podcast Intuit Login Best Practices: Logins, Emails, and MFAs (Oh My)
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[00:00:00]
Introduction and Casual Conversations
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Dan DeLong: Oh, welcome to another workshop Wednesdays where it's casual conversations for serious workflows brought to you by schoolbookkeeping. com where you can keep learning QuickBooks your way. There we go. How fancy. Oh, I am exhausted. I am sorry Rachel, for [00:01:00] lost. You've only
Super Bowl Experience and Travel Stories
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Rachel D: been driving cross country and you just went to the Super Bowl where yes, presumably screamed and out of joy because your team won.
Dan DeLong: Yes. Yay, eagles.
Rachel D: Yeah. Go eagles! I was rooting for the eagles.
Dan DeLong: Good for you. But yeah, we started our trek from Seattle, the Seattle area, and to ultimately ending up in Florida, and so by the map, it's 4, 000 miles, by the way, how we were going started mid, January making our way making our way there.
And as fortune or timing would have it, we were, happened to be going by the, new Orleans area last weekend. Things turned up the way they did, and I was able to go to the. [00:02:00] We were able to go to the, Superbowl. So check that off the bucket list.
Rachel D: Yeah. The universe rewarded you.
That's cool.
Dan DeLong: Going to suit, going to the Superbowl at face value. Yeah, so it wasn't like we had to, buy the 25, 000 tickets.
Rachel D: And your team won. That's, really incredible that I was rooting for the lions. Unfortunately they made it far, but they didn't quite couldn't be, I think the commanders.
Yeah, the
Dan DeLong: commanders got the better of them the week before they would have faced the the Eagles in the NFC championship. So that would have been an interesting dynamic, especially since my son was all about the Detroit this year.
Rachel D: Oh yeah, he knows what's up.
Dan DeLong: Thank you, Jamie. She says, go birds.
Rachel D: Yes, and I'm so glad Jamie's here because Jamie, this topic. This
Dan DeLong: topic is for you.
Rachel D: Yes. [00:03:00]
QuickBooks Enterprise Pricing Updates
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Dan DeLong: Before we get into the topic of the day, which is all about the Intuit logins and managing those things. We did want to talk about a little bit about some news news to update you on, and that is all.
And it seems like anytime we talk about Intuit or QuickBooks news, we're talking about pricing. So, that's what we're going to talk about is the new pricing for QuickBooks Enterprise. I did create a blog so that's available there. Oh my God. They. Your code for that, where it, no, it's
Rachel D: oh boy.
And I have to ask, oh, you're saying you're, you just answered my question, desktop and desktop
Dan DeLong: enterprise. Cause we have no idea what the Intuit enterprise costs actually is because that's a negotiation back and forth, multi touch type of, [00:04:00] subscription. So with QuickBooks desktop enterprise there is some.
Pricing updates now traditionally they have a pricing increase every year and it's normally around five percent year over year so This year a little bit different. So The enterprise silver gold and platinum there is a fifteen percent increase for seats one through five. So I want to make sure that we're clear when you purchase an enterprise subscription, a QuickBooks desktop enterprise subscription.
I have to be a very specific now when we're talking about that, you purchase a multi user license, meaning the number of maximum concurrent users that can access a company file at any given time, right? So when this says there's a 15 percent bump for seats, one through five. That's if you have a subscription that has [00:05:00] one through five seats.
Doesn't mean that there is a different subscription cost for seats six through thirty. It just means that if you have a nine user license. you are going to see a 20 percent increase year over year for your desktop subscription. Now Enterprise Diamond is only getting only, I say only,
intro (3): a
Dan DeLong: flat 15 percent increase for across the whole board there.
If you have a high usage multi user license for any of the precious metals, silver, gold, or platinum you're going to see a 20%. Year over year. Now, when do you see that increase? That on your next annual renewal date, even if you're paying monthly. So these these taxes went into into effect, February 1st, but if you purchased Your enterprise subscription in [00:06:00] January.
You're not going to see that increase until the following January. So January 2026. These, because you purchase an annual subscription, even if you're paying monthly,
Rachel D: so they're not going to charge you back for the prior February through December for, it'll just be for, cause you bill ahead, right?
You bill. If I'm paying now, it'll be for the next year.
Dan DeLong: Exactly. Yeah, you won't see your increase until that anniversary of your annual subscription. There is also, and we talked about this a little bit before that there is the, per employee and multi company changes to the terms and conditions, but there's no details about what those changes actually are.
