Your QuickBooks Desktop requires certain complex passwords to ensure the security of the important company data you store on the software. To enhance the security of your complex QuickBooks password, you must change it every 90 days. To make sure you don’t miss out on it, your QuickBooks software will prompt you to change your password before the end of the 90 days. Also, you will get a reminder on the expiration date too.

Now, if you are yet to set up your QuickBooks password, take note of the three important requirements you must take care of while setting up your password:

  1. The password should at least include 7 characters, including numbers, letters, and/or special characters
  2. The password must have at least 1 number
  3. There should be at least one uppercase letter to make your password stronger.

Why do you need password protection?

If your QuickBooks files contain any sort of sensitive or critical information such as your social security number, credit card numbers, or your employer identification numbers, you will be required to set up a complex password. Also, users who have ‘Credit Card Protection’ will also need to set up a password.

What Are the Various Password Requirements for QuickBooks Desktop?

  1. Your QB Password can have 8-16 characters
  2. It should include at least one uppercase character
  3. The password must have at least one lowercase character 
  4. Your QuickBooks password must have at least 1 number (0-9)
  5. The password must also have at least 1 special character (For example- ! @ # $@ % ^ & * ( ) _ + = – [ ] { } \ | ‘ “ ; : ? / . > <)
  6. You should not use your password in your username
  7. Your username cannot be used as your password
  8. There should not be spaces in your password

Note– QuickBooks passwords are case sensitive.

Should I download the security update even though I rarely use the internet?

Yes, it is recommended that users download and install the security update irrespective of how often you use the internet.

As an accountant, can I set a password on my client’s file?

Yes, you can. It will not have any effect on your client’s original data file.

What if I do not want to set a password on my QuickBooks file? Do I still have to?

If your QuickBooks file contains sensitive information regarding your credit card, social security number, or more, it will be mandatory for you to set up a complex, secure password. A strong password will ensure that only people you have granted access to are able to access the information. If you find difficulty in remembering your passwords, you can take the help of QuickBooks File Manager on your QuickBooks Enterprise Accountant or Desktop Accountant to manage them.

What happens if I forget my QuickBooks password?

If you forget your password, you can use the password reset hint set by you to reset the password. In case you are finding difficulty remembering the password hint as well, you can resort to the Automated Password Reset Tool to reset your password.

How do I ensure security on other computers connected to my network?

For users using their QuickBooks Desktop in the multi-user mode, you must ensure that every user is using the supported version of QuickBooks. Also, every user must install the security update as well.

Image source:- fivetalents.co.uk

What should I do about security if I have multiple QuickBooks Desktop products?

No matter how many QuickBooks products or versions you have installed on your computer, you will have to download and install the security update for every version.

What are the specific personal details or lists of data for which QuickBooks Desktop mandates having a complex password?

Here is a list of the Personally Identifiable Information (PII) that QuickBooks will detect:

  1. The company EIN
  2. Bank details such as account number
  3. Credit card number
  4. Social security number (Employee and Company)
  5. Fixed and Other Assets account number
  6. Other current assets account number
  7. Loan/Liability account number
  8. Long term liability account number
  9. Vendor Tax ID
  10. Vendor Account No.
  11. Employee's Birth Date (QuickBooks 2018 versions only)

What if I disable my credit card protection? Or if I remove my credit card information from the data file?

The security update for your QuickBooks is designed to detect information specified in the list in the answer above. Now, since you have removed the sensitive information from your data file, QuickBooks will detect it and you will not be prompted to set a complex, secure password.

Do I need to install the security update for my QuickBooks trial version?

There may be two different cases for the above question. One, if the trial version is expired. In that case, you need to uninstall it. Two, the trial version is not yet expired. If that is the case, you will have to install the security update.

Still having questions? Contact us on our toll-free number +1-801-610-6141 (24*7 available)

Share this post on

Start Your Free Trial


Continued support

I would like to thank you for your continued support. I’m so glad everything turned out well. I owe you one.

