How to Set up Company Information in QuickBooks Online?

Are you wondering how to set up your company information in QuickBooks online? Then you can get a deep inside about setting up your company details in QuickBooks online and learn how to change your company name, contact information address, type, and other items. Here are some of the steps that can help you set up the company details.

To update company information in QuickBooks Online, you must first log in to QuickBooks Online and open its settings menu. You will come across the option to make changes in the Company details in the Accounts and Settings tab. However, you must perform these changes carefully, as they will be reflected all over QuickBooks.

From your Email address to the company’s official address, you can edit all the details that are saved in QuickBooks. Apart from these, you can also update your default sales form message, and provide unique company details for different locations by incorporating location tracking. Keep Reading the article for a step-by-step guide to updating company details in QuickBooks Online (QBO) along with the answers to your important queries.

How to Set up Company Information in QuickBooks Online?

Follow the below mentioned steps to set up company information in QuickBooks Online.

Step 1: Collect Company Details and Sign in to QuickBooks

Before you start setting up the company information in QuickBooks online you need to compile the basic information. You need to collect information on as many items as possible since you can make changes later on.

• Business Name
• Address
• Website
• Email
• Digital copy of your company logo
• Type of business like sole proprietor or partnership
• EIN or Federal Employer Identification Number
• Accounting method- Cash or Accrual

Once you have collected all the information you need to login to your QuickBooks account and you will find the company’s dashboard. Now click on the gear icon and select account and settings. Then click on the company tab under the accounting and setting option.

Step 2: Edit the Company Name

Once you complete the first step you need to click on the pencil icon or on the company name section for editing the information. Now click Save.

In the company name section you will find 3 items like the following:

A. Company Logo: You need to import the company logo to add it on the customized forms. Moreover you need to save the logo as an image file on your computer. Now follow the steps to import the logo into QuickBooks online:

• You need to click on the Greece square which is on the right of the company logo.
• You will see the logos which you have previously uploaded in QuickBooks on the next screen. You need to check if your logo is already present then choose it and add it to the company information. If you cannot find your logo on the screen you need to click on the blue sign+.
• QuickBooks offers a window where you can browse your computer and choose the image file of your logo. Once you have selected the image file you need to click on the open option to go back to the prior skin where you can find a thumbnail of the new logo. Now the logo is saved in your QuickBooks online account and you don’t have to reload it as it will be available for customization of forms.
• You need to ensure that the logo you desire to include is highlighted and then you need to click on the save option.

B. Company and Legal Name: now you have to include the company name like you wanted to appear on the invoices in other forms. Moreover the legal company name mast with the exact same name mentioned in the IRS. The legal name is displayed on the tax forms like form 1099 and payroll tax returns. Always remember if both names are different if you wish to have a different name on the invoices then you need to uncheck the box and include the legal name.

C. EIN: you need to ensure that the number which is assigned by the IRS matches with EIN. If you are self-employed then you need to use the Social Security number. EINs are sensitive in nature so QuickBooks can ask you to authenticate your logging before you change or view the EIN.

Now click on the save button when you have completed including all the details like company name, logo and EIN.

Step 3: Choose the Company Type

Do you need to click on the company type section to include or change the company type information? Now there is a drop down menu beside the tax form field which you need to click and choose your taxable entity type. Below are some of the company types;

• Sole Proprietor: A sole proprietor is the one who is running the company by themselves. If you want to report income and loss you need to use schedule C which is form 1040.
• Partnership: you need to choose the business type if you are operating your business along with 2 or more partners. Those who have a business in the partnership need to use form 1065 if they have to report business income or loss.
• S Corporation: this type of corporation passes corporate loss, income, and taxes through their shareholders and to report income loss they use form 1120S.
• C Corporation: this type of corporation have to pay taxes separately from its owner instead of passing it through downloads. C corporation users have to report using form 1120.
• Non Cooperation Organizations: those running nonprofits organizations do not have to pay taxes as they emphasize social causes rather than generating income. These companies use form 990 to report their annual activities.
• Land Limited Liability Company or LLC: if you are confused about whether to file taxes as an s corporation or partnership for a sole proprietor then choose this option.

If you are still confused you can leave the field blank.

Now start entering the company name in the industry field and QuickBooks will offer suggestions. You must choose a sector from the QuickBooks list or if unsure you can leave it blank. Now click on the safe option once you have completed it.

Step 4: Update Your Contact Information

You need to click on the contact info section or the pencil icon 2 include the contact information for your customers as well as QuickBooks.

