QuickBooks Basics - Managing Payroll Service Keys

When you purchase QuickBooks Payroll for your QuickBooks Desktop software, you are assigned a 16-digit service key that is specific to your Employer Identification Number (EIN) and payroll service. You must enter this service key into QuickBooks to activate the payroll service for your QuickBooks file.

(1) Obtain your service key

  • Payroll service keys typically are sent to you via e-mail.
  • If you do not have or receive your service key, use Intuit's Automated Service Key Retrieval tool. You will need to sign in using your Intuit Account login. If you are unable to retrieve your service key using this tool, contact Intuit Support. The automated tool may not work if (1) there are multiple payroll orders in our system for your company, (2) you purchased your payroll product from a retail store, or (3) the business phone number you provided did not match what Intuit has on file.

(2) Access the QuickBooks Payroll Service Key window

  • If you have not entered your Payroll Service Key, access the Payroll Service key window by selecting Employees from the QuickBooks menu, then choose Payroll, then select Enter Payroll Service Key.
  • If you have already entered a Payroll Service Key, but you need to edit or change your payroll service, select Employees from the QuickBooks Menu, then choose My Payroll Service, and then select Manage Service Key.

(3) Add or Edit the QuickBooks Service Key

  • When you access the Service Key for QuickBooks,  you will need to Add your Service Key if no payroll service is listed. (In the illustration below, there is 'no' information regarding a payroll service, if you had a service it would be listed where the blue box is shown.)
  • If you already have a Payroll Service, it will be listed in the window. (Note the green highlight bar illustrating the existing payroll product, in this case QuickBooks Enhanced Payroll, with a status of 'Active'.) In these instances you will need to Edit the payroll service to make modifications.
  • When you choose the option to Edit in the above window, QuickBooks will open the Enter Service Key window shown in the illustration below. (Note: For purposes of security, the actual service key has been redacted from this illustration, a live service key will be a 16-digit number.
  • Enter or Edit the correct Payroll Service Key in the Service Key field, then select Next, then select Finish. When the Payroll Update message appears, select OK. Verify the Status of your Payroll Service is Active and then select OK to finalize all changes and close the Service Key windows.
  • At times it may be necessary to Remove the Payroll Service Key, in such instances click the Remove button from the Payroll Service window as shown below. When the confirmation message appears, select OK to finalize the changes and close the Service Key window.