How to Change EIN in QuickBooks with Step by step guide

Last Updated on October 4, 2024

(EIN) Employer Identification Number, also known as Federal Employer Identification Number, is a unique 9-digit number allotted by the (IRS) Internal Revenue System for identification purposes to businesses operating in the United States. A user might want to change EIN in QuickBooks if the business entity has been changed or an incorrect EIN has been entered by mistake.

The following guide will help you change or edit the EIN in QuickBooks Desktop payroll. But if you are unwilling to undertake the steps by yourself or need help with other payroll-related issues, you can contact our QuickBooks support team at 1.855.738.2784 for immediate assistance. 

Important Points to Consider Before Changing the EIN in QuickBooks

As it is crucial to provide the IRS with the correct EIN, further in this article, we have listed detailed instructions to change the EIN, but before making any changes, ensure that –

1. You have an active subscription to QuickBooks Payroll; otherwise, reactivate your subscription status as follows –
   • Go to Employees, select My Payroll Service, then click Account/Billing Info and sign in using your Intuit Account login.
   • Under Status, choose Re-subscribe, and follow the on-screen steps to reactivate the QB payroll service.
2. You can also activate manual payroll from the Edit tab in QuickBooks Desktop to change the EIN.
3. To process payroll for all users under one subscription, the user must use the same registered copy of QBDT on the same PC.
4. QBDT payroll allows only one company data file per EIN; otherwise, it will give errors. 
5. The contact details and QB payroll admin should be the same for all companies under a single subscription.
6. If you use Direct Deposit to pay your employees, you can have several companies with direct debit on the same payroll subscription.
7. Each QBDT payroll service can add a limited number of companies to a single subscription, which depends on the company data files. 
8. Here is a list of the maximum number of EINs allowed as per the QB payroll service –
   • QuickBooks Desktop Payroll Basic, Standard, or Enhanced allows a maximum of 3 EINs.
   • QuickBooks Desktop Payroll Enhanced for Accountants allows a maximum of 50 EINs.
   • QuickBooks Desktop Payroll Assisted – Each EIN is charged separately, and there are discounts for multiple companies.

How to Change Employer Identification Number with the Internal Revenue System

Before changing your EIN with the IRS, it is important to know about it in detail. You can go through the PDF file (Employer Identification Number—Understanding your EIN) issued by the Internal Revenue System If the ownership of your business changes, then you might need to apply for a new EIN.

To change your EIN with the IRS, you can apply for an EIN via different modes, including online application, fax, mail, or through telephone. When applying for a new EIN, ensure that  Form SS-4 is filled out correctly and contains all the required information.

How to Change EIN in QuickBooks Desktop Payroll Service

You can update your EIN in QuickBooks Desktop payroll by following the steps below, depending on your payroll  service –

Note: If you don’t know your payroll service, open QBDT as a payroll admin and select Employees. Then, click Payroll Center and check the Subscription Status from the Payroll tab.

QuickBooks Desktop Payroll Assisted

If you use QuickBooks Desktop Payroll Assisted, follow the steps below to change the EIN –

Update your Company’s Legal Name

To update your company legal name, download the Assisted Legal Name Change form, fill in the information, print it, and upload your completed form or send it to accountmaintenance@intuit.com.

Update your Federal EIN

Now, you can update your EIN in QuickBooks Desktop Payroll Assisted in the following manner –

1. Download, fill out, and sign the Entity change packet, and prepare the supporting documents listed in it.
2. Now, email the completed packet along with the supporting documents to EntityChanges@intuit.com, and once the documents are received, you will be intimated via an email notification. The notification can take around 3-5 banking days.

QuickBooks Desktop Payroll Basic, Standard, or Enhanced

Implement the steps given below to update your EIN in QuickBooks Desktop Payroll Basic, Standard, or Enhanced versions –

Update your Company’s Legal Name

Firstly, you must update the company’s legal name by using the following steps –

1. Go to the Company tab, select My Company, and click the Edit icon.
2. Now, select Legal information, enter the new legal business name, and click OK.

Update Your Federal EIN

Now, update the Federal EIN in QBDT payroll by going through the following steps –

1. Go to the Company menu, select My Company, and open the Company Information window.
2. Select Edit, then from the left menu, click the Company Identification option.
3. Now, open the Federal Employer Identification No. Field, enter the new EIN, and click OK.

After the process ends, your EIN will be changed, and you can rerun the payroll service with the updated Employee Identification Number.

Conclusion

You can follow the steps provided in this blog to change the EIN in the QuickBooks Desktop payroll. However, if these steps don’t work and you are unable to update your EIN, you might need professional help. You can contact our QuickBooks expert team at 1.855.738.2784 to get immediate assistance with the EIN and other payroll issues. 

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Edward Martin

Edward Martin is a Technical Content Writer for our leading Accounting firm. He has over 10 years of experience in QuickBooks and Xero. He has also worked with Sage, FreshBooks, and many other software platforms. Edward’s passion for clarity, accuracy, and innovation is evident in his writing. He is well versed in how to simplify complex technical concepts and turn them into easy-to-understand content for our readers.