• Email: You need to include your email address in QuickBooks so that you can contact the QuickBooks administrator. Moreover the customers can see the email address on the sales form when you send it to them like invoices. You need to make sure that the QuickBooks administrators email address and the ones that is used in the invoice is same if they are different you need to uncheck the box and include the correct address.
• Company Phone: Include the phone number that should appear on the display forms that you will send to the customers.
• Website: Next is entering the website address that you want to appear on all the sales forms.

Now click on the safe option once you have completed entering the information.

Step 5: Edit Your Company Address

To edit your company address you need to click on the address section or anywhere ready to change the information. In the latest version of QuickBooks online version there are separate sections for company address, customer-facing address, and legal address.

• Company Address: Here you need to include the company actress which will be the physical location of the business which will also be used for payments in QuickBooks after entering the information you need to click on the save option.

• Customer-facing Address: This one will be displayed on invoices in other cells found and it will also with displayed to the customers where they can make the payment. You need to check if the company address and the customer-facing address are different if it is so you need to uncheck the box and enter the correct address and click on the save option.
• Legal Address: This address is required for filing the taxes and it needs to match the address which you have filed with the IRS. Like the other ones you need to again check if the address matches with the company address if it doesn’t you need to change it by unchecking the box and then clicking on the save option.

How to Change Company Information in QuickBooks Online?

Refer to the guide given below if you want to change or update company information in QuickBooks Online such as company name, horse registration numbers, and contact information.

Change Company Name in QBO

In case you have changed the name of your company for any reason, QuickBooks will allow you to update your company name. Here are the steps to update company name in QuickBooks Online.

1. To access Company Settings (or Account and Settings), first select the Gear symbol.
2. From the menu on the left, choose Company.
3. Choose the Pencil icon located in the Company name section.
4. Make the required adjustments. If your firm’s legal name differs from its corporate name, you can choose to Add legal name.
5. Hit the Save button and then Done button.

Update Company Address, Email, and Phone Number

You are free to change phone numbers, addresses, email IDs, and your communication preferences while you update company information in QuickBooks Online. The steps mentioned below should be followed if you want to update these details:

1. To access Company Settings (or Account and Settings), first select the Gear icon.
2. From the menu on the left, choose Company.
   • To modify your contact information, select the Pencil symbol located in the Contact info section.
   • If you need to change the company address, select the Pencil symbol in the Address area.
   • To customize how you get communications from Intuit, select Marketing Preference.
3. Make the required adjustments.
4. Hit the Save button and Done button simultaneously.

Update Company’s Direct Personal Contact Email ID

Modifying the personal contact email address in Manage Users is solely intended for internal usage within your organization. It has no effect on the email link to log in, the method by which QuickBooks Online communicates with the login user or the transfer of a login (such as Primary Admin). Please go to Change User ID and Password if you would want to modify the email address linked to your user ID and password. See Transfer the Primary Administrator role for information on how to do so.

1. Choose Gear, then Users to Manage.
2. Choose your name, then click Edit.
3. Make the required adjustments.
4. Click Save.

Update QuickBooks Default Sales Email Message Template

You can change the default email messages in QuickBooks in case you wish to change the information filled out in the email template. Follow the steps provided below.

1. To access Account and Settings, click the Gear Icon.
2. Click Sales from the side menu, choose Messages, and then enter the information.
3. Verify that the Subject: and Message: fields contain the right name of the company.
4. If it’s empty, select Use Standard Message to fill it in with the details of your new business and make any necessary changes.
5. Press Save.

Change Communication Preferences in QuickBooks Online

You can update your communication medium with Intuit for promotional offers in the Marketing Preferences section. Here’s how you can change communication preferences in QuickBooks Online.

1. Select Accounts and Settings by going to Settings.
2. In the Communications with Intuit section, pick Company and then click the link for Marketing Preferences.
3. To customize your items, add or change the necessary data on the Intuit Account Manager page.
4. After finishing, save your edits.

Note: Your preferences saved in the software will be kept confidential.

How to Change or Add Company Address in QuickBooks Online?

Types of Company Addresses

There are many types of company addresses as few teams might be sitting at one place and the remaining ones are located at different addresses:

• Legal Address: The address used when filing tax forms.
• Company Address: The address where your company is physically located.
• Customer-facing Address: The address used for communicating with your customers.

Have you changed your office’s location? Well, you can fill out three different addresses that belong to your company. Follow the steps given to update the new address of your company while you update company information in QuickBooks Online.

