How do I Reset my Password in QuickBooks? Step-by-step Guide

You open QuickBooks at 8 a.m. before a client call, and the password you’ve typed a hundred times just bounces. It happens. The fix is straightforward once you know which reset path applies to your situation — QuickBooks Online, QuickBooks Desktop (2020 and later), or QuickBooks Desktop 2019 and earlier. Each one works differently, and taking the wrong path wastes time.

This guide walks through all three, plus the Automated Password Reset Tool for stubborn Desktop admin lockouts.

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Reset Your QuickBooks Online Password

QuickBooks Online ties your login to your Intuit account, so the reset happens at the Intuit sign-in page, not inside QuickBooks itself.

Step 1. Go to the QuickBooks Online sign-in page Intuit and click “I forgot my user ID or password.”

Step 2. Enter your phone number, email address, or Intuit user ID when prompted.

Step 3. Choose how you want to receive the verification code — text or email — then enter the code on the next screen.

Step 4. Follow the on-screen prompts to create and confirm your new password.

Step 5. Sign in with the new password and confirm access to your company file.

If you manage your own Intuit Account settings, you can also update your password proactively. Go to the Intuit Account Manager, select Sign in & security, and change the password before you’re ever locked out. That’s the cleaner approach for firms where multiple staff share access.

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Reset a QuickBooks Desktop Password (2020 and Later)

For QuickBooks Desktop Pro, Premier, or Enterprise on a current supported version, the self-service reset starts directly at the login screen.

Step 1. Open QuickBooks Desktop. At the login window, click “I forgot my password.”

Step 2. A list of registered email addresses associated with the license will appear. Select the email address you want the reset token sent to.

Step 3. If your email address doesn’t appear in the list, click “Don’t see your email in the list above?” and follow the on-screen steps Intuit provides.

Step 4. Check your inbox for the emailed token. Copy it.

Step 5. Return to the reset prompt in QuickBooks Desktop, enter the token, and create a new password.

Step 6. Sign in with the new password.

One thing to watch: if the email on file is old or no longer accessible, the “Don’t see your email” path is your only self-service option. Keep your registered email current — it takes two minutes and prevents a painful lockout later.

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Reset a QuickBooks Desktop Password (2019 and Earlier)

Intuit handles legacy versions differently. For QuickBooks Desktop 2019 and earlier, the reset requires your QuickBooks license number plus the name, email, phone number, and ZIP code you used when you originally purchased the product.

How to find your license number: Press F2 at the login window — the product information screen will display it.

Gather that information before contacting Intuit support. Having it ready cuts the verification step down significantly.

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Use the Automated Password Reset Tool for a Locked Admin Account

If you’ve forgotten the Admin password on a QuickBooks Desktop for Windows installation, Intuit’s Automated Password Reset Tool is the right path.

Step 1. Download the Automated Password Reset Tool from Intuit’s support site.

Step 2. When prompted to Run or Save the downloaded file, choose Save and save it to your Desktop.

Step 3. Open the tool. You’ll need to enter:

• Your QuickBooks license number
• Business information on file
• A token Intuit generates during the process
• Your product version
• The company file you’re resetting access for
• The admin user name
• Your new (temporary) password

Step 4. Use a temporary password at this stage — Intuit’s own instructions flag this specifically. When you open the company file, QuickBooks will immediately prompt you to change the password again. Using a temp password keeps that handoff clean.

Step 5. Open QuickBooks, sign in with the temporary password, and set your permanent password when prompted.

This tool only works on Windows. If your firm runs QuickBooks on a hosted cloud environment, coordinate with your hosting provider before running local tools — the company file path and permissions may differ from a local install.

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Reset a User (Non-Admin) Password as the Admin

If a staff member forgets their password and you’re the admin, you don’t need the reset tool. You handle it directly from inside QuickBooks Desktop.

Step 1. Sign in to QuickBooks as the admin user.

Step 2. Go to Company > Set Up Users and Passwords > Set Up Users.

Step 3. Re-enter the admin password when prompted.

Step 4. In the user list, select the user whose password needs to change.

Step 5. Click Edit User.

Step 6. Enter a new password for that user when prompted.

Step 7. Click Next twice, then click Finish.

That user can now sign in with the new password. For a firm with multiple staff, this is the fastest path — takes under two minutes once you’re logged in as admin.

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How Sagenext Helps

Firms running QuickBooks Desktop on a local machine deal with password resets in isolation — no backup admin session, no remote access if the machine is off-site. That’s where a managed hosting setup changes the day-to-day reality.

With, QuickBooks Desktop runs in a fully managed cloud environment. Your admin can access the company file and reset a user password from any device without needing physical access to the office machine. Sagenext handles provisioning, updates, and security at the infrastructure level, so your team focuses on the work rather than the setup. Multi-user access is built in — useful the moment a second staff member needs credentials adjusted. There’s a free trial available with no credit card required if you want to see how it runs for your firm.

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Key Takeaways

• QuickBooks Online password resets happen through the Intuit Account Manager, not inside QuickBooks itself — a verification code to your phone or email is required.
• QuickBooks Desktop 2020 and later resets via an emailed token from the login screen; if your email isn’t listed, use the “Don’t see your email” path.
• QuickBooks Desktop 2019 and earlier requires your license number plus original purchase details — press F2 at login to surface the license number.
• The Automated Password Reset Tool handles locked Admin accounts on Desktop for Windows; use a temporary password during the reset, not your permanent one.
• Admins can reset any non-admin user’s password directly from Company > Set Up Users and Passwords without any external tool.
• Keeping your registered Intuit email current is the single best way to avoid a drawn-out lockout — it costs nothing and takes minutes.

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Frequently Asked Questions

How do I reset my QuickBooks Online password if I don’t have access to my phone or email?

Go to the Intuit sign-in page and click “I forgot my user ID or password.” If you can’t receive a verification code at any registered contact method, you’ll need to work through Intuit Account recovery. Intuit’s account recovery flow asks for identity verification details to restore access. The fastest prevention is keeping at least two recovery methods — phone and email — current in your Intuit Account settings How To Fix QuickBooks Error H202.

What information do I need to reset a QuickBooks Desktop 2019 or earlier password?

You need your QuickBooks license number (press F2 at the login screen to find it), plus the name, email address, phone number, and ZIP code associated with the original purchase. Have all of this ready before starting the reset — Intuit uses these details to verify identity before allowing a password change on legacy versions.

Can the QuickBooks Admin reset another user’s password without knowing the user’s current password?

Yes. Sign in as admin, go to Company > Set Up Users and Passwords > Set Up Users, authenticate with the admin password, select the target user, and click Edit User. You can assign a new password directly. The user’s old password is never required. This works in QuickBooks Desktop Pro, Premier, and Enterprise.

What is the Automated Password Reset Tool and when should I use it?

It’s a Windows utility Intuit provides specifically for resetting a forgotten Admin password in QuickBooks Desktop. Use it when you’ve lost admin access and the standard sign-in reset flow isn’t resolving the issue. You’ll need your license number, business info, a tool-generated token, and a temporary password. The tool is not available for Mac or QuickBooks Online.

Why does Intuit recommend using a temporary password when running the Automated Password Reset Tool?

QuickBooks Desktop is designed to prompt the admin to change the password again the first time the company file is opened after an automated reset. Using a temporary password during the tool process keeps that hand-off clean — you set your actual permanent password inside QuickBooks rather than through the external tool, which is the more secure sequence.