You just have to accept the terms so that if there is a change to the per employee cost or the [00:07:00] multi company cost, they'll notify you. So that's that.
Rachel D: That's what you were talking about on the power hour the other day.
Dan DeLong: Yeah. Now all of this is, Encouragement.
Switching from QuickBooks Desktop to Online
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Dan DeLong: I think, what they're trying to do is, use pricing to to shake loose people who are sticking in desktop that don't necessarily need to be, right?
And they're using pricing as a way to make people uncomfortable enough to evaluate if QuickBooks Online is a viable option. And we're here to help here at School of Bookkeeping. If you feel that hey, now's the time to switch to, from QuickBooks Desktop to, to to QuickBooks Online, we have a bundle with School of Bookkeeping where you get our tutorials and elite membership in, School of Bookkeeping.
You can ask questions. And if you get the advanced subscription bundle [00:08:00] we'll do the movement for you. You can send us the file and We'll move your data into QuickBooks online. You'll have the quick answers so that you can ask those post conversion questions and we'll help you on your way.
And you never have to talk to Intuit if you don't want to.
Rachel D: And if you're doing something like e commerce or any of those things where you need additional help to, I know Dan, you recently set up some of those courses. So there's all kinds of help available.
Dan DeLong: But I have seen a lot of people being oversold enterprise.
So this will certainly wake them up, to say, Hey I'm not using half of these things. If you're, using the advanced inventory and payroll inside of your QuickBooks desktop, by all means stay there, and it's probably going to, you're going to. [00:09:00] When you, do that cost analysis of, is this worthwhile by the time you add on the additional applications and those types of things in order to do the same thing that you're doing in one software, you're probably going to find out that's not the best thing to do.
intro (3): Yeah.
Dan DeLong: If you're working in if you're thinking about moving to the QuickBooks online and this is. the trigger event that's causing
Rachel D: that.
Dan DeLong: We can help you do that.
Rachel D: Yeah. So make sure that you ask Dan potentially for some of those things because there are certain things that cannot be done in QuickBooks online, like kidding.
And I'm living this nightmare right now. So there are some instances to stay in desktop enterprise. If that really does work for you. So talk to you next.
Dan DeLong: Exactly. Let me stop sharing there.
Managing Intuit Logins
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Dan DeLong: Now what we're going to talk about, really what we were going to talk about today [00:10:00] is all about the Intuit login and managing the Intuit login.
Because when I, worked at Intuit, it was quite it was a common call. Where people there's all sorts of things that have to deal with your, login, because especially with QuickBooks online, that is the installation, the storage, and that's the way to access your QuickBooks is through a login.
So lots of times, people would contact and if it was something as simple as I'm. I need to reset my password or change my email or do all those sorts of things by and large there was, a large bit of confusion about the makeup of the login and some of it was self sabotage add into it they would call, [00:11:00] use terminology that was interchangeable and those types of things.
So I created a. A login guide and I'm going to little QR code over there. It's a, it'll take you to our, blog about about, about the whole thing. I'm going to pull that up here real quickly because I didn't have it ready.
Rachel D: I needed that a long time ago because I have had. So many problems with this login.
Dan DeLong: Yes.
Rachel D: Although now you're
Dan DeLong: not alone because and I'm in the same boat because I have 15, 000 logins, for, Intuit from the time that I have worked there to the time that I haven't worked there and I can't find it now where it's rolling, scrolling, scrolling. There it is. So share my screen again.
All right. So we've created a complete guide [00:12:00] to signing in and accessing your account. And we did we did I did a QuickBooks power hour about this last. You're right before QuickBooks Connect and a couple of things like, thank you for doing that. So really the, thing is what we want to the, what we want to unpack here is the makeup of, a login, right?
So a login is, and I try to explain it here. It's like a driver's license, right? If you want to drive, you need a driver's license. But you also need a car, right? So the login is not your car, right? So the, login is, just your driver's license. It gives you access to be able to buy a car and that car may be QuickBooks online.
Understanding Intuit Login and Personas
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Dan DeLong: That car may be, I think I put down here, this could be, QuickBooks [00:13:00] Payroll, it could be QuickBooks Time, it could be MailChimp, it could be Intuit Online Payroll, there's all sorts of different cars that you can drive, but that key that puts the key into the ignition or lets you at least into the car that Login and there's three actually four parts of, that login that are, that we, want to unpack here.
