Payroll Support

Your EIN is a nine-digit number issued by the Internal Revenue Service (IRS). An EIN identifies your business to the IRS and is used by the QuickBooks Payroll services to validate your subscription. You may need to change your EIN if the organization or ownership of your business changes.

If you pay your employees with Direct Deposit (DD), you can have multiple companies with DD on the same Basic, Standard or Enhanced Payroll subscription. 

The Basic, Standard or Enhanced Payroll services have a limited number of companies you can add to a single subscription:

• QuickBooks Basic, Standard or Enhanced Payroll has a maximum of three (3) companies.
• QuickBooks Enhanced Payroll for Accountants has a maximum of fifty (50) companies

Note: To change your EIN if you have a direct deposit subscription, please contact our Direct Deposit team at 1-800-624-2106.

To change an existing EIN:

1. Apply to the IRS for a new EIN by submitting a Form SS-4. For more information, please see IRS Publication 1635, "Understanding Your EIN." You can download this publication from the IRS Web site or you can request a new EIN by calling (800) 829-4933, Monday-Friday, 7:30 A.M. to 10:00 P.M. local time.
   
   
2. Change the EIN in QuickBooks once you receive the new number from the IRS:
1. Open the company file that contains the EIN you want to change.
2. From the QuickBooks task bar Select Company and select Company Information.
3. In the Federal Employer Identification Number field, enter the new EIN and click OK.
4. When prompted to save the new EIN, click Yes.
5. Follow the step below for your version of QuickBooks:
• QuickBooks 2007 and newer: Select the Employees menu and select My Payroll Service, then Change Payroll Service Options and follow the on-screen instructions.
• QuickBooks Simple Start 2008: Click on File Menu, click on Company Information, change the EIN, click  OK.
6. Follow the step below for your version of QuickBooks:
• QuickBooks 2007 and newer: Click Add under the Add a New Company section and continue to submit your updated EIN information and reactivate your account subscription through the online process.
  
3. Update your payroll service with the new EIN after changing the number in QuickBooks. You will not be able to get updates or process direct deposits until the EIN is updated with your payroll service. If your QuickBooks payroll subscription is active, you can update it online.

To check your payroll status and update your payroll service with the new EIN:

1. Follow the steps below for your version of QuickBooks:
• QuickBooks 2007 and newer: Select the Employees menu and select Get Payroll Updates.
• In Simple Start: Click Payroll to go to the Payroll Center.  Click Setup and Maintain at the top then choose Get Payroll Updates.
2. Check the Subscription Status field to determine your status.
3. If your account shows an Active status, click the Account Info button to update your EIN online.
4. If your account shows an Inactive status, or if you subscribe to Direct Deposit, call (800) 624-2106. If you are unable to find the information you are looking for, please contact us. A representative will change the EIN number and walk you through the necessary steps to synchronize the information with your QuickBooks file. 

To enter a new Service Key:

1. From the Employees menu select My Payroll Service, then select Manage Service Key.
2. In the Manage Service Key window, select your QuickBooks version from the list of Services, and select Edit.
3. In the Enter Service Key window, remove the OLD Service Key, and enter the NEW Service Key. 
4. Click Next, and then Finish. Your Service Key will be validated.