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Change your legal business information for payroll

SOLVEDby QuickBooks45Updated 1 day ago

Learn how to update your legal business name and Federal Employer Identification Number (EIN) in QuickBooks Online Payroll and QuickBooks Desktop Payroll to match with the IRS records.

If your business has changed its structure or owner (entity or ownership change), or the info has been incorrectly entered in QuickBooks, follow the steps below to update your business info.

Note: Not sure which payroll service you have? Here's how to find your payroll service.

Change your business info

It's important that you have the correct business information in QuickBooks, as this information reflects on your payroll tax forms. Incorrect information on your tax forms may cause a tax notice

Non-successor entity change

If your business changes EIN, you'll need to set up a new payroll account.

Successor entity change

If your EIN remains the same but you need to change your legal business name, contact us for assistance.

Some of the answers depend on if you have automatic tax payments and filings turned on or off in your QuickBooks Payroll product. If you aren't sure, check your automatic tax payments and form filing status.

If you have automatic tax payments and filings turned on

  1. Download, fill out, and sign the Entity change packet
  2. Prepare the supporting documents listed in the packet.
  3. Email the completed packet along with the supporting documents to EntityChanges@intuit.com.

You’ll be notified via email within 3-5 banking days that we’ve received your entity change packet and supporting documents.

You can continue to use your payroll to run payroll until one of our experts contact you. If you have any questions about the entity change process, email us at EntityChanges@intuit.com.

If you have automatic tax payments and filings turned off

Update your company legal name

  1. Go to Settings ​​⚙, then Payroll settings.
  2. In General tax, select Edit ✎.
  3. Update the Company legal name.
  4. Select Save, then Done.

Update your Federal EIN

  1. Go to Settings ​​⚙, then Payroll settings.
  2. In Federal tax, select Edit ✎.
  3. Update your Employer Identification Number (EIN).
  4. Select Save, then Done.

Update your company legal name

  1. Download the Assisted Legal Name Change form.
  2. Complete the form (signed and dated), then print it.
    Note: If you'll also need to change your Intuit Account name, check the box under the new fax number field.
  3. Upload your completed and signed form or send it to accountmaintenance@intuit.com.

The next time you process your payroll, your company name will automatically update in QuickBooks Desktop.

Update your Federal EIN

  1. Download, fill out, and sign the Entity change packet
  2. Prepare the supporting documents listed in the packet.
  3. Email the completed packet along with the supporting documents to EntityChanges@intuit.com.

You’ll be notified via email within 3-5 banking days that we’ve received your entity change packet and supporting documents 

You can continue to run payroll until one of our experts contact you. If you have any questions about the entity change process, email us at EntityChanges@intuit.com.

Update your company legal name

  1. Go to Company, then My Company.
  2. Select Edit ✎, then Legal information.
  3. Enter the new legal business name, then select OK.

Update your Federal EIN

If your EIN changes, contact us first so we can update the EIN in our system.

  1. Go to Company, then My Company.
  2. From Company Information, select Edit ✎
  3. From the left menu, select Company Identification.
  4. In the Federal Employer Identification No. field, enter the new EIN then select OK.

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