And there's a login name, an email address, other personal contact information, like your phone number, address, those types of things, and a password. Those, that's really it. That's the only, those are the only things that make up an Intuit login. Now that login can access multiple cars as the case may be.[00:14:00]
If you have, if you, are logged into one of these services and then you try to access another service that you would want to have a different login to, your computer doesn't know any different And it will try to access the login that you either last used or last logged into To that service and that's where people get things pretty I think that's the technical term for it.
Rachel D: Wait, can I ask you a question? Are you talking about if I were a business owner and I was logging into my QuickBooks, that same login, I could get into all these other things, MailChimp, Credit Karma, et cetera, et cetera. You're not referring to. Online accountant at all right now, right?
Dan DeLong: No, I'm talking about Intuit in general, always had this concept [00:15:00] of having One login, right?
Like you only need to be one person, right?
intro (3): Yeah.
Dan DeLong: And that and that actually the tool that they use was called OI, O I which stood for One Intuit Identity, right? Okay. So that was the whole idea is that you only needed one Intuit Identity to do all of these things. The, problem is, that a lot of different logins.
are acquired, right? Intuit did not create MailChimp, right? MailChimp created MailChimp, now Intuit bought MailChimp, so now all of those people who had a MailChimp login now have a separate Intuit Login, as opposed to the one Intuit login that they started. Yeah,
Rachel D: because I log in with a separate, but oh man.
And that's what happens a
Dan DeLong: lot of times is that [00:16:00] Intuit Online Payroll. It originally was Paycycle. They, acquired the company Mint. They acquired the company. You, see a pattern here.
Rachel D: That was my problem originally as I, was a Mint user before, for a long time, for years before I ended up working in, in QBO.
And so my login thing was all goofed up because of the Mint with the personal and oh man, I could have a whole, I could talk a whole course just on my own personal journey. I'm
Dan DeLong: sure. I'm sure I've been a part of that too. And this is where it gets confusing sometimes is because some of those other logins, were only an an email address was your login name, right?
That's what you, that was my issue.
Rachel D: Yep. In
Dan DeLong: the, [00:17:00] I can't think of the word, in the makeup to save in the, parts of an Intuit login, there is a separate field for login name as there is for email address. So the only thing that needs to be unique when you create a login is the login name.
Typically. Login name or an email address is unique to you, Rachel, right? Like you only, you have your email address. However, when we have all of these different potential login portals now coming into. The the Intuit family of logins then that gets confusing because mint, as you pointed out, that's what you use was your email address to, to sign into mint.
If you already had a [00:18:00] login at Intuit, that was your email address.
intro (3): Yeah,
Dan DeLong: you've got a conflict or now, you've got a login conflict. So now that Intuit. Login that wa that was Mint now needs to become an Intuit login. And it can't because there's two, there's now two Rachel's, in, Intuit.
Now there's not one Intuit identity. There's two Intuit identities, and each of them is now assigned to something else Now. A login. What were you saying? What were you going to say there?
Rachel D: No, I was just going to say Mint's gone away. I'm sure that problem is probably gone. But yeah, for a while there it was really confusing.
And I'm sure a lot of people out there have done the same thing in that they've created two. What you're saying. And so then maybe they're having trouble with one and then they call support, support seeing the other [00:19:00] one. And yeah it's, there's all sorts of crazy things that could then stem from two identities.
Dan DeLong: Yeah. I was just dealing with one this past week where, They, typoed their phone number. So their MFA codes we're going to multi factor authentication codes. We're going to a non existent phone number so they could never sign.
Rachel D: I also did that with Microsoft, with Office 365. I, did the wrong email address.
So I, it was like off by a digit. So I, screwed that up too. So yeah, it's really important to get that stuff right, right?
Dan DeLong: So just the fundamentals here is that this login name has to be something that's unique. And then once you, once that login touches a service, then that's the [00:20:00] login that's forever tied.
to that service. Now that doesn't mean that you can't fix it, right? So it's, just the first time that you touch a service with a login, that's the login that you need to use. Your login name and your email address may be the very same thing. It could your email address, whatever that is, mine's dan at danwith.
com. That login and that email address may be the same thing. They may be different. What's really confusing is when you have a login name that is an email address, but it's not the contact email address for the login. I'm looking at you, Rachel.
Rachel D: Yeah, that's exactly what I did. Ugh.
Dan DeLong: Or you had a personal gmail address, which was your login name, but your business email address was the contact name.
