Effectively managing your QuickBooks Online account is essential for smooth business operations. This article addresses five key topics: QuickBooks Desktop to Online Data Migration, Managing Multiple Companies with a Single Login, Understanding One-Time Passcode Prompts, Locating Your Unemployment ID Number, and Free QuickBooks Online for Education. 

 

Let's explore these areas to help you optimize your QuickBooks experience!

1. I want to migrate the non-profit to QB Online, but when I tried to bring the file in, QB Online s...

I’m glad you asked! Let’s tackle this together.

 

Managing all your businesses from one platform is a great way to stay on top of their growth and transactions. I'm here to assist you with the steps you need to take now that the data migration period has passed. Together, we’ll ensure you can quickly get back to focusing on what you do best.

 

The amount of time you have to import data from a QuickBooks Desktop (QBDT) to a QuickBooks Online (QBO) company file varies. It depends on who set up the latter one. Since you're the one who established QuickBooks for a client, you have 180 days from the creation date to import their data.

 

That said, you can either sign up for a new QBO account before moving your data or manually import your non-profit company file. If you opt for the second option, start by exporting your QBDT lists to an Excel or CSV file. Follow these steps to complete the process:

 

1. Open QuickBooks Desktop.
2. Go to the File menu and select Utilities.
3. Click on Export.

4. Choose the lists and transactions you want to export

5. Save the file to your computer. Repeat as necessary.

 

Right after, import them to QBO. Click each item below for the step-by-step guide: 

• Bank Data
• Customers
• Vendors
• Chart of Accounts
• Products and services
• Invoices

 

For comprehensive instructions about importing data to QBO, please see this article: Common questions about importing data to QuickBooks Online.

 

Additionally, I've included a reference to assist you through the task you'll take after transitioning from QBDT to QBO: Learn what to do after you move from QuickBooks Desktop to QuickBooks Online.

 

2. I have purchased another company that has a quickbooks online account. I want to manage them both...

 

Got it! Let me show you how.

 

You can send an invite to the email address you want to access all your companies with, dlmauer. The subsequent discussion will guide you on how to sign in to each of your companies using unified login credentials.

 

QuickBooks Online (QBO) allows you to create multiple companies under one Intuit account or user ID. Since your companies currently use different sign-in credentials, you can move the other one to the email address you want to access them. We will call this preferred email "email A" and the obsolete email "email B."

 

Beforehand, note that only the company admin can send invites. Also, ensure you have an Intuit Account with email A.

 

To begin with, here’s how to send an invitation:

 

1. Access your QBO company under email B to invite email A.
2. Select the Gear icon, then Manage users.
3. Click the Add user button and provide the details in the Enter personal info section.
4. Choose a user type in the dropdown from the Assign roles section. You can select Company Admin if you want email A to manage other users and company info.
5. Select Send invitation, then Send invite to confirm the action.

 

 

After that, open your inbox for email A to accept the invitation.

 

You can change the primary admin and remove email B since you can now access the company using email A. Although this process is optional, I'll add this article here for the complete instructions: Use one user ID to access multiple companies in QuickBooks Online.

 

Moreover, this guide will show you how to modify your business name, contact information, or Employer Identification Number (EIN) to keep them updated: Change your business name, contact info, or EIN in QuickBooks Online.

3. Why am I being prompted to get and use a one-time passcode to login? 

I've got details about why you're prompted to get and use a one-time passcode when you log in to QuickBooks Online.

 

Intuit implemented the multi-factor authentication(MFA). If you sign in on an unrecognized or new device, we will send you a one-time passcode through your email or mobile device to provide extra protection against password theft. This could be why you're being prompted to get and use a one-time passcode to log in. Turning this feature off is unavailable.

 

However, if you're logging in to a recognized device but were asked for additional verification. You could have turned on the two-step verification feature in your QBO account. When it’s turned on, we’ll verify your identity with a one-time passcode every time you sign in on any device. You can turn off this feature to stop the prompt. I'll show you how:

 

1. Sign in to your Intuit Account.
2. From the Sign-in & security section, select 2-step verification.
3. Turn off the Use 2-step verification switch.
4. Enter your account password, then select Continue.

 

Once done, you should see a confirmation message that two-step verification is turned off, and you’ll also receive an email confirming this change.

 

If you’re using a different phone number, please refer to the Turn-off two-step verification section in this article: Verify your QuickBooks Online account with multi-factor authentication and two-step verification.

 

For future reference, if you have trouble signing in to your Intuit account, check this article: Recover your Intuit Account if you can't sign in.

 

4. Is there a way to find my unemployment ID number in the platform?

Yes!

 

You can go to the Tax Setup preferences to view your Employer Account Number from there. Here's how:

 

1. Click the Gear icon, then select Payroll Settings.

 

2. On the Preferences page, go to the Tax Setup tab.

 

3. Select the appropriate State and review the Account Number from the State Unemployment Insurance (SUI) Setup section.

 

 

Also, you can find your State Unemployment Insurance (SUI) rate there. For more guidance, feel free to check out this article: Find your company's State Unemployment Insurance (SUI) tax rate.

 

You might also want to check out these articles to learn how to manage unemployment taxes in QuickBooks Online:

• Payroll Tax Compliance Links.
• Enter or change state unemployment insurance (SUI) tax rates.

Please know you can continue to reach me here with any additional questions. Thanks for coming to the Community, wishing you continued success.

5. Is there a free QuickBooks Online Software for Teachers and Students?

There is! Students and teachers can get a free access to QuickBooks Online through our Intuit Education Program (IEP). You can apply and set up your account by visiting our website or sending an email to education@intuit.com. 

 

Once registered, you will be given a complimentary license to QuickBooks Online Account. Your students on the other hand will be given a 12-month access to QuickBooks Online Plus. You can see more details about IEP in this article: Intuit Education Program.

 

We hope that these questions and answers have provided you with clarity and practical solutions for navigating QuickBooks Online. Whether you're integrating data, streamlining access, enhancing security, locating tax details, or exploring educational resources, mastering these aspects will empower you to manage your account with greater confidence and efficiency.