Properly assigning and setting up the Administrator in QuickBooks is one of the most important steps in managing your accounting software. The Administrator (Admin) has full access to all features, data, and user permissions in QuickBooks. Whether you're using QuickBooks Desktop or QuickBooks Online, having a designated Admin ensures secure control over your financial operations.
In this guide, you’ll learn what an Administrator is in QuickBooks, why it matters, how to set it up in both versions, and what to do if you need to change or recover admin access. For professional assistance, contact our QuickBooks Support Team at +1-855-954-6208 or +1855.954.6208.
✅ What is an Administrator in QuickBooks?
In QuickBooks, an Administrator (often called the Master Admin) is a special user role that has complete access to all functions, settings, users, and data. This user can:
Add or remove other users
Set user permissions
Access all company file data
Perform data backups and updates
Set up payroll, taxes, and integrated apps
Only one Master Administrator is allowed per QuickBooks account or company file. Additional Admins can be added in QuickBooks Online as Company Admins with almost full rights.
❓ Why Is It Important to Set Up an Administrator?
Setting up an Admin ensures the security, accountability, and smooth management of your QuickBooks account. Without a designated Admin, your system could be exposed to the following risks:
Unauthorized changes to financial data
Lack of user accountability
Difficulty managing team permissions
Limited access to essential features
Inability to resolve errors or perform backups
Having a properly configured Administrator helps maintain data integrity, control, and compliance across your organization.
🛠️ How to Set Up Administrator in QuickBooks Desktop
Follow these detailed steps to assign or modify an Admin in QuickBooks Desktop (Pro, Premier, or Enterprise):
🔹 Step 1: Open QuickBooks as Current Admin
Launch QuickBooks Desktop.
Log in as the current Admin. If you're not sure who the Admin is, contact QuickBooks support at +1-855-954-6208.
🔹 Step 2: Go to User Setup
Click on Company > Set Up Users and Passwords > Set Up Users.
Enter your password if prompted.
🔹 Step 3: Add or Edit an Admin User
To Add a New Admin:
Click Add User.
Enter a username and password.
Assign Full Access to the user.
Complete the setup wizard.
To Change Admin Role:
Select the user you want to make Admin.
Click Edit User.
Choose Full Access, which designates Admin privileges.
Save and exit.
🔐 Tip: Always store Admin credentials in a secure place to avoid lockouts.
☁️ How to Set Up Administrator in QuickBooks Online
In QuickBooks Online, roles are managed differently, and you can have a Master Admin and multiple Company Admins.
🔹 Step 1: Log in as Master Admin
Sign in to QuickBooks Online using the Master Admin credentials.
🔹 Step 2: Open User Management
Click the Gear Icon (⚙️) > Manage Users.
You'll see a list of current users and their roles.
🔹 Step 3: Add a Company Admin
Click Add User.
Choose the role Company Admin.
Enter the user's name and email.
Send the invitation.
The user will need to accept the invitation via email to activate their Admin role.
🔹 Step 4: Transfer Master Admin (If Needed)
In Manage Users, find the new Admin's name.
Click the dropdown next to their name > Make Master Admin.
Confirm the change via email.
🔐 What If You Forgot the Administrator Password?
If you’ve lost or forgotten your Admin password, here’s how to recover it:
For QuickBooks Desktop:
Open the login window and click I forgot my password.
Enter the Admin email and license number.
Follow the prompts to reset your password.
If the email is inaccessible or unknown, contact support at +1-855-954-6208 or +1855.954.6208 for recovery help.
For QuickBooks Online:
Click Forgot my user ID or password.
Enter your email or phone number.
Follow the reset link sent to your email.
🧾 Additional Tips for Admin Setup
✅ Always use unique usernames to distinguish between users.
✅ Keep Admin credentials private and secure.
✅ Review user access monthly to ensure compliance and security.
✅ Assign limited roles to other users to prevent unauthorized access.
📞 QuickBooks Support – Get Expert Help
If you’re having trouble setting up, modifying, or recovering an Admin account in QuickBooks, our certified support team is ready to help. We assist with:
Administrator role assignment
Password resets
Access issues
Admin transfer requests
User permission configuration
📞 Call us now at +1-855-954-6208 or +1855.954.6208 for fast, expert help.
❓Frequently Asked Questions (FAQs)
Q1: Can I have multiple Administrators in QuickBooks?
A: In QuickBooks Desktop, only one Admin can exist. In QuickBooks Online, you can have one Master Admin and multiple Company Admins with nearly full access.
Q2: How do I find out who the current Administrator is?
A: In QuickBooks Desktop, log in and go to Company > Users. In QuickBooks Online, check under Gear Icon > Manage Users.
Q3: What’s the difference between Admin and Standard Users?
A: Admins have full control over all settings and data. Standard Users have limited access based on assigned permissions.
Q4: Can I remove the current Administrator?
A: You can’t remove the only Admin. You must first transfer Admin rights to another user, then remove the original Admin.
Q5: What should I do if the Admin has left the company?
A: If you can't access the Admin account, contact support at +1-855-954-6208 or +1855.954.6208 to request a secure Admin transfer.
🧩 Final Thoughts
Setting up the Administrator in QuickBooks is a foundational task that ensures secure, organized, and efficient financial management. Whether you’re a small business or a large enterprise, having the right Admin setup prevents access issues, protects sensitive data, and allows for proper delegation of tasks.
Take the time to assign Admins properly, review permissions regularly, and never share login details carelessly. And if you're stuck or need expert assistance, remember our QuickBooks Support Team is just a call away at +1-855-954-6208 or +1855.954.6208.