So we have we have a question of the day [00:21:00] that came in from from our quick answers. And that is here. Q of the D here. How do I change the email address that is associated when my client's email QBO invites? So that's simple enough is to be able to change your, email address and where you do that is, I'm trying to scroll on my screen share.
It's not moving. It's over here. There we go. It's a way down here in the, article we talk about ways to. to manage and, make those changes, primary admin disputes or changing the primary admin. That's all accessible in here. And then of course, if you have questions, you can ask the book spot over here in the corner, and that will get ahold of us.
If you have specific questions, but can you put that link
Rachel D: down in the, [00:22:00]
Dan DeLong: I did.
Rachel D: Oh, you did. Okay. No,
Dan DeLong: I, had it ready, but I didn't
Rachel D: because the reason that I say so is, do you know how many people tell me that they just sit you like waiting for support with this kind of stuff? And if there's a way that they can get these step by step instructions and go in and do it themselves rather than be you.
Set on a wild beast chase. I'm actually going to bookmark this myself now.
Dan DeLong: Now, there's a, big difference between your login and what QuickBooks calls a persona, right? Or Intuit calls a persona. So when you sign into something, whatever that is, you are given access to that. When you tie a login to a service, right?
We're just going to talk about QuickBooks [00:23:00] online for today. So when you get an invitation, you are granted a persona, right? So somebody invites you as an accountant, you are given that accountant user persona, and then when you get that invitation and you accept that invitation under a login, now that login is tied to that.
Persona, right? So there's some common personas, right? Of the primary admin, which we've all probably had a horrible experience of either giving or getting or transferring the primary, because the primary admin is the, there's a fundamental thing here. The primary admin is the first user to sign in to any service, right?
If you're creating a QuickBooks online subscription for your clients, you are the [00:24:00] primary admin, right? So you're doing that inside of your, QBOA. Now you have that checkbox that says make my client the primary admin, which kind of, puts, puts that primary admin in limbo.
What it does is it sends the user or whoever you, the email address that you, tell, which is the client, a, An email that they have to acknowledge before they become the primary admin. But under normal circumstances, the first person to, sign in to any services, in this case, QuickBooks online is the primary admin, right?
And normally the, definition at Intuit is that's the owner of the product or service. There can only be one primary admin. You can have other company admins that have all the access with the exception. Of modifying. The, who the primary admin is only the, [00:25:00] primary admin can delegate that they can only change their own password.
They can only, grant other people to be the primary admin. So that's that's one of those common personas that, that various Intuit sites and services are going to have. So any kind of. Change to the subscription, billing all that information is going to come to the primary admin, typically only, right?
So you're, that's why it's important.
Handling Disputes with QuickBooks Admins
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Dan DeLong: And then when it comes to Disputes, into it is going to lean on whoever is the primary admin, which may or may not be the owner of the company.
intro (3): So
Dan DeLong: when you're when you're dealing with, Hey, I've created a QuickBooks online subscription and, [00:26:00] they're, The accountant created the subscription. They're the primary admin. They're no longer accessible either. They're, I've had many horror stories of, passed away.
Rachel D: Or
Dan DeLong: there's a disgruntled employee that was delegated to create the QuickBooks online subscription or any other service.
And then they're no longer with the company. That's a defunct email. That's when things get, Tricky. And QuickBooks legally, has segregated the primary admin as the owner of the company. So if you come in and say, Hey, this is my company. You just have to prove that.
And that's the legal process of uploading all sorts of documents and those types of things.
Changing the Primary Admin in QuickBooks
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Dan DeLong: So at the bottom of this article is all about how do you change the primary [00:27:00] admin when the admin?
Rachel D: Oh that's good. Cause yeah, I actually was curious about that. I, never really had a situation where it escalated that far in that somebody had to prove, but I'm, I was always wondering how you would do that.
Okay, cool.
Dan DeLong: Yeah. It's illegal.
Rachel D: Yeah, you can't just say, Hey, let me
Dan DeLong: just
Rachel D: say, yeah, like I need access to this the sensitive financial information. It's information I've
Dan DeLong: heard both sides of the story and both sides were right.
intro (3): Yeah.
Dan DeLong: You can't just, take it from somebody you have to, it has to be granted, and when that person is not available to grant it then it's they have to make their due diligence to try to contact the, person who is the prime, who is listed as the primary admin, if [00:28:00] they can make a claim the other way then of course it goes back and forth and Typically when it's somebody who's not responsive or the email's defunct or something like that, then the three day window will pass and then they'll just move on to the next step.
