If you are an accountant who processes payroll for a client under your own QuickBooks Payroll subscription, you must take extra precautions when transferring the client's company file to another accountant. Why?
If the client has Direct Deposit or an Assisted Payroll subscription, contact the payroll service for assistance.
If the payroll agreement is under the client's subscription, you do not need to do anything before you transfer the company file to the client or to the new accountant.
Before you hand over the company file to your client or to the new accountant, remove your payroll service key by applying the manual payroll setting in the company file.
To do this task
Consult with your client and/or the new accountant to review the steps you need to take to transfer the company file.
Make a backup copy of the company file. Why?
Set your company file to use the manual payroll setting. The manual payroll setting removes your payroll service key, but retains the payroll data and transactions in the company file.
Click OK in the message window.
Give the company file to your client or to the new accountant. How?
When the new accountant receives the company file, he or she needs to add the company EIN to an existing payroll service subscription to enable service-related features and tasks. What if the new accountant doesn't have a subscription to QuickBooks Payroll?
Open the client's company file.
Go to the Employees menu, click Payroll Service Options, and then click Use My Existing Payroll Service.
In the QuickBooks Payroll Services — Account Maintenance window, click the Add to Subscription option button.
Review the information and enter the client's company EIN in the field, and then click Next.
Click Print or Return to QuickBooks.
The payroll service key is applied to the company file and payroll service-related features and tasks are enabled.