What Happens to Your QuickBooks Online Account When You Die
Quick Facts
Risk
Years of financial records
Payroll
May be active
Outstanding invoices
Collect before closing
Professional advice
Required
Step-by-Step Guide
Contact the business accountant immediately
The accountant or bookkeeper likely has their own login. Coordinate with them before touching anything. They can export all records and advise on tax obligations.
Estimated time: Day 1
Add a trusted person as admin
Go to Settings → Manage Users → Add User → Company Admin. This ensures someone can access the account if the primary login is lost.
Estimated time: Day 1-3
Export all financial data
Export Chart of Accounts, Profit & Loss, Balance Sheet, all transaction history, and any custom reports. Go to Reports → export each to Excel/PDF. Also export customer and vendor lists.
Estimated time: Week 1
Review connected services
Check for connected bank accounts, payroll (QuickBooks Payroll), payment processing, and third-party app integrations. Each may need separate attention.
Estimated time: Week 1-2
Determine business continuity plan
Decide with legal and financial advisors whether to continue the business, sell it, or wind it down. The QuickBooks account should remain active until all tax filings are complete — typically 1-3 years.
Estimated time: Month 1+
Document Now Checklist
- QuickBooks login email and password
- Company name and EIN/tax ID in QuickBooks
- Name and contact info for accountant/bookkeeper
- Whether QuickBooks Payroll is active
- List of connected bank accounts
- Subscription tier (Simple Start, Essentials, Plus, Advanced)
Last verified: June 2026. Platform policies may change. Verify current procedures directly with QuickBooks Online. This guide is for informational purposes only and does not constitute legal advice.
Related Guides
Domain Names (GoDaddy, Namecheap, Cloudflare)
Domains expire on a specific date. If not renewed, they become publicly available and can be registered by anyone.
Shopify
If you have an active Shopify store, orders may continue coming in. Your executor needs access immediately to fulfill or refund.
GitHub
Transfer important private repositories to a trusted collaborator or organisation. Go to Repo Settings → Transfer.
Protect your QuickBooks Online account — and all your others
Document your digital life in a zero-knowledge encrypted vault. 1,800+ platform guides. Dead Man's Switch. Everything your family needs.
Start your free trial →