How to Input Company Details in QuickBooks Online

Overview

Your company profile powers what customers and vendors see on invoices, receipts, purchase orders, and payment confirmations. It also affects tax forms, online payments, and banking. Taking 10–15 minutes to set up the ⚙️ Gear → Account and Settings pages saves hours later and prevents mismatches between what appears on sales forms and what’s on file with banks or tax agencies.

Step 1 — Open Account and Settings

1. Select ⚙️ Gear in the top‑right corner.
2. Choose Account and Settings.
3. Use the left‑hand tabs (Company, Billing & subscription, Usage, Sales, Expenses, Advanced) to navigate. This tutorial focuses on the Company tab first, then related areas.

Step 2 — Company Tab: Identity

These fields control what appears on forms and in your account header.

1. In Company, click the pencil icon next to Company name.
2. Enter your Company name (legal name) and optional Doing business as (DBA) if you operate under a trade name.
3. Set your Company type (Sole proprietor, Partnership/LLC, S‑Corp, C‑Corp, Nonprofit, etc.).
4. Choose your Industry to improve default accounts and reports.
5. Click Save, then Done within the panel.

Tip: If the legal name differs from the name customers see, place the friendly name in Company name and add the legal entity name in the Legal name field (below) so tax forms remain correct.

Step 3 — Company Address & Contact

Keep addresses consistent across your bank, merchant services, and tax registrations.

1. In Company, edit Company address and enter your Customer‑facing address (prints on invoices and receipts).
2. Set a Legal address if different (used for tax forms and billing).
3. Enter your Customer‑facing email (invoice sender) and Company phone.
4. Add your Website URL.
5. Click Save.

Best practice: Use a shared inbox (e.g., billing@yourdomain.com) for customer‑facing email so replies aren’t lost when staff change.

Step 4 — Legal Structure & IDs

1. In Company, edit Legal name and ensure it matches IRS/state registrations exactly (punctuation and capitalization included).
2. Enter your EIN (or SSN for sole proprietors without an EIN). Store state tax IDs if QBO prompts for them.
3. Confirm your Fiscal year month in Advanced → Accounting so reports align with your tax year.
4. Click Save.

Note: Changing entity type mid‑year can have tax implications. Coordinate with your CPA before updating type/fiscal year in live books.

Step 5 — Logo & Branding

1. Still on the Company tab, edit Company logo and upload a clear PNG/JPG.
2. Open ⚙️ Gear → Custom form styles (classic) or open any invoice and use Manage (new layout) to apply your logo and color accents on sales forms.
3. Preview Email and PDF views to confirm readability and placement.

Design tip: High‑contrast colors, ample whitespace, and a single brand font improve legibility on screens and printed copies.

Step 6 — Usage Settings You Shouldn’t Skip

Step 7 — Who Can Edit Company Details

Company details are sensitive. Limit edit rights.

1. Go to ⚙️ Gear → Manage users.
2. Grant Company Admin to owners and trusted accountants only.
3. Use Standard access for staff who only need customers, sales, or expenses—not company identity.

Common Mistakes to Avoid

• Mismatching legal name vs. display name on invoices.
• Using a personal email for billing rather than a shared mailbox.
• Leaving an old address in Legal address while updating only the customer‑facing address.
• Uploading low‑resolution or oversized logos that render blurry in PDFs.
• Allowing non‑admins to edit company details, creating audit confusion.

Legal & Compliance Notes

• Use your registered legal name and EIN on tax forms. The customer‑facing name may be a DBA, but tax filings must show the legal entity.
• If you charge finance fees or late charges elsewhere in QBO, reflect that policy in your invoice footer and customer agreements.
• Avoid placing protected personal information (e.g., medical identifiers) directly on invoices. Use internal‑only custom fields if needed for tracking.

Troubleshooting

• Logo not updating: Clear browser cache or upload a smaller PNG (under ~1 MB). Re‑open the invoice and re‑apply the style.
• Wrong name on printed forms: Confirm the Company name and Legal name fields; update both where appropriate.
• Emails bounce: Use a domain‑based address (not free webmail); ask IT to add DKIM/SPF records for better deliverability.
• Can’t edit fields: You may not be an Admin. Ask a Company Admin to adjust your user role.