Vishal Savadiya

Prompt service

George was outstanding; he fixed my issue within a couple of minutes and got me back to work! Thank you for such prompt service!

Lyndsey Chapman

Best tech support

Your tech person resolved this issue to the best of my satisfaction. He is very knowledgeable, helping and nice person. Thank you for this help.

Bipin Bhatt
KB Accounting & Tax Services

Exceptional service

I appreciate the exceptional service that Duke Williams always provided us at JS Morlu. He is patient, knowledgeable and extremely helpful.

John S. Morlu
Global Managing Partner

Quick response

As always, It was a very positive experience having your technician solve the issue we were currently experiencing.

Brad Pollack
Retail Service Options

Kristi PArker

Was assisted with permission setting, easy process. Thank you.

Origin Books

Mary L Zembruski

They have always promptly resolved any issues I have contacted them about.

Wilson Landscaping

Christopher Hutzel

Easy of working and very helpful

Christopher Hutzel
Compactor Service

Mandy Leong

Great customer service

Mandy Leong
Managed Staffing

Taylor Hill

Not a problem since I started years ago. Support is amazing and couldn’t be quicker. Just tonight, I emailed them and within 1 hour David helped me through an issue and resolved it as quick as I could have asked. Glad I found these guys.

Taylor Hill
Hill Tax, Payroll & Bookkeeping

Serina McCoy

Service was very quick to resolve the issue we had with logging in. Michael Olson emailed and called with in a few minutes on realizing we had an issue and had us back up and working quickly.

Serina McCoy
Gilberts Mobile Service

Mark Tevrucht

thank you reason for stars is my opion nothing is perfect

Mark Tevrucht

Nancy Evans

Easy to work with Aaron.

Nancy Evans
Nancy P Evans CPA PC

Tom Cloninger

Excellent service! Very responsive!

Tom Cloninger
RAN Accounting & Consulting

Rich Durso

Anderson solved my issue quickly and efficiently!

Rich Durso

Juli Hale

We’ve been very happy with the service so far. I would highly recommend Sagenext for hosting QuickBooks and other software. Thank you Michael Olson!

Juli Hale
Vico Plastics, Inc.

Nabila Qureshi

Great Customer service and support. Will highly recommend Aaron was very helpful and knowledgeable

Nabila Qureshi
Tax King USA Inc

Yelena V Moshkovsky

Great service with persistence to solve the issue and easy to reach. Anderson was a lot of help with my remote desktop issue.

Yelena V Moshkovsky
Supporting Strategies

IT Director

Sage Next have been great. We moved from 2 other quickbooks hosting providers to SageNext because it is the fastest server we could find which makes working on it much easier for our team. That plus their team is always available and very helpful!

IT Director
American Foods


Very happy with the functionality of the hosted environment and excellent customer service. A human always answers the phone quickly and is always knowledgeable and resolve any issue quickly. Thank you Michael and your support team.


Cristen Rolen

Worst support team who are getting more time ever.

Cristen Rolen
Cristen CPA Firms


Aaron was extremely helpful, and resolved my issue quickly and professionally. Sagenext hosting services has been reliable, and support has always been great.

Zigo Associates

Peg Kelly

Michael Olson was very helpful, professional, knowledgeable and kind. He’s a keeper should have more employees like him. Highly recommend Sagenext.

Peg Kelly
All Star Therapy

Jon Graff

Support has been terrific, every time I’ve had issues I’ve been able to get help quickly which has resolved any issues. Michael Olson recently helped me resolve a backup issue. Thank you Sagenext

Jon Graff
The Reason Foundation


Prompt support when needed!

The College Music Society


Sage is wonderful! Aaron was an incredible help to me!

Elfand & assoc


Thank you so much! I use Quickbooks on their servers and they are very helpful for all my computer needs. Thank you Michael for your great support.


Gwendolyn Terrell

Customer Service was great they was able to fix the issue in a timely matter.

National Tax Center


Free Trial

Sagenext Trial