My previous bookkeeper ghosted me, how do I get my QuickBooks data back?
First, the important thing to know is that your QuickBooks data belongs to you. It doesn’t matter who set up the account or who has been managing it. The business data is your property and you have every right to access it.
If you’re using QuickBooks Online, try logging in with your own email address. If you can get in but don’t have full access, look under Settings and then Manage Users. You may be listed as a regular user instead of the primary admin. If the bookkeeper set themselves up as the primary admin, you’ll need to contact Intuit support to transfer that role to yourself.
When you call Intuit, have your business documentation ready. They’ll want to see proof of ownership like your EIN letter, articles of incorporation, or business license. Once you verify that you own the business, they can help you regain primary admin access even if your bookkeeper isn’t responding.
If you’re completely locked out and don’t have login credentials at all, Intuit can still help. The process takes a bit longer because they need to verify everything, but they deal with this situation regularly. Be patient and persistent with their support team.
For QuickBooks Desktop, the situation is different. The actual file might be stored on your bookkeeper’s computer. If they were using a backup service or storing the file in a shared location you have access to, you may be able to retrieve it yourself. Check any shared drives, Dropbox folders, or backup services connected to your business. If you truly cannot access the file, you may need to reconstruct your books from bank statements and source documents with help from QuickBooks setup and training services.
Going forward, always make sure you are the primary admin on your own QuickBooks account. Your bookkeeper should be added as a user with accountant access, not as the owner. Keep your own login credentials stored somewhere safe. This way, if a bookkeeper relationship ends for any reason, you maintain full control.
Also consider keeping your own regular backups, especially with Desktop. Even with QuickBooks Online, exporting your data periodically gives you an extra layer of security.
When you find new small business bookkeeping services, ask how they handle account setup and access. A good bookkeeper will insist that you remain the primary admin on your own accounts. They should never set up your accounting software under their own credentials. That’s a red flag for exactly the situation you’re dealing with now.
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