How to Reset QuickBooks Password: A Complete Step-by-Step Guide

Forgetting your QuickBooks password can interrupt important business activities, especially when you need to access financial records, manage payroll, create invoices, or review company transactions. Whether you use QuickBooks Online or QuickBooks Desktop, losing access to your account can be frustrating. Fortunately, Intuit provides several recovery options to help users regain access.

If you are wondering how to reset QuickBooks password, the process depends on the version you use and whether you need to change a regular user password, an Admin password, or your Intuit account credentials. This guide explains the different password recovery methods and troubleshooting steps to help you get back into QuickBooks.

Why Do You Need to Reset Your QuickBooks Password?

There are several situations where resetting your QuickBooks password becomes necessary. Some common reasons include:

• Forgotten Password: You cannot remember your existing password and are unable to sign in.
• Security Concerns: You suspect someone else may have accessed your QuickBooks account.
• Employee Changes: An employee leaves your organization, and you need to update their login credentials.
• Account Lockout: Multiple unsuccessful login attempts may prevent you from accessing your account.
• Login Problems: You experience authentication issues after updating QuickBooks or changing account details.

Identifying the reason for the problem can help you choose the correct password recovery method.

How to Reset QuickBooks Desktop Password?

QuickBooks Desktop has separate procedures for resetting regular user and Admin passwords. Follow the appropriate instructions below.

1. Reset a Regular QuickBooks User Password

If you can access QuickBooks using the Admin account, you can easily change another user's password.

1. Open QuickBooks Desktop on your computer.
2. Sign in using your Admin credentials.
3. Navigate to Company > Set Up Users and Passwords.
4. Select Set Up Users.
5. Enter the Admin password when prompted.
6. Choose the user whose password you want to change.
7. Click Edit User and enter the new password.
8. Select Next twice and click Finish.

The selected user can now access the company file using the updated password.

2. Reset the QuickBooks Admin Password

If you have forgotten your QuickBooks Admin password, you can use the built-in recovery option.

For QuickBooks Desktop 2020 and later:

1. Open QuickBooks Desktop and select your company file.
2. On the login screen, click I forgot my password.
3. Select the registered email address associated with your account.
4. Click Next to receive a verification token.
5. Open your registered email account and retrieve the token.
6. Enter the token in QuickBooks.
7. Follow the on-screen instructions to create a new Admin password.

If your email address is not listed, select the option to verify your identity using the alternative instructions provided by Intuit.

For QuickBooks Desktop 2019 and earlier, the recovery process may require your license number and registered business information, including your name, email address, phone number, and ZIP code.

3. Use the Automated Password Reset Tool

If the standard recovery process does not work, Intuit provides an Automated Password Reset Tool for supported older QuickBooks Desktop versions.

Important: This tool is not compatible with QuickBooks Desktop 2020 or newer.

To use it with a supported version:

1. Download the official Automated Password Reset Tool.
2. Enter your QuickBooks license number and registered business information.
3. Complete the verification process and obtain the email token.
4. Run the downloaded tool.
5. Select your QuickBooks Desktop version.
6. Browse and select the company file you want to access.
7. Enter the correct Admin username.
8. Create and confirm a temporary password.
9. Click Reset Password.

Open your company file and sign in using the new password. QuickBooks may ask you to change the temporary password again.

How to Reset QuickBooks Online Password?

QuickBooks Online uses your Intuit account credentials for signing in. Therefore, changing your Intuit password also updates the credentials used to access QuickBooks Online.

Follow these steps:

1. Visit the official Intuit sign-in page.
2. Select I forgot my user ID or password.
3. Enter your registered email address, phone number, or user ID.
4. Click Continue.
5. Choose an available identity verification method.
6. Check your email or phone for the verification code.
7. Enter the code and follow the instructions.
8. Create a new password and complete the recovery process.
9. Return to QuickBooks Online and sign in using your updated credentials.

If you cannot access your registered email address or phone number, follow the available identity verification process. You can also read our guide on Intuit Account Recovery for additional account recovery information.

How to Change Your QuickBooks Online Password?

If you can still access your account but want to update your existing password, follow these instructions:

1. Sign in to QuickBooks Online.
2. Select your profile icon.
3. Choose Manage your Intuit Account.
4. Open the Sign in & security section.
5. Locate the Password option.
6. Follow the instructions to change your existing password.
7. Save your changes and sign in again if required.

If you experience additional authentication or access problems, our guide on QuickBooks Online Login Problems can help you understand common sign-in issues.

What to Do If QuickBooks Password Reset Is Not Working?

Sometimes, the password recovery process does not work as expected. Here are some troubleshooting suggestions:

• Verify Your Account Information: Make sure your registered email address, phone number, license number, and other details are correct.
• Check Spam and Junk Folders: Verification emails may be filtered by your email provider.
• Request a New Verification Code: If your token has expired, restart the recovery process and use the latest code.
• Check Your Internet Connection: A stable connection is important when receiving verification messages and accessing Intuit services.
• Update Your Recovery Information: Make sure your registered contact details are current.
• Contact Intuit Support: If the recovery process continues to fail, contact official QuickBooks support for assistance.

Never share your password or verification token with anyone.

Tips to Keep Your QuickBooks Password Secure

After recovering your account, follow these security practices to prevent future login problems:

• Create a strong password using uppercase letters, lowercase letters, numbers, and symbols.
• Avoid reusing passwords from other websites or applications.
• Keep your registered email address and phone number updated.
• Enable additional authentication methods when available.
• Avoid sharing login credentials with employees or unauthorized users.
• Review user permissions regularly to maintain proper access control.

Conclusion

Resetting your QuickBooks password is straightforward when you follow the correct recovery procedure for your product. Whether you use QuickBooks Online or Desktop, Intuit offers different methods to recover forgotten Admin and user passwords. Always verify your account information, use the correct recovery option, and keep your login credentials secure. If you continue experiencing password recovery problems, contact official QuickBooks support for further assistance.

Frequently Asked Questions

How can I reset my QuickBooks password without knowing the old password?

You can use the I forgot my password option on the QuickBooks or Intuit sign-in screen. Complete the identity verification process and follow the instructions to create a new password.

How do I reset my QuickBooks Admin password without an email?

If you cannot access your registered email, select the alternative verification option available on the recovery screen. Follow Intuit's identity verification instructions to regain access.

Can I reset my QuickBooks password without losing company data?

Yes. Resetting your password changes your login credentials and does not delete your company file, transactions, or financial records.

Why am I not receiving my QuickBooks password reset email?

This can happen because of an incorrect registered email address, spam filtering, or email delivery delays. Check your spam and junk folders and verify that you are using the correct Intuit account.

How do I reset my QuickBooks Desktop password without the Admin password?

Use the I forgot my password option on the login screen. Complete the required identity verification steps for your QuickBooks Desktop version to reset the Admin password.

Can I reset my QuickBooks Online password using my phone number?

Yes. If your phone number is registered with your Intuit account and offered as a verification method, you can use it to receive a verification code and complete the password recovery process.

Is the QuickBooks Automated Password Reset Tool available for all versions?

No, the automated Password Reset Tool is not compatible with QuickBooks Desktop 2020 or newer. These versions have a built-in password recovery process.

What should I do if my QuickBooks password reset code is not working?

Request a new verification code and use the latest one received. Check that you are entering it correctly and that the recovery session has not expired. If the problem continues, restart the recovery process.