• Select Accounts and Settings by going to Settings.
• Click Company, and in the Address area, click Edit.
• Enter your company’s main address in the “Company address” area.
• Please provide an address that your customers can use to get in touch with you or submit payments in the customer-facing address section.
• If the company address you entered is the same, you can also check the box labeled “Same as company address.“
• Enter the legal address you use to file your company’s taxes in the designated field.

Alternatively, if it matches the company address you submitted, check the box labeled “Same as company address.”

• After choosing Save, choose Done. We’ve updated or modified your addresses per your request.

Change Addresses in Your Default Sales Message in QBO

Users can check out the steps given below to update the details filled out in the default sales messages.

1. To access Company Settings (or Account and Settings), first select the Gear symbol.
2. From the menu on the left, pick Sales. Then click on the Messages option.
3. In the Email message section, make the required adjustments.
4. Hit Save and then Done.

Note: You must ensure that the accurate company name has been listed with the message and subject. In case these two are missing, you must click on the Use Standard Message option to automatically fill out the details of your new company.

Update Location List in QuickBooks Online

Before you follow the steps given below to change the location list in QuickBooks Online, you must be aware that this feature is only available for QBO Plus users.

1. Click the Gear symbol, then choose All Lists.
2. To alter the company name at a particular location, first select Locations and then that location.
3. Select Edit from the menu.
4. Under the title “This location has a different company name when communicating with customers“, you have to Update the
5. Lastly, you have to click on the Save button present at the left.

When interacting with clients, check the box next to This location has a different company name and enter the new name.

How to Update Customer Messages in QuickBooks Online?

You can change or add messages that are sent to your customers as well as sent messages with statements printed on them. Here’s how you can do this:

Update Greetings sent with Sales Form in an Email

You must have been sending emails that have sales forms and greetings that are mailed along with greetings attached to them.

1. Navigate to the Settings gear icon, choose Account and Settings, and finally click on Sales.
2. Click the edit button in the Messages section.
3. Choose your preferred greeting from the dropdown menu after selecting the Use greeting tick.
4. From the Sales Form menu, choose the preferred sales form type:
   • Bill or Invoice
   • Credit Note
   • Estimate
   • Statement
   • Sales Receipt
   • Refund Receipt.
5. You can type your own custom messages for the email message and subject line, or you can leave the default text in the box.
6. Check the box labeled “Email me a copy” to request a copy.
7. Choose Save once you’ve made all the necessary edits to the message.
8. Click on Done.

Update Global Messages for Sales Forms, Estimates, and Invoice in QuickBooks Online

Enlisted below are the steps to update messages for sales forms, estimates, and invoices that are being sent globally.

• Navigate to the gear-shaped Settings icon. After choosing Account and Settings, choose Sales.
• Click the edit icon in the Messages section.
• Choose Estimates or Invoices and Other Sales Forms from the Sales form selection menu, then enter the default message for customers.
• Click on the Save and Done button, simultaneously.

Conclusion

When you update company information in QuickBooks Online, you are actually maintaining accurate records and ensuring seamless communication. By carefully following the steps mentioned in this article, such as going to the settings menu, selecting Account and Settings, and editing details as needed, you will be able to effectively update your company’s name, address, contact information, and more. Whether you’re adjusting the company’s address or changing email templates, these updates will reflect throughout QuickBooks Online.This will help you stay organized and maintain professionalism with your clients. Always double-check your changes before saving to avoid discrepancies and ensure all your company details are current and correct.

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Frequently Asked Questions

How do I Update Company Information in QuickBooks Online?

To update company information in QuickBooks Online, you are required to click on the Gear icon, select Account and Settings, and then click the Edit button next to the section you want to update.

Can I change my Company Address While Updating Company information in QuickBooks Online?

Yes, you can change your company address while you update company information in QuickBooks Online. To be able to perform this task, you will have to go to Account and Settings under the Gear icon, select Company, and then edit the address fields accordingly.

How do I Update the Company Email and Phone Number in QuickBooks Online?

To update your company’s email and phone number while updating company information in QuickBooks Online, access the Account and Settings from the Gear icon, then click on Company and edit the Contact info section.

What if I Need to Update the Company Name in QuickBooks Online?

If you need to update your company name in QuickBooks Online, you will have to select the Gear icon, go to Account and Settings, choose Company, click the pencil icon next to the company name, make the changes, and then save them.

How can I Update Default Dales Messages in QuickBooks Online?

To update default sales messages in QuickBooks Online, you will have to navigate to Account and Settings via the settings menu from the dashboard, select Sales, and edit the messages in the Messages section. Save your changes to update the default email templates used for sales forms.