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Giving Admin Rights in QuickBooks – Add, Change or Delete User Roles

Excerpt:

This article provides a comprehensive guide on managing user roles and admin rights in QuickBooks. It details how to add, change, or revoke admin access for users in both QuickBooks Desktop and Online, helping you control who can access sensitive company data and perform administrative tasks. The guide also explains the differences between primary and company admins, ensuring efficient user management for businesses. It is designed to help QuickBooks users…

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QuickBooks employs a mandatory, singular Primary Admin role that functions as the account owner, possessing exclusive control over billing, subscriptions, and the authority to transfer the admin role. This foundational administrative role is distinct from the optional Company Admin role, which provides full operational access but cannot modify the Primary Admin’s permissions.

The content comprehensively covers the procedures for managing these roles across QuickBooks Desktop (QBD) and QuickBooks Online (QBO), detailing essential tasks such as adding new users, transferring the Primary Admin role (which requires the new user to accept an email invitation), and the necessary steps for submitting a formal Primary Admin Change Request to Intuit when the current admin is unavailable.

Furthermore, the instructions emphasize that multi-user functionality in QBD depends heavily on granting the QuickBooks Database Service User appropriate Windows administrator permissions, a critical step beyond simply assigning the QuickBooks role. These actions, alongside all user role modifications, are tracked permanently in the Audit Log for full accountability.

Highlights (Key Facts & Solutions)

  • Primary Admin is mandatory and singular, holding exclusive rights over billing, subscription management, and user removal; they are the only user who can initiate the transfer of the Primary Admin role.
  • Company Admin is an optional secondary high-level user with full operational access but is restricted from modifying or revoking the Primary Admin’s access.
  • Primary Admin Removal: The role cannot be removed without first being transferred; if the admin is unavailable, a formal Primary Admin Change Request (P.A.C.R.) must be submitted to Intuit Account Protection.
  • QBD Multi-User Fix: Functionality often fails due to Windows security permissions; it is necessary to grant Windows administrator rights to the QBDataServiceUserXX (QuickBooks Database Service User) on the host server.
  • User Limits: The inability to add new users in QBO is typically due to exceeding the billable user limit dictated by the subscription tier (e.g., Plus allows 5 billable users), requiring an upgrade or deletion of an existing user.
  • Role Acceptance: The transfer of the Primary Admin role is only complete once the new admin accepts the invitation via the email link sent to their Intuit Account.
  • Password Change: The Primary Admin cannot directly set a new password for another user but can initiate a password reset link sent to the user’s registered email address for security.
  • Audit Log: All changes to user roles, permissions, and profile details are permanently recorded in the Audit Log (or Audit Trail in QBD) for detailed tracking and accountability.

Admins Types in QuickBooks 

There are two admins in QuickBooks:

  • Primary Admin: The primary Admin is a main admin-level user who can access every corner of the QuickBooks account. Every QuickBooks account must have a primary admin, which needs to be created when setting up your business account. They are allowed to manage all users or other admin tasks and also have unrestricted access to all data or tools. Being a primary admin, you can run reports, view balances, pay bills, and even create or remove other users.
  • Company Admin: The company admin is a secondary user who has the same rights or access as primary admins, such as running reports, viewing balances, and paying bills, except for editing or removing the primary Admin’s access. Company admins are simply optional users covered under the primary Admin.

Note: Primary admin and company admin are both billable roles, i.e., they are counted towards the user limit.

Difference between Primary Admin and Company Admin

The primary and company Admin look alike as they are both able to perform many of the similar processes, but they aren’t. The primary Admin is required for each QuickBooks account, and you can’t set up Quickbooks for your business without creating a primary admin. Most importantly, you can only create a single primary admin for your business account. Quickbooks accounts are not compatible with multiple primary admins. 

Whereas the Company admins are optional, which means you’re not bound to create Company admins when setting up your business Quickbooks account. They have a slightly lower level of permissions than primary admins. For example, company admins can’t remove the primary admins associated with their Quickbooks account. They can add or remove other users, like standard users, but can’t edit or remove the primary Admin.

