How to Edit and Manage Client Information in QuickBooks Online Accountant
Users struggle to find the edit menu for client records, update client numbers, and deactivate or delete clients in QuickBooks Online Accountant.
April 27, 2025, QuickBooks Online Accountant users often report confusion when trying to edit client details, adjust client numbers, or remove inactive clients. The difficulty usually appears when navigating the client list, locating the appropriate edit options, and understanding how to make a client inactive or delete it permanently. Below is a synthesis of the steps that have resolved these issues for many practitioners.
Locating the client list
To begin managing clients, open the All Apps menu from the left navigation pane. Choose Clients, then click Client list. This view displays all clients associated with your firm. If the list is long, use the built‑in filters to narrow results. Open the Client type dropdown to show only specific categories, or use the Lead accountant dropdown to filter by the assigned accountant. For a quick search, click the Find a client icon and type the client’s name or their unique client number. The client number column can be added to the list by selecting the Customize tab, choosing Columns, and checking the Client number box. Once added, you can drag the column to any position that suits your workflow.
Editing a client’s information
After locating the desired client, click anywhere on the client’s row to highlight it. Then open the Edit client dropdown that appears above the list. From this menu you can modify fields such as the display name, contact information, or any custom data you track. Make the necessary changes and click Save to commit them. If you need to adjust the client number, ensure the column is visible as described above, then edit the number directly in the list; each number must be unique across your firm.
Making a client inactive
When a client is no longer active but you wish to retain their history, use the Make inactive option. Open the Edit client dropdown for the selected client and choose Make inactive. The client will disappear from the active list but remains accessible for reporting or reactivation. To restore an inactive client, open the same dropdown and select Make active. This toggles the client back to the active roster without losing any historical data.
Deleting a client permanently
Only the primary admin of the QuickBooks Online Accountant firm can delete a client. Before deletion, the client must transfer the primary admin role to another user within their own QuickBooks Online company, which removes the admin role from your firm. Additionally, the client should be removed from any ProAdvisor Preferred Pricing plan; once they update their billing information, they regain full access to their own account. After these prerequisites are met, sign in as the primary admin, locate the client in the list, open the Edit client dropdown, and select Delete permanently. A confirmation prompt will appear; choose Yes to erase the client record from your firm. Note that the Company ID, an Intuit‑generated identifier, should never be altered, and the Display name reflects how the client appears in your system.
Keeping track of changes
Regularly reviewing the client list helps maintain accuracy. Use the Customize tab to show or hide columns such as Client number, Client type, or Lead accountant, depending on what information you need at a glance. Dragging columns lets you prioritize the most relevant data. If you ever lose track of a client, the Find a client icon combined with the client number or name provides a reliable way to locate the record quickly.
By following these steps - navigating to the client list, applying filters, editing details, toggling active status, and, when appropriate, deleting a client - users can manage their client roster efficiently within QuickBooks Online Accountant. The process is consistent across recent versions of the product, and the outlined actions have been confirmed as the accepted solution in community discussions. For additional general guidance on client management, you may refer to the knowledge base available at https://quickbooksusers.com.