And then ultimately you get your company back when that's the case. And there's
Best Practices for QuickBooks Account Management
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Rachel D: some like a couple of my communities like we've taught, we've talked about the best practice as if you're a QBO accountant and you are bringing people in, because we have incentives.
It's to create QuickBooks accounts for business owners and that kind of thing. So I do all the time, but I usually will transfer that primary admin over to them right away just so I don't ever forget that's just part of the process. And then, that way we really don't ever have that situation.
I don't want to [00:29:00] be, hijack somebody's information forever and then they can't. For some reason they have to leave, they, should be able to have access to their information. Yeah,
Dan DeLong: exactly. And, if you're a company admin, which typically, is, a normal circumstance, normally this comes up when the firm is, is paying for the description or a subscription of the QuickBooks online, where it's a firm bill.
Because when you transfer the primary admin to to the client and you're paying for the subscription they can take over the management of the subscription and then kick you out. That's one, impossibility. That's right. So if you're
Rachel D: doing firm build, then you Stick as the primary admin.
So I don't do that anymore.
Dan DeLong: Typically that's the case, but [00:30:00] you don't have to, right? So when, you're doing firm building, this is a specific situation where, you know as your firm, you're managing the subscription costs when it's under firm build, the client can be the primary admin. And.
You cannot well, actually no accountant user can be removed while it's in that condition, right? So as long as the It's under firm bill where a firm is paying for the subscription And not the end direct bill to the user no accountants can be deleted not even Firms that aren't in the firm, right?
It's if you have a, if you've invited the tax accountant, So an
Rachel D: accountant would have to regain primary admin and then remove accountants.[00:31:00]
Dan DeLong: No actually nobody can be removed even if they are the primary
Rachel D: admin. I see. I see. Okay. It's
Dan DeLong: when it's in that condition. Now, the caveat here is if the client is the primary admin, and the firm is doing the firm build, client can take over the billing from the, firm. So you, have that choice.
Of course they lose all the discounts and anything else that goes with
Rachel D: it.
Dan DeLong: But then they're the primary admin and now, and they're also direct build through Intuit, then they can delete customers or accountants all they want, but they're paying for the subscription at that point and they're able to do that.
But if it's in that condition where the. Firm build for anybody. Nobody can do, delete a, an accountant user.
Rachel D: Oh, okay. Yeah, that's good to know. [00:32:00] And I actually, I, I realize I do have a few that are still firm build, but I don't do that anymore now. Now they've switched things around a little bit and now I, yeah, but, but I do, yeah, I still do.
But I do, there's a lot of people that I know that still do a hefty firm build amount for that for their clients.
Dan DeLong: Yeah,
Rachel D: mine's a little bit different, but
Dan DeLong: yeah, and there's there's two sides of, every, of that coin depending on pros and cons either way. It's just, as long as you know what you're in for then, typically that's,
intro (3): the case
Dan DeLong: now.
Managing Email Addresses in QuickBooks
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Dan DeLong: Getting back to our question, how do I change the email address that is when the clients email the QBO invite? So a lot of people, a lot of accountants will go into their QBOA and change their [00:33:00] email address in QBOA thinking that will answer this question. And it does not,
I'm not, staring at you, but I'm just saying that a lot of accountants do that. And it's not, and you're not alone in that, thought process, because that email address is tied to the persona. Of that subscription, right? So we're talking about what access that you have to what services that log in or that, excuse me, that email address is only tied to that service, right?
So if you change it there, you're only changing it in. Whatever it is that you're changing it in. So that could be into, in your QBOA or in your payments account or whatever. Changing contact information there is only changing it in that service. You have to
Rachel D: Why do they allow you to [00:34:00] change your contact information in there?
Dan DeLong: Because if you're going to get an email from that service, then that's where it's going to go to, right? Yeah, so, if there is a CC or an email sent out. Yeah, that's true. For invoicing, those types of things. That's where you want that
intro (3): to
Dan DeLong: go, right? Yeah. Because the driver's license or the key in the ignition.
Is your login. That's where change the email address and you do that at quickbooks. com account. So that's where you want to go to manage, your login is directly by logging into Right. Very similar to managing your Apple ID, or managing your Google account, you would go into account. google. com or, Apple ID. I don't even [00:35:00] know what the place to manage your Apple ID is. The iCloud. Yeah. In there. Would you
Rachel D: say that? Cause I'm thinking of my Apple ID, which I've Which my Apple ID is an email address. Would you say just as a general rule, because now I've obviously learned my lesson with all of this.