Admin access in QuickBooks Desktop

Giving Admin Rights to Existing Users

You can easily transfer the primary admin role in QuickBooks. If the new admin is already a QuickBooks user, simply assign the role to them. If they’re not yet a user, add them as a new user first, then transfer the primary admin role to them.

Perform the following steps to provide admin rights to existing users:

  1. Open QuickBooks Desktop in the first place and then log in using your admin details.
  2. Now, go to the company menu on the top menu bar.
  3. Click on Users and then select Set up Users and Roles.
Admin access in QuickBooks Desktop, step-1
  1. Under the User list, select the User to whom you want to give admin rights. 
  2. After this, hit the user name to highlight it. 
  3. Search for the Role column and choose Admin from the dropdown menu next to the user name. 
  4. Moving ahead, press the Edit User button if you want to adjust or modify the user rights and permissions. 
  5. Select the Set up Users option to configure or change the password. 

Note: Ensure that you’ve created a unique and strong password for the admin user. 

Admin access in QuickBooks Desktop, step-2
  1. Once done, review the changes and press OK or Save to confirm and apply the new admin rights. 
  2. In the end, restart the QuickBooks application using the correct admin credentials. 

Remember: We recommend you always keep your passwords secure and review or update user permissions at regular intervals so you can maintain efficiency with your accounting software. 

Add Users and Give Them Admin Rights in QuickBooks

  1. Open the QuickBooks application in your system and log in with your admin credentials. 

Note: Only an admin can add new users and modify their roles. 

  1. Now, go to the Company menu in the top menu bar and then click on Users.
  2. On the next window, select Set up Users and Roles.
  3. After this, choose the Add User option to add a new user. 
  4. Enter the required information for the new User, including their name and email address.
    (Note: Special characters aren’t allowed other than a period on the user’s name. For the email field, you can use a period and the @ character.)

Note: Make sure the password meets the security standards.

  1. When you’re done, click on Admin from the dropdown menu under the Role column.
  2. Press the Next button to set permissions for the new User. 
  3. Next, you need to check the information entered and then hit the Finish tab. 
  4. Then, press Save to confirm and create a new user. 

Note: If you haven’t set a password yet, select Set up Users to configure it immediately. 

  1. At last, restart the QuickBooks software to verify the admin rights and their Role in the User List. 

Revoking admin rights or removing admin access in QuickBooks

To Remove admin rights, follow the steps below:

  1. Open the QuickBooks Desktop application on your system. 
  2. After this, log in using the admin credentials. 

Note: Only an admin can make changes to user access.

  1. Navigate to the Company menu on the top menu bar.
  2. After this, click on Users, then select Set up Users and Roles.
  3. Identify and choose the User for whom you want to revoke admin privileges. 
  4. Hit the User name to highlight it. 
  5. Under the Role column, click the dropdown menu and select Standard User, not Admin. 
  6. Once done, press the Edit User button to review and adjust the User’s permissions as required. 

Note: Make sure that the User has proper access to all the accounting features without admin rights. 

  1. If necessary, click on Set up Users to configure, change, or update your password. 
  2. When everything is set, see the changes you’ve made, including role and permission adjustments, then press the OK button. 
  3. To finish, log out and log in back to QuickBooks and check if the user no longer has admin access.

Create Windows users and give them admin access in Multi-User Mode in QuickBooks

You are recommended to log in to Windows as a user with administrator rights if you run QuickBooks Desktop in a multi-user environment. This allows you to change things like your firewall settings and folder permissions. You also need to give permissions or admin rights to programs like Database Server Manager. Let’s create a Windows user using admin rights so you can set up programs and configure Windows settings. 

Step 1: Add a Windows User With administrator Rights

Here are the steps from Microsoft to create Windows users and give them admin rights:

For Windows 10/11:

Create a local user account

  1. Hover over the Start menu and choose Settings, then Accounts.
  2. Now, choose the Family & Other Users option.

Note: In some versions of Windows, you’ve to click on Other users.

  1. Select Add someone else to this PC.
Create Windows users and give them admin access in Multi-User Mode in QuickBooks, step-1
  1. After this, click on I don’t have this person’s sign-in information, and select Add a user without a Microsoft account on the next page.
  2. Type a username, password, or password hint—or choose security questions—and then press the Next button. 

