Change Legal Company Name in QuickBooks – Complete Guide

Managing accurate business information in QuickBooks is essential for professionalism and compliance. Changing your legal company name may be necessary after a rebrand, merger, or legal update, and it’s important that the change appears consistently across all records. 

Whether you use QuickBooks Desktop or Online, updating your company name should also include reviewing key details like contact information. This guide walks you through updating your company name and related business details to keep everything accurate and aligned.

Understanding Company Name vs Legal Name in QuickBooks

A Company Name, also known as a “Trade Name” or “Doing Business As” (DBA), is the customer-facing name a business uses for branding, such as on templates, marketing materials, and websites. 

Meanwhile, a Legal Name is the one that the company is registered with the government entity, and it is mainly used for tax, banking, and government documents. 

A legal entity can operate under one or multiple trade names. 

How to Change Legal Company Name in QuickBooks Online

Have you recently changed your company name? You must update it in several places in QuickBooks Online, as well as where your company is registered:

• Company name: “Doing business as” name or “Trade Name“. Your customers recognize your company by the same name. 
• Legal name: A name that is used to communicate with the government or when registering your business. The company name will automatically be set as the legal name if the field is left blank. 
• Email Messages: Company name that displays on customer-facing emails. 
• Location List: Only applies to QuickBooks Online Plus. You can disregard this if you’re not using location tracking.

Change the Company Name

• Go to Settings and choose Company Settings (or Account and Settings).
• Select Company in the left menu bar. 
• Scroll down to the Company name section and select the Pencil icon.
• Make the required changes. If your company’s legal name is different from the company name, add a legal name. 
• When done, click Save > Done. 

Email Messages

• Select the Gear (Settings) icon and choose Company Settings.
• In the left menu bar, choose Sales. 
• Go to the Messages section and click on the Pencil icon. 
• Now, make the required changes in the Email message section. 
• Click Save, then Done.

Location List (QuickBooks Online Plus users only)

• Navigate to the Gear (Settings) icon and choose All Lists. 
• Click on Locations, then select the location you would like to change the company name on.
• From the drop-down, select Edit. 
• Mark the checkbox for This location has a different company name when communicating with customers and then type the new company name.
• Finally, click Save.

Change the company address, phone, email, and your communication preference with Intuit

• Go to the Gear (Settings) icon. 
• Choose Company Settings (or Account and Settings).
• In the left menu bar, select Company.
  • Select the Pencil icon within the Contact info area to update your contact details.
  • Choose the Pencil icon in the Address section when you need to modify the company address.
  • Select Marketing Preference to adjust how Intuit delivers communication to you.
• Make the changes that are required. 
• Finally, click Save, then Done.

Change a direct personal contact email address

When you change the personal contact email address in Manage Users it won’t change the email associated with a login. This email is for company’s internal use only, how QuickBooks Online contacts the user of that login, and does not transfer a login (i.e. Primary Admin).

In case you wish to change the email address you use to login or associated with the user ID and password, contact QuickBooks ProAdvisor. 

• Go to the Settings (Gear icon) menu and select Manage Users. 
• Choose your name and click Edit. 
• Make the changes that are required. 
• Finally, click Save. 

How to Change Legal Company Name in QuickBooks Desktop

Updating your legal company name in QuickBooks Desktop is quick and hassle-free. Just follow the steps below and you’ll be all set: 

QuickBooks Desktop Payroll Basic, QuickBooks Desktop Payroll Standard, and QuickBooks Desktop Payroll Enhanced

1. Update your Intuit Account name

Your Intuit Account name is set up when you buy or register for any Intuit product or service. It stores important business details, such as your EIN and QuickBooks subscription. Here’s how you can manage and update your Intuit Account through CAMPS.

To update your Intuit Account name, follow these steps:

• Download and fill out the Business Name Change form.
• Gather the required supporting documents:
  • A valid government-issued photo ID (such as a driver’s license, state ID, or passport)
  • Proof of payment for the product or service, like a bank statement showing the subscription or product charges, your name, and the account number.
• Reach out to us to submit the completed form, photo ID, and proof of payment using Intuit Customer File Exchange.
• You’ll receive a confirmation email once the change is processed, typically within 3–5 business days.

2. Update your legal business name and address in QuickBooks Desktop

• Navigate to Company and select My Company. 

• Click Edit and then choose Legal Information.
• Enter your new legal business name and address, then click OK. 

Proceed with the additional steps if you use Direct Deposit to pay your employees: 

• Navigate to Employees and choose Send Payroll Data.
• Now, make sure there are no payroll transactions that are pending to send.
• Finally, select Send. 

QuickBooks Desktop Payroll Assisted

1. Update your legal business name

• Download the Assisted Legal Name Change form.
• Now, sign, date and print the form to finish it. 

Note: If you also need to update your Intuit account name, select the checkbox beneath the new fax number field. 

• Upload your completed and signed form or send it to accountmaintenance@intuit.com.

Your company name will automatically be updated in QuickBooks Desktop the next time you run payroll.

2. Update your legal business address

• First, complete the IRS Form 8822-B.
• In Line 6 of the form, enter the new legal address, sign, date and then print it. 
• Upload your completed and signed form or send it to account_maintenance@intuit.com.

Intuit will process your request to update the company’s legal business name, address, or other updates within 5 business days from the time it receives the form. For further information required, Intuit will contact you. The account maintenance team works from 7 AM – 3 PM PT.

Conclusion 

Updating your business name in QuickBooks Desktop and Online is essential for maintaining accurate records and meeting regulatory requirements. This guide explains the correct process to complete the Change legal company name in QuickBooks without impacting existing financial data. Keeping company details up to date helps avoid reporting discrepancies and ensures consistency across all transactions. 

For additional help, reach out to a QB professional at QuickBookSupportNet, available 24/7. Dial +1(866)500-0076 to connect with a certified QuickBooks ProAdvisor today.

Frequently Asked Questions 

How do I change the name of my company in QuickBooks Desktop?

To change your company name in QuickBooks Desktop, open your company file, go to Company > My Company, select Edit, update the Company Name, then save the changes.

What is the difference between the company name and the legal entity name?

The company name is the name you use for branding, invoices, and customer communication, while the legal entity name is the officially registered name used for tax filings and legal documents. QuickBooks allows both because businesses often operate under a trade or DBA name that differs from their legal name.

How do I change a business name in QuickBooks Self-Employed? 

To change your business name in QuickBooks Self-Employed, sign in to your account, go to Settings, select Profile, edit the Business Name, and save the changes. This update will reflect on invoices and reports, but will not change any legal or tax registration information.

When should I change my legal name and address in QuickBooks? 

You should update your legal name and address in QuickBooks after officially changing them with the IRS, state agencies, or other government authorities. Keeping this information accurate helps prevent tax filing issues, ensures correct forms (like 1099s), and keeps your financial records compliant.