I didn't need to wag my
Dan DeLong: finger, it just
Rachel D: No, but would you say that it's best to, when it's asking you to create a username, create an actual username, don't use an email address. What, would you say that's the
Dan DeLong: best? Yes that makes best sense, because that way you can keep them separate.
Rachel D: Yeah, because I realized, looking back, that's been my source of confusion for a lot of different logins, is that I used an email address or create, it'll say create a username and I'll just put my email address [00:36:00] and because I'm thinking it's going to be easier but in reality it's not. It's a lot more convoluted and I've just created a big problem.
Dan DeLong: Yeah, so I was just logging in here. I just didn't want to actually get logged in. Ah, it did. Okay. Dang it. Okay. Intuit account manager. I'm going to click here. And this is where things get confusing, right? Let's get you into it. Let's get you into, it. Why did they say that twice?
And then it asks phone number, email or user ID.
Understanding QuickBooks Login Issues
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Dan DeLong: If you have multiple login names, that are tied to the same email address, don't use the email address in this field, because even though it says email or user ID, if you enter in an email address, so if I just [00:37:00] choose this Dan at CompleteBusinessGroup.
com, I may have multiple Intuit logins tied to that email address, I may have multiple logins tied to that email address. But it's only going to sign me into the one that is the login name of Dan at Complete Business Group.
Rachel D: Yeah, that just confused me. I don't think I understood what you just said, but that's okay.
I understand high level.
Dan DeLong: This is what I was getting to my, my the question of the day where he was talking about, how do I change the the email address.. There it is. Okay. We kept clicking on the same thing. How do I change the email address that is associated when clients email the QBO invite, right? So when you are invited to QuickBooks Online, The only information that a client enters in is first name, last name [00:38:00] and email address, right? So what's going to happen is there's going to be an email invitation sent to you.
And that email is going to then allow to be associated with a login. However, it's only going to allow you to associate that invite To a login that has the same email address attached to it, right? If somebody invites me to dan at complete business group dot com, I'm only going to be able to assign a login that is assigned to dan at complete business group dot com as a contact email address for that login.
If my normal, QBOA or my, my primary admin. Login of my QuickBooks online account is associated with a different email address. [00:39:00] Then what they've invited me to, I'm going to have some problems.
Rachel D: Yeah, that's where I've gone. Yeah, that's where things have gone south for me before. It's because I've had them invite me into the wrong thing, but I've now gotten it straightened out.
I know you're relieved.
Dan DeLong: So the, the way to manage your, your contact information is when you get signed in, then Then you can manage the user ID, the, the login, ID, the email address and the phone. Caveat there is, knowing, which login you're, actually in at that point.
So when you have, so the user ID is something that needs to be unique, but. [00:40:00] Email address and phone number are do not have to be right. So what I used to tell people is that, put in the email address or there used to be a way on this screen that to say, I forgot my user I. D. In which case you would put in your email address and then it would send you a link or a list of all of the logins that are tied to that email address.
Doesn't do that anymore.
intro (3): You
Dan DeLong: have to put in the phone number.
intro (3): Oh, okay. So
Dan DeLong: when, you put in the phone number there, then it's going to do the same thing. It's going to send you a list of all of the logins that are tied to that phone number.
Rachel D: Okay.
Dan DeLong: And then at that point you can decide, okay this is the login that I use for all of everything else.
That's the login that I need to associate with this invitation.
Rachel D: Okay. Now that makes perfect sense because what you're saying, because I changed, [00:41:00] yeah, because I changed my, username on my main computer, but on my laptop and other places I log in where I have my login credentials stored, I have actually that email address that still lets me get in because it has the email address stored in there.
And I was like, huh, I didn't put in my, new username here. I wonder why it's still letting me log in with these same credentials because, because I can log in with the email address, the username or the phone number. So I didn't necessarily have to update that. So I can use different things to log in and it,
Dan DeLong: Yeah. So to answer this question of how do I change the email address that is associated when clients email QBO invites. First, you want to make sure that login is tied to your QBOA. [00:42:00] And then you go to QuickBooks. com slash accounts, sign in with that login and change the email address that's associated with that login.
