How to change primary admin user in QuickBooks Online

In QuickBooks Online, the primary admin is the user with the highest level of access and control over the company’s financial data. The primary admin has the ability to create, manage, and delete user accounts, control company settings, and manage financial transactions.

When a company signs up for QuickBooks Online, the person who creates the account is automatically designated as the primary admin. The primary admin can also assign additional admin privileges to other users as needed. However, only the primary admin can change their own user type or transfer primary admin rights to another user.

To change the primary admin user in QuickBooks Online, you will need to follow these steps:

1. Log in to your QuickBooks Online account with your current admin credentials.
2. Go to the Gear icon in the upper right corner and select “Manage Users” from the drop-down menu.
3. Find the user you want to make the new primary admin and click on their name.
4. Under the “User Type” drop-down menu, select “Admin” and click “Save.”
5. Log out of your QuickBooks Online account.
6. Log back in using the new primary admin’s credentials.
7. Go to the “Manage Users” page again and remove the previous primary admin’s access.

Note: Only the current primary admin can change another user’s user type to “Admin.” If you are not the primary admin, you will need to ask the current primary admin to make the necessary changes.

What is the responsibility of the Primary admin?

The primary admin in QuickBooks Online has significant responsibilities, including:

1. Managing user access: The primary admin is responsible for creating, managing, and deleting user accounts. They need to ensure that each user has the appropriate level of access and permissions to perform their job duties.
2. Controlling company settings: The primary admin is responsible for managing the company settings, including the chart of accounts, payment information, and tax information.
3. Ensuring data security: The primary admin is responsible for maintaining data security, including setting up strong passwords, enabling two-factor authentication, and monitoring user activity to detect any potential security breaches.
4. Managing financial transactions: The primary admin is responsible for overseeing financial transactions in QuickBooks Online, including reconciling bank and credit card accounts, managing invoices and payments, and generating financial reports.
5. Troubleshooting issues: The primary admin is responsible for identifying and resolving any issues that may arise with QuickBooks Online. They need to have a deep understanding of the software and be able to troubleshoot technical problems effectively.

Overall, the primary admin plays a crucial role in managing the financial operations of a company and ensuring that QuickBooks Online is used effectively and securely.

Important point Remember before the change of primary admin

Before changing the primary admin in QuickBooks Online, it is important to remember the following points:

1. Only the current primary admin can transfer primary admin rights to another user. If you are not the current primary admin, you will need to ask them to make the necessary changes.
2. Before transferring primary admin rights, make sure that the new primary admin has the necessary skills and knowledge to manage the company’s financial data effectively. They should also have a good understanding of QuickBooks Online and be able to troubleshoot any issues that may arise.
3. It is important to ensure that all users have the appropriate level of access and permissions before transferring primary admin rights. This includes deleting any unnecessary user accounts and updating user roles as needed.
4. The current primary admin should also make sure that all financial data is up-to-date and accurate before transferring primary admin rights. This includes reconciling bank and credit card accounts, verifying invoice and payment data, and generating any necessary financial reports.
5. Finally, the current primary admin should ensure that they have access to any necessary financial data or reports before transferring primary admin rights. This will help to ensure a smooth transition of responsibilities.

The Benefits of primary admin user in QuickBooks Online

 The primary admin user in QuickBooks Online provides a number of benefits, including:

1. High-level access: As the user with the highest level of access, the primary admin has complete control over the company’s financial data. They can create, manage, and delete user accounts, control company settings, and manage financial transactions.
2. Increased security: The primary admin can help ensure that the company’s financial data is secure by creating strong passwords, enabling two-factor authentication, and monitoring user activity for any suspicious behavior.
3. Efficient management: With the ability to control user access and permissions, the primary admin can ensure that each user has the appropriate level of access to perform their job duties efficiently. This can help to streamline financial operations and reduce errors.
4. Effective troubleshooting: The primary admin has a deep understanding of QuickBooks Online and is able to troubleshoot any issues that may arise effectively. This can help to reduce downtime and ensure that financial operations continue to run smoothly.
5. Compliance management: The primary admin can ensure that the company is using QuickBooks Online in compliance with any relevant laws and regulations. They can also generate necessary financial reports for tax purposes and other compliance requirements. Learn More