How to Change an Email Address in QuickBooks Online and Desktop

Changing an email address in QuickBooks involves different procedures depending on which email you need to update. QuickBooks uses email addresses for multiple purposes — your Intuit account login, company contact information displayed on invoices and receipts, employee email addresses for payroll notifications, and the email used for sending invoices and estimates to customers.

Many users get confused because updating your Intuit account email (used to sign in) is a completely separate process from changing the email displayed on your invoices and business correspondence. Attempting to change one often leads to the settings for the other, causing frustration and wasted time.

This guide covers every type of email address change in QuickBooks, from updating your login credentials to modifying what your customers see when they receive invoices and payment receipts from your business.

⚡ Quick Fix

In QuickBooks Online, go to Gear icon > Account and Settings > Company, then edit the Company email field. For your Intuit login email, go to accounts.intuit.com and update it under Sign-in & Security.

Change Company Email in QuickBooks Online

Step 1: Sign into QuickBooks Online and click the Gear icon in the upper-right corner, then select Account and Settings.

Step 2: Click Company in the left sidebar. Under the Company name section, locate the Company email field and click the pencil icon to edit it.

Step 3: Enter the new email address and click Save, then Done. This email is used for official correspondence from QuickBooks, including invoice reminders and payment notifications.

Step 4: If you also need to change the email displayed in the From field when sending invoices, go to Account and Settings > Sales > Messages and update the email address there.

Change Intuit Account Login Email

Step 1: Go to accounts.intuit.com in your browser and sign in with your current credentials.

Step 2: Click Sign-in & Security, then select Email address. Enter your new email address and your current password to confirm the change.

Step 3: Intuit will send a verification email to the new address. Open the email and click the verification link within 24 hours. Until verified, your old email remains active as the login.

Step 4: After verification, use the new email address to sign into QuickBooks, TurboTax, and all other Intuit products linked to this account.

Change Email in QuickBooks Desktop

Step 1: Open QuickBooks Desktop and go to Edit > Preferences > Send Forms. Click the My Preferences tab.

Step 2: Under the email setup, select your email account and click Edit. Update the email address, SMTP server settings if necessary, and click OK.

Step 3: For company-level email changes, go to Company > Company Information and update the Email field. This changes the email shown on printed and emailed forms.

Step 4: Click OK to save. Send a test invoice to verify the new email appears correctly in the From field and the company information section.

Why Does This Problem Happen?

Email address confusion in QuickBooks stems from the platform using multiple email fields for different purposes. The Intuit account email controls authentication and billing, the company email appears on official documents, and the sales form email determines the From address on customer-facing communications. Changes to one do not propagate to the others, which is by design to allow businesses to use different addresses for different functions.

Additionally, QuickBooks Desktop relies on local email client configuration (Outlook, Gmail SMTP) while QuickBooks Online uses Intuit's own email delivery system, meaning the steps differ significantly between products even for the same outcome.

Frequently Asked Questions

Yes. Your Intuit login email and the email shown on invoices are completely separate. You can use a personal email for your Intuit account login while displaying a business email like [email protected] on all customer-facing documents.

No. Changing any email address in QuickBooks does not affect your financial data, transaction history, or reports. Email addresses are contact and authentication information only.

In QuickBooks Online Payroll, go to Payroll > Employees, select the employee, and edit their personal information to update their email. This is where payroll stubs and tax documents are sent.

Yes. Go to Account and Settings > Payments and update the notification email under the payment settings. This controls where you receive alerts about customer payments processed through QuickBooks Payments.

Go to accounts.intuit.com and click Forgot email. Enter your phone number or alternate recovery information. Intuit will help you locate the email address associated with your account.

No. Bank feed connections are tied to your QuickBooks company file, not to your email address. Changing your email will not disconnect or disrupt any linked bank or credit card accounts.

QuickBooks Online supports one primary login email per user, but you can add multiple users with different email addresses. For invoice sending, you can configure different From addresses under Sales settings.

There is no limit on how frequently you can change your company email in QuickBooks. For Intuit account login email changes, Intuit may impose a brief cooling period for security reasons, typically 24-48 hours between changes.