Then when you get the invitation to that new email address, then you can log in using the same login that you wanted to use before. It will just then, because that login is already attached to your QuickBooks Online accountant. So then you'll just accept that invitation because it's now coming to come to the new and improved email address.
You'll accept the invitation. You'll put it to the firm. Everybody is happy.
Rachel D: Yes. Thrilled.
Dan DeLong: But you're not alone in this in this confusion because it is quite challenging to get these logins straight, especially when, [00:43:00] There's so many different ways to, to, to mess it up. But best practice like you had said, don't use an email address as your login name, if you have multiple logins,
Rachel D: right?
Yeah. Cause that's, I think caused a lot of confusion for me for a long time. In my situation, it was like extra confusing in the beginning because I had been using mint under one email address, and then I tried to set up QBOA and. I kept having people tell me to still use my Mint login because I only wanted one login, but I had already created another one, and oh boy, and that's, that was the email address that I was still using for some time, and remember I thought that was my username, but it really wasn't my username.
We got that. Anyway, oh boy.
Dan DeLong: So that is, now going back to the other example that I was using where they typoed [00:44:00] their, their phone number, it was not letting them log in at all, even though. They could get a code emailed to them. It still wanted a code to go to the phone number. For some reason there was like a two factor, two factor authentication.
In, in their case the best option for them was to start a new login. But the caveat to that is that their, logins would be if there was any other services that was tied to that original login, they would lose it, right? Because that login is now not able. But in their case, it was okay.
Their caveat was. Hey I want to use the same email address. Then that gets a little more, it gets a little more complicated and we'll probably need to have a a special [00:45:00] workshop about how to use the same email address, but two different. Login name.
Rachel D: Yeah. For that
Dan DeLong: same email address.
Rachel D: Because I know, there's people that have lost their entire QBOA and like access to all of their clients and there's horror stories out there. So I know people are really scared to make any changes to that. Yeah I don't, I couldn't even begin to know how any of that would work.
Dan DeLong: And it's all for good reason, right?
Because there's so much personally identifiable information, especially tied to potentially your taxes your business, your banking information, and the more that QuickBooks is getting into doing money movement,
intro (3): if it
Dan DeLong: is getting You know, to the point where, I remember when QBOA first came out the [00:46:00] main solve that they were trying to solve for is to stop having a cli accountants use their client's login
intro (3): Because that's what they were doing,
Dan DeLong: is they would just borrow their login and then just sign in. It's okay, you need a separate login here, . Yeah. And you can, you gotta stop doing that. And that's what QBOA evolved from.
Rachel D: Yeah.
Dan DeLong: Is this. Trying to separate that, people need to have separate logins and stop sharing.
And that's super
Rachel D: important as most of us are working in the cloud and, we're all using cloud based software now. We're not users in desktop software. So you really have to make sure that when you're dealing with several different QBOA file, or QBO files of your clients and that kind of thing.
You're not logging in as them. You're logging in as you and all of their other things. This is a huge topic [00:47:00] for anybody running a firm or an employee in a firm or managing a firm or anybody doing anything in financial software based in the cloud. It's a big Deal. Big topic.
Dan DeLong: Yeah. And and if you're not using, once it's segregated and separated and you, know what key goes into which car, then then things seem, to work, pretty well.
So that's if you have any questions, go to our, blog there. Reach out to the book spot there. We can certainly, maybe help Clarify anything that might be there if you do have some confusion, because this has been a confusing topic for decades and is only going to continue to be more confusing as more sites and services get thrown into this one Intuit identity.
[00:48:00] Mix?
Rachel D: Yeah. Thank goodness you're an expert, because people need experts out there, and you're an incredible resource.
Dan DeLong: Alright.
Conclusion and Next Week's Preview
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Dan DeLong: We'll see you next time on the Workshop Wednesday. Next week we are going to Wait, where's my schedule now? It's all gone. What are we talking about next week?
Next week, you're
Rachel D: on vacation.
Dan DeLong: Yeah. We're just going to be talking about the double sided coin of Intuit, right? So whether it's good, bad or indifferent, is there grass greener somewhere else? We don't know. I do have some things to
Rachel D: say about that, but you'll have to maybe
Dan DeLong: you can phone, we'll just have a cutout of Rachel and pretend that you're talking on the workshop.
intro (3): Yeah.
Dan DeLong: All right. We'll see you next week. Everybody have a great, day and we'll see you next time on the workshop. [00:49:00] [00:50:00]