Change a local user account to an Administrator Account

  1. Go to the Start menu and then click on Settings > Accounts.
  2. Choose the account owner name (you will see the Local Account window below the name) under Family & Other Users, then select the option Change account type.

Note: If you choose an account that displays an email address or doesn’t say Local account, then you have to give administrator permissions to a Microsoft account, not a local account.

  1. After this, select Administrator in the Account type and then press OK.
  2. Lastly, log in with the new administrator account.

For Windows Small Business Server 2011 and 2008 R2

  1. Navigate to the Windows Start menu.
  2. Next, choose All Programs. Open Windows Small Business Server and then select Windows SBS Console.
  3. Click on Users and Groups. Then, hit the Add a new user account tab.
  4. Fill out the user info, then do follow the Add a New User Account wizard.
  5. Once done, give the new user administrator rights and press Finish. 

Step 2: Give admin access to QuickBooks programs

Some programs need admin rights to work on multi-user networks. For example, QuickBooks automatically creates a new Windows user when you install QuickBooks database server manager. You are just required to give this user admin rights so that it can run easily on your network. Go through the steps below to give admin rights to QB programs. 

  1. Initially, close the QuickBooks Desktop application. 
  2. Now, go to the Windows Start menu.
  3. Search and open the Control Panel and then choose User Accounts.
  4. After this, locate the QBDataServiceUserXX for your QuickBooks Desktop version. Look for QBDataServiceUser30 for QuickBooks Desktop 2020 and look for QBDataServiceUser29 for the 2019 version. The number goes down for each version.
  5. Select Change the account type and then hit Administrator. Later, click on Change Account Type.
  6. Press Apply to save your changes.
  7. Re-perform the same steps for each QuickBooks Database Server Manager version in use.

Change the primary admin user in QuickBooks Online or transfer the primary Admin to QuickBooks

If you’re a primary admin, you can simply transfer the primary admin role to an existing QB user, or if the person is not a QuickBooks user yet, you can change the primary Admin or also add them as a new user. Later, transfer the primary admin role to them once they’re added successfully.

You are recommended to log in as the primary Admin to transfer/change the primary admin role. You can send a request to be the primary Admin in case the current primary Admin is no longer with the company.

Here’s how to transfer/change the Role to an existing user:

Note: Being an accountant, you need to be the primary Admin of your business to change the primary admin role in a client’s account.

To make a primary Admin, go through the following steps:

  1. Firstly, log in to QuickBooks Online as the current primary admin. If you are unable to sign in, recover your user ID or password.
  2. Now, go to the Settings menu.
  3. Select Manage Users and then locate the User you wish to make the primary Admin. 
  4. After this, make sure they are selected as Admin under the User Type column. If they aren’t, hit the Edit icon to change their Role to Admin.
  5. Choose the small arrow in the Action column. Then, click on the Make primary admin option.
  6. Once done, select Make Primary Admin again to confirm the change.
  7. At last, sign out from QuickBooks.

To change primary Admin, perform the steps below: 

  1. Sign in to QuickBooks Online as the current primary Admin. If you are not able to sign in, you can recover your login credentials.
  2. Now, click on the Settings menu. 
  3. Choose to Manage users.
  4. After this, locate the User you want to make the primary Admin.
  5. Under the User Type column, check that they are listed as Admin. If they’re not, click on Edit to change their Role to Admin.
  6. Select the ellipsis icon in the Action column. Then, choose the Change primary admin option.
  7. Once done, click on Change Primary Admin again to confirm the change.
  8. Finally, sign out from the QuickBooks application.

When the users are notified of the invitation email, they are prompted to click on the link and accept the Invitation to be the primary Admin.

Add users and give them admin rights in QuickBooks Online

When you add users, this will help with different business operations and bookkeeping tasks. You can customize each role, give individual permissions, and also allow your accountant access to your company’s books.

Note: 

  • Only users having the right permissions can manage user profiles in QuickBooks Online. 
  • User roles are either billable or non-billable. Billable users count toward your user limit, while non-billable users don’t. 

