How to Add a New Company to QuickBooks Online?

To add another company in QuickBooks Online (QBO), you must purchase a separate, paid subscription for that business. You can conveniently create and manage this new company file using your existing QuickBooks user ID and password. Using a single login to manage multiple company files helps organize data, keeps financial records separate, and simplifies reporting across different businesses.

Each company maintains its own distinct income, expenses, and bank accounts, ensuring clear and accurate tracking. In this article, you will gain insights into the official step-by-step process, how subscriptions work, and how to switch between your companies easily.

Can You Have Multiple Companies in QuickBooks Online?

Yes. You can set up multiple companies in QuickBooks Online, but each requires a separate, paid subscription. You can access all companies using the same user ID and password. The system allows you to switch between companies quickly with just a few clicks, without logging in multiple times.

How to Add Another (New) Company in QuickBooks Online (QBO)?

Follow the steps given below to add another company in QuickBooks Online:

Step 1: Go to QuickBooks Online and Choose a Subscription Plan

Here’s how to set up an additional company using your existing QuickBooks login.

• Go to the QuickBooks Online pricing or signup page on Intuit’s website (not from within your existing QuickBooks dashboard).

• Click Add a Company. You may see a message such as ‘Add a company to save 50%.
• Choose the subscription plan for your new company if your QuickBooks Subscription has lapsed.
• Click Choose Plan (of your choice).

• You will be redirected to the login page.
• Login to your existing account.

Step 2: Find the ‘Create New Company’ Link and Select Your Plan

After logging in, select the company linked to your new subscription plan. Follow the steps given below for the same:

• Now, click Create a New Company.
• You will be redirected to the final payment page.
• Complete the billing process to start customizing the company.

Note: Some users may not see a “Create New Company” link until after payment confirmation.

Step 3: Set Up Your New Company’s Profile

Enlisted below are the details you will have to submit while setting up your new company in QuickBooks Online.

• Name of your Business
• Tax Information
• Time in Business
• Contact details
• Business description

Based on your company details, QuickBooks will customize and provide your related features.

Step 4: Select Your Business Features

Once you fill out all the required details of your business, you will have to choose the required features as per your business requirements. Here are a few features that you can select to maximize your productivity.

• Tracking Sales Tax
• Sending and tracking invoices.
• Time tracking (to track hourly work)
• Organizing and categorizing expenses.
• Managing inventory (in case you sell products)

Note: You can enable or disable these features anytime, so select only those relevant to your business.

Step 5: Select Your Role

After setup, assign roles (Owner, Employee, or Accountant) to control access and permissions.

• Employee or Manager
• Business Owner
• Accountant or Bookkeeper

In case you are setting up another company for a client, then you must select ‘Account or Bookkeeper’. This will give you access to run tools made for financial professionals.

Step 6: Finalize and Customize the Dashboard

Once setup is complete, QuickBooks automatically creates your new company dashboard.

• The setup will be completed quickly.
• You will be redirected to the new home page or the company’s dashboard.
• Lastly, you are required to customize your new business’s chart of accounts.
• Invite accountants and teammates to collaborate.
• Import data from spreadsheets or other software.

The new business dashboard is where you can start managing your company’s finances. However, you can also switch between your two businesses in a few clicks, without logging in again.

How to Switch Between Companies in QuickBooks Online?

Follow these steps to switch companies instantly in QuickBooks Online (QBO) across all plan types (Simple Start, Essentials, Plus, and Advanced):

1. Click on Settings (gear icon) in the top right corner.
2. Under the Profile section, click on Switch Company.
3. From the list of companies, select the one you need to work on.

You will now be working in the selected company’s file without having to log in again.

Note: For easier management, consider naming each company clearly (e.g., “ABC Retail 2025”) and using different browser profiles or bookmarks to avoid confusion when working on separate businesses simultaneously.

Difference in Adding Companies Between QuickBooks Online vs QuickBooks Desktop

Here are the key differences when adding another business or company in QuickBooks Online versus QuickBooks Desktop:

Feature	QuickBooks Online	QuickBooks Desktop
Companies per license	1 per subscription	Unlimited company files
Subscription cost	Separate subscription per company	One license, multiple companies
Switching between companies	Click on the Gear icon and then select Switch Company	Click on File and then select Open Previous Company
Storage	Cloud-based	Local (PC/server)

Things to Keep in Mind Before Adding Another Company

Here are a few pointers to keep in mind prior to adding another business to your QuickBooks Online account.

• You must start a new, paid subscription or free trial for every additional company you add. Each company is billed individually.
• If you need payroll features, each company will require its own payroll subscription, distinct from the others.
• You can use the same user ID/email address and password to sign in and manage all of your different QuickBooks Online companies.
• Be aware that once created, you cannot merge two separate companies in QuickBooks Online later on.

Conclusion

QuickBooks Online makes it simple to manage multiple businesses by allowing you to use the same login for all of your companies. However, it’s crucial to remember that each new company requires its own separate, paid subscription. To ensure effortless management and organized accounting, be sure to use the Switch Company feature located under the Settings gear icon. Need personalized assistance and expert guidance setting up another company in QuickBooks Online? Contact Dancing Numbers experts today for reliable support.

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