Two Accounts with on EIN

In QuickBooks Desktop, each EIN can only have one company file, SHJ1. Creating multiple company files under the same EIN can cause errors.

Thus, it's recommended that you use a separate EIN for different businesses to avoid any discrepancies or complications later on.

In addition, it's important to note that users with access to payroll will be able to view the wages of the employees. Based on your business structure, it's necessary that only certain individuals have access to the internal payroll system. However, since you have several positions that require access for efficient management of field workers, you are considering a separate company exclusively for your key employees.

In this case, you can consider visiting our marketplace to search for a third-party payroll processor that best fulfills your business requirements. This will ensure that the necessary individuals receive access to the required payroll information while complying with the required standards.

By the way, in QuickBooks Desktop Payroll, you can use a single payroll service subscription to process payroll for multiple companies with different EINs. This ensures accurate payroll processing and compliance with federal regulations for each distinct entity.

You can check this article for more information about adding your EIN number: Add a new company to your payroll subscription.

Additionally, feel free to visit our Payroll page for more insights about running payroll on your business. There, you will find a wealth of resources and insights that can help you manage your payroll more effectively.

I'll keep this thread available if you have more questions, need assistance processing more than one file under the same EIN, or have other relevant concerns. I'm here to assist you.

@LeizylM  They aren't trying to jerry-rig a Class system.

Here, let me help you out.

@SHJ1  said "We want to have a separate QuickBooks account for our Key Internal Employees Payroll to ensure that those with Payroll access are unable to see what Office Personnel's wages."

I have bolded the important part. Read over it a couple more times.

Then try responding to that need, rather than telling them how to apply Classes and Locations.

I am not worried about any confusion during Tax filing. We want to ensure that only certain people have access to internal payroll, but we have several positions within the company that need to have payroll access for our field workers in order to perform their jobs. Which is why we want a separate QB account strictly for our Key Employees. 

So again is having two QuickBooks accounts under the same EIN doable? If so, do we need to have a separate license for the second account do we need to have a separate payroll subscription? 

@SHJ1  I don't use QBO (for reasons you are apparently experiencing), so take this with a grain of salt.

I would be very surprised if QBO were capable of having two accounts under the same EIN without major problems. The most obvious one is the issue of issuing W2s and other payroll tax reports, and whether QBO would be able to consolidate the two accounts' information into one set of numbers.

Given that QBO cannot even manage its invoice template and e-mail functions properly, among hundreds of other failings, I have my doubts.

In short, unless you can find a way to finetune the authority of the Roles each user has to exclude certain classes of employee, you're probably out of luck with QBO.

I suppose you could take real-life steps and split apart your actual company's organization; for instance, one of my clients have several S-Corporations who have their payroll collectively flow through a different Corporation of theirs.

I expect that may be more trouble than it's worth for your situation, though.

@SHJ1  Ah, scratch some of that last reply. I had read over the Staff's reply regarding QBO and didn't notice that you tagged this for Desktop.

In that case, I'm not aware of any way in Desktop to do what you want to do, aside from the notion of splitting your real-life business the way I spoke of before.

You could certainly have two QB files with the same EIN in Desktop, but at year end, you'd have to consolidate them into one QB file for tax filing and that would defeat the entire premise.

Hello there, @SHJ1.

Allow me to share some information about multiple subscriptions with the same EIN in QuickBooks Online.

While technically you can add multiple subscriptions under the same login, however, it is not recommended if you will be using the same Employer Identification Number (EIN). This is due to potential tax payment and filing concerns, as the system will notify you if your tax ID is associated with another active account. This can complicate compliance with tax regulations and lead to issues during tax filing.

I know how this feature would help you efficiently manage your business in QuickBooks Online. Since we don't have a specific timeline for implementing the feature that allows users to same EIN in multiple subscription. Thus, I encourage you to submit feedback to our Product Developer team. Your suggestions are highly valuable to us and consider them while making product updates. To send Feedback, here's how:

1. Click the Gear icon at the top, then Feedback.
2. Enter your comments or product suggestions.
3. Select Next to submit feedback.

You can trace requests for features through the QuickBooks Online Feature Requests website.

Additionally, you can refer to this article on how you can consolidate your companies: Use one user ID to access multiple companies in QuickBooks Online.

You can also check these articles to learn how to add, manage, or delete user profiles, also add and manage users in QuickBooks Online:

• Manage your Intuit Account online.
• Add and manage users.

Should you have any additional questions regarding multiple subscriptions with the same EIN in QuickBooks Online? Please feel free to continue this discussion thread. I'm here to assist you. Keep Safe.