Add a New user

When you add a user, your subscription plan determines how many users you can add. Some certain roles don’t count toward your user limit, like Reports or Time tracking only.

  1. For this, click on the Settings menu and then select Manage Users.
  2. Now, choose Add User, then type the User’s name and email address.
  3. Hit the Roles dropdown and then select the Role you’d like to assign to the User.
  4. After this, review the features this Role gives access to. You can expand each section.
  5. Choose the Account management settings you wish to manage (if applicable for the selected Role). Note: If you click on View all permissions, you’ll be able to check the list of features the User will not have access to.
  6. Press the Send invitation icon.

Once done, new users receive an invite notification to join the company. Ask them to select the Let’s go! link in the email to accept the invite. From here, they can create a new Intuit Account or login if they already have one.

Giving admin rights to the users

  1. Firstly, open QuickBooks and go to the Manage users.
Create Windows users and give them admin access in Multi-User Mode in QuickBooks, step-2
  1. This will direct you to the window where you have to click on Add User.
Create Windows users and give them admin access in Multi-User Mode in QuickBooks
  1. Now, you’re required to fill in personal details such as first name, last name, and email.
Create Windows users and give them admin access in Multi-User Mode in QuickBooks, step-3
  1. After this, select the Role from the dropdown menu and then click on Send Invitation.
Create Windows users and give them admin access in Multi-User Mode in QuickBooks, step-4
  1. Once done, hit the OK tab to save the changes and restart your QuickBooks application. 

Delete a user

Note: After deleting a user, you can still view their history in the audit log. 

  1. Navigate to Settings and then select Manage Users.
  2. Choose the ellipsis icon on the User you’d like to delete, then click on the Delete option.
  3. When you’re ready, hit Delete user from the pop-up window to confirm.

How to Add Users in QuickBooks Desktop?

Managing user access in QuickBooks is essential for smooth collaboration and security. Whether you’re using QuickBooks Desktop, adding users allows you to assign roles, set permissions, and control access levels. Here’s a simple guide to help you add users effortlessly.

Adding Users in QuickBooks Desktop

  1. Sign in as Admin – Open QuickBooks Desktop with administrator privileges.
  2. Navigate to Users – Go to Company > Set Up Users and Roles.
  3. Click “Add User” – Enter a username and password for the new user.
  4. Assign Roles & Permissions – Select predefined roles or create custom permissions.
  5. Save & Confirm – Click OK to finalize the setup.

For QuickBooks Desktop Enterprise, you can further customize access using the Advanced User Permissions feature.

Final Tips

  • If you’re adding an accountant, use the Accountant’s Copy feature or send an invite under Manage Users.
  • To remove or modify user roles, go to the same settings and make necessary changes.
  • If a user forgets their login, the admin can reset their password from the user management section.

Now you’re all set! Adding users in QuickBooks ensures secure and efficient teamwork.

How to Transfer the Primary Admin Role to Another User in QuickBooks?

If you need to transfer the Primary Admin role in QuickBooks Online or Desktop to another user, follow these steps to ensure a smooth transition. The Primary Admin has the highest level of control over the account, so transferring this role is crucial when changing business ownership or account management.

Steps to Transfer the Primary Admin Role in QuickBooks Online

  1. Log in as the Current Primary Admin – Only the current Primary Admin can initiate the transfer.
  2. Go to the Manage Users Section – Navigate to Settings ⚙️ > Manage Users in QuickBooks Online.
  3. Select the User to Assign as Primary Admin – Find the user who will take over the role or invite a new user if needed.
  4. Click on “Change Primary Admin” – Follow the on-screen instructions to send the transfer request to the new admin.
  5. New Admin Accepts the Role – The new user will receive an email to accept the role. They must log in and confirm the change.

Steps to Transfer the Primary Admin Role in QuickBooks Desktop

  1. Sign in as the Current Primary Admin in QuickBooks Desktop.
  2. Go to the Company Menu – Select Users > Set Up Users and Roles.
  3. Add or Select a New Admin – If the new admin is not listed, create a new user and assign them Admin Rights.
  4. Grant Admin Access – Assign full admin permissions to the new user.
  5. Deactivate the Old Admin (If Needed) – If the original admin is leaving, remove their access to maintain security.

