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Change Primary Contact in QuickBooks Desktop

In this blog we will talk about Change Primary Contact in QuickBooks Desktop. QB Desktop is a robust and reliable accounting software. It supports multiple users and allows you, as the admin, to access any files and perform various functions. You can customize permissions for other users to limit the actions they can perform. Limiting other users helps reduce errors and ensure your company’s data is secure.

Some tasks in QuickBooks desktop need Primary contact/admin access. You may be required to change the primary contact/admin in QuickBooks Desktop for several reasons. These reasons include;

  • The accountant is no longer providing his/her services to your business
  • The primary admin lost his/her logging details or credentials
  • You changed the accounting firm and many more reasons.

You can either contact the QuickBooks helpline and request to change your primary contact in QuickBooks desktop or change it by yourself following a proper procedure, in case the above reasons prompt you to.

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What is Primary Contact in QuickBooks Desktop?

The primary contact/admin is the highest level of admin access on the QuickBooks desktop. In QuickBooks Desktop, you may handle two admin roles for the management of your account. These are;

  • Primary admin/contact – This role allows you to add or delete users, edit the roles of users, give secondary admin responsibility to users, and transfer the primary admin role to another user.
  • Secondary admin/contact – This role allows you to add or remove users, change the roles of users, and give secondary admin roles to users.

The primary contact/admin has important responsibilities of managing the roles of the users, their permissions, and the levels of access within your account. This plays a crucial part in safeguarding the security and integrity of sensitive business information that is recorded on QuickBooks desktop. This allows for the smooth functioning of your business’s financial management system.

How to change the Primary contact in QuickBooks desktop?

You are required to have access to the current primary admin’s username and password to be able to change the primary contact in QuickBooks desktop. You can follow the steps below to change the primary contact in QuickBooks desktop;

  • Start your QuickBooks desktop and then click on the ‘company’ file that you want to change its primary admin.
  • Now key in the current primary admin’s username and password, and then click ‘OK.’
  • Select ‘Users’ from the company menu.
  • Next, set up users and roles. The manage users window will open, and you will be able to see all users and roles that have access to the files on your QuickBooks desktop.
  • Click on the ‘Users’ tab in the manage users’ window
  • Then select the user you desire to make the new primary admin from the list
  • Click on ‘New’ to add the users who are not on the list already
  • Now click on ‘Edit’ to access the Edit user window.
  • Click on ‘Admin’ from the ‘Role’ drop-down menu, and Click on ‘OK’ to save the changes and then close the edit user window.
  • A confirmation message will appear; click ‘OK’ again and close the Manage user window.
  • Finally, log out of QuickBooks Desktop by clicking on ‘File’ and then tap on ‘Close Company/Log Off.’

You have now changed the primary admin role in QuickBooks desktop. When you open your file next time, you will be required to enter the new primary admin’s username and password. You can change the primary admin back or change it to another user using the steps above.

Procedure to transfer the primary admin role in QuickBooks Desktop

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You can utilize QuickBooks desktop user management to give the primary contact role to a different user. Follow the steps below to do so;

  • Open your QuickBooks desktop account
  • Navigate to the ‘Users’ menu under the company section and select the Inuit Account User Management.
  • Then select the business file you wish to transfer, and then click on ‘Continue.’
  • Pick the current primary admin from the ‘Users’ tab
  • Then select ‘Change primary admin’ from the ‘Action’ column and choose the user you wish to give the primary admin role to from the drop-down menu. If the user is not on the list, add them to the account.
  • Click the box to confirm that you will take over as the secondary admin and select ‘Verify.’
  • Key in your Inuit account details to log in
  • Click on ‘OK’ to accept the invitation and ask the new primary admin to go to their inbox and accept the invitation before they can log in.

The user will take over as the primary admin after they accept the invitation, thus making you the secondary admin.

Removing primary contact from QuickBooks desktop?

QuickBooks desktop enables you to remove the primary admin within your account. This requires specific steps to revoke the highest admin level of authority from a user. To remove a user from the primary admin role, follow the steps below;

  • Log in to your QuickBooks desktop application as a primary contact
  • Navigate to the ‘Settings’ menu and choose ‘Manage Users.’
  • Select the current primary admin, tap on his/her profile, and then click on ‘Edit.’
  • Next, choose the ‘Remove as admin’ and confirm the action when you are prompted to, and the user will not have admin privileges anymore.

By confirming the changes you just made, you will minimize potential errors and rectify them promptly. It also ensures efficient management of permissions and access. It also aids you in maintaining the integrity of the users within QuickBooks desktop.


This process ensures that your financial records remain up to date and that your information is accurate when making decisions in your business. Accuracy in your data is important for tax filing, financial reporting, and maintaining the integrity of your financial transactions. By following the proper procedure diligently, you can uphold the integration and precision of your QuickBooks desktop records. Changing your primary admin in QuickBooks desktop is a wonderful way to keep your organization secure.

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