuickBooks Online:

• Only one primary admin is allowed in a team at a time.
• The same person can act as a primary admin in multiple teams.
• The primary admin role can be reassigned through the QuickBooks Online account.

How to Change Primary Admin in QuickBooks Online?

The primary admin controls user access to software and services. Changing the primary admin does not affect the subscription owner. The primary admin also manages payments, renewals, and receives all subscription emails, reminders, and invoices. Once a new primary admin is assigned, the previous primary admin is automatically moved to a secondary admin role.

Steps to Assign a New Primary Admin in QuickBooks Online

To transfer the primary administrator role, you need to log in as an Admin.

You can request the primary admin role when the current admin is no longer part of the organization. To assign this role to an existing user, follow these steps:

• Log in to QuickBooks Online using your user ID and password as the primary administrator.
• In case you face login issues, recover your user ID or reset your password.
• Go to the Settings ⚙ icon and click on it.
  Select Manage Users from the options.
• Find the user you want to assign as the primary administrator.
• Check whether the user is listed as an Administrator under the User Type section.
• When the user is not assigned as an Administrator, click Edit and update their role.
• Go to the Action column and click the dropdown arrow.
• Choose the Make Primary Admin option from the list.
• Confirm the selection by clicking Make Primary Administrator again.
• Click Exit after completing all the steps.

How to Replace the Primary Admin in QuickBooks Online?

To replace the primary admin, follow the steps below:

• Go to the Action column and click the drop-down arrow.
• Select Make Primary Admin from the drop-down menu.
• A confirmation window will appear, confirm the changes to proceed.
• Navigate to Settings and choose the Sign Out option.
• Sign out as the current Primary Admin.

The above steps help you update and change the primary admin in QuickBooks Online. In case you face any issue during the process, connect with Dancing Numbers experts via Live Chat for assistance.

Conclusion

Changing the primary admin in QuickBooks Online is a simple process when the correct steps are followed. The primary admin controls user access, manages subscriptions, and handles important account activities. Making sure the right person has this role helps maintain smooth business operations and secure account management. Always verify user roles, permissions, and account access before making any changes. When the process is completed correctly, the new primary admin can take full control without affecting existing data or subscriptions.

Frequently Asked Questions