Important Notes:

  • If the current Primary Admin is unavailable, you may need to submit a Primary Admin Change Request to QuickBooks Support.
  • Ensure the new admin has full access to company data before completing the transfer.
  • The previous admin can still be a user but will no longer have Primary Admin privileges.

By following these steps, you can easily transfer admin rights and ensure smooth business operations.

How to Remove a Primary Admin from QuickBooks?

The Primary Admin in QuickBooks holds the highest level of access and control over the account. If you need to transfer or remove the Primary Admin, follow these steps based on your QuickBooks version.

For QuickBooks Online (QBO):

  1. Sign in as the current Primary Admin.
  2. Go to Settings ⚙️ > Manage Users.
  3. Find the user you want to transfer the role to.
  4. Click Edit and assign them as the new Primary Admin.
  5. Confirm the change and follow the on-screen instructions.

Note: Only the current Primary Admin can transfer the role. If you can’t access the account, you’ll need to submit a Primary Admin Change Request to QuickBooks Support.

For QuickBooks Desktop:

  1. Open QuickBooks Desktop as the Admin user.
  2. Navigate to Company > Set Up Users and Passwords > Set Up Users.
  3. Select the new user and grant Admin rights.
  4. Log in as the new admin, then remove or change the old admin’s role.

Important: QuickBooks Desktop does not allow direct removal of the Primary Admin. Instead, you can change the role or create a new admin user.

How to Change the Primary Admin Email in QuickBooks

If you need to update the primary admin email in QuickBooks, follow these simple steps to ensure uninterrupted access to your account.

Steps to Change the Primary Admin Email in QuickBooks Online:

  1. Sign in to QuickBooks Online as the current primary admin.
  2. Click on the Gear icon ⚙️ and go to Manage Users.
  3. Find the Primary Admin and click Change primary admin.
  4. Enter the new admin’s email and follow the on-screen steps.
  5. The new admin will receive an email invitation—they must accept it to complete the transfer.

Steps for QuickBooks Desktop:

  1. Log in as the Admin in QuickBooks Desktop.
  2. Go to Company > Users > Set Up Users and Roles.
  3. Choose the user who will be the new admin and assign the Admin role.
  4. Update the Intuit Account email under Company > My Company.
  5. Verify the change with a confirmation email.

Troubleshooting & Tips:

  • If you don’t have access, you may need to submit a Primary Admin request through QuickBooks Support.
  • Make sure the new email is active and can receive verification emails.
  • After the update, the new admin should verify their Intuit account settings to avoid login issues.

By following these steps, you can easily change the primary admin email and keep your QuickBooks account secure and accessible.

FAQ

What is the key difference between a Primary Admin and a Company Admin in QuickBooks, and why does it matter?

The core distinction is the level of ultimate account control and user management authority. While both are high-level roles with extensive access to financial data, only the Primary Admin is essential for account setup and can manage all other administrative roles.

  • Primary Admin (Owner):
    • Mandatory for every QuickBooks account setup.
    • Has exclusive rights over billing, subscription changes, and account recovery.
    • Can transfer their role to another user.
    • Is the only user who can edit or remove the Company Admin’s access.
  • Company Admin (Secondary):
    • An optional role; an account can have multiple Company Admins.
    • Has full access to virtually all operational parts of the account (reports, transactions, payroll).
    • Cannot modify or revoke the permissions of the Primary Admin.

Why it Matters: This hierarchy ensures that a single point of authority exists for security, legal, and financial ownership control, preventing secondary users from accidentally or maliciously locking out the account owner.

Can I remove the Primary Admin from my QuickBooks account?

You cannot directly remove the Primary Admin’s user profile until the role is first transferred to another authorized user. The QuickBooks system requires one person to always hold the Primary Admin role.

