If a vendor's EIN changes, you can update it directly from a new W-9 using the 1099 and W-9 Preparation Report in Month End Close. This keeps the vendor's Tax ID current in both Financial Cents and QuickBooks Online, without re-entering anything in QBO by hand.
Update the EIN from a new W-9
In the client's Month End Close tab, go to Vendor & Account Review Reports > 1099 and W-9 Preparation.
On the vendor's row, send the W-9 request — directly to the vendor, through your client, or ask your client for the vendor's email first.
When the vendor submits the form, the row shows Ready for Review. Click the checkmark to review and approve the vendor information.
In the dialog, type the new EIN/Tax ID from the W-9 into the field — replace any masked value (••••1234) with the full digits. Update anything else that changed.
Leave Update vendor information and upload W-9 to QuickBooks Online checked, then click Approve.
In QuickBooks Online, confirm the vendor's Tax ID shows the updated EIN.
⚠️Please note: Approving with this box checked pushes the change directly to the vendor's record in QuickBooks Online.
💡 Pro Tip: Need to update the EIN without going through the W-9 workflow? See How to Update a Vendor's EIN Directly in QuickBooks Online.