  • Standard Transfer (When the Primary Admin is available): The current Primary Admin must sign in, navigate to Manage Users (in QBO) or Intuit Account User Management (in QBD), and officially transfer the role to an existing Company Admin or a newly added user.
  • Non-Standard Transfer (When the Primary Admin is unavailable): If the current Primary Admin is no longer with the company, or if they cannot access their login credentials, you must submit a formal Primary Admin Change Request (P.A.C.R.) to the Intuit Account Protection Team. This process requires submitting legal documentation to prove business ownership before Intuit will change the role.

I added a new user in QuickBooks Desktop and assigned the Admin role, but they still cannot access all features. What is wrong?

This common issue in multi-user QuickBooks Desktop environments is usually caused by Windows security permissions conflicting with the database service, not the QuickBooks user role itself.

  • Check Windows Admin Rights for the User: The Windows user account they log in with on their computer should ideally have Windows administrator rights if they are operating as a QuickBooks Admin, especially if they are on the host/server machine.
  • Verify Database Server Manager Rights: The core problem often lies with the QuickBooks database service user, known as QBDataServiceUserXX (where XX corresponds to your QuickBooks year). This service user, which manages file access, must be granted Windows administrator permissions on the server computer hosting the company file to function correctly across the network.
  • Firewall Configuration: Ensure that the Windows Firewall on the host computer is configured to allow inbound/outbound communication for the QuickBooks program files and the Database Server Manager service.

Why am I unable to add new users even though I am the Primary Admin in QuickBooks Online?

If the Primary Admin cannot add a new user, the account has reached its subscription usage limit for billable users.

QuickBooks Online subscription tiers have strict maximums for billable users:

  • Simple Start: 1 Billable User
  • Essentials: 3 Billable Users
  • Plus: 5 Billable Users
  • Advanced: 25 Billable Users

Solution: You must either delete an existing billable user or upgrade your QuickBooks Online subscription to a tier that supports a higher number of billable users.

Non-billable Users: Note that certain roles, such as View company reports only and Track time only users (available in Plus and Advanced), typically do not count toward the billable user limit.

As the Primary Admin, can I change another user’s password in QuickBooks Online?

The Primary Admin cannot directly type in a new password for another user due to strict Intuit Account security protocols. Instead, the Primary Admin can only initiate a password reset process for the user’s Intuit Account.

  • Process: The Primary Admin would typically navigate to Settings ⚙ > Manage Users and use the actions column next to the specific user. This action triggers an automated process that sends a secure password reset link or verification code to the user’s email address or phone number on file.
  • Security Principle: This method ensures that the user maintains ownership of their credentials, and the Primary Admin never has visibility of the user’s actual password.

I’m transferring the Primary Admin role in QuickBooks Online. What must the new admin do to finalize the change?

The transfer initiated by the old Primary Admin remains pending until the newly designated admin completes the acceptance process.

  • Invitation: The user will receive an email notification with an invitation to accept the new role.
  • Acceptance: The new admin must click the link within that email and sign in to their existing Intuit Account, or be prompted to create one.
  • Confirmation: Upon logging in and confirming the acceptance, the role transfer is finalized.
  • Result: The new user officially becomes the Primary Admin, and the original Primary Admin is automatically demoted to a Company Admin role (or the highest standard admin role available).

What information is recorded in the Audit Log when I make changes to a user’s role or permissions?

The QuickBooks Online Audit Log (and the QuickBooks Desktop Audit Trail) provides a timestamped, unalterable record that ensures accountability and compliance for all user activity, including administrative changes.

  • Recorded Details for User Changes:
    • Date and Time of the change.
    • The User who performed the administrative action (e.g., “Primary Admin”).
    • The User whose profile or role was affected.
    • The Event Type (e.g., “User added,” “User deleted,” “User role changed”).
    • The Details of the change, specifically recording the alteration of the user’s role or permissions (e.g., “Changed role from Standard User to Admin”).

Benefit: The Audit Log is essential for investigations, tax audits, and maintaining internal controls, allowing an administrator to definitively confirm who made a high-level security change and when.

Disclaimer: The information outlined above for “Giving Admin Rights in QuickBooks – Add, Change or Delete User Roles” is applicable to all supported versions, including QuickBooks Desktop Pro, Premier, Accountant, and Enterprise. It is designed to work with operating systems such as Windows 7, 10, and 11, as well as macOS.