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Reclassify or move multiple transactions in QuickBooks Online Accountant and Advanced

SOLVEDby QuickBooks46Updated January 09, 2024

Learn how to use the reclassify transactions tool to batch edit transactions.

Need to change multiple transactions or move them to a different account? In QuickBooks Online Accountant and QuickBooks Online Advanced, you don’t have to edit them one at a time. Use the reclassify tool to save time and make the same change to multiple transactions at once.

In this article, you'll learn about:



Learn about the types of transactions you can't move

You can use the reclassify tool for most transactions. However, there are a few you can't since they're tied to specific accounts and features:

  • You can’t change the payment account (bank or credit card) for expenses.
  • You can’t change the account or class for inventory adjustments, since they’re connected to your inventory shrinkage and asset accounts.
  • You can change the class for invoices, sales receipts, cheques, or bills with items (products or services) on them. However, you can’t change the accounts.
  • You can change the expense account for billable expenses, but not the income account for the related income transactions.
  • You can manage your payroll transactions in the Payroll menu.


Reclassify and move transactions

First, make sure you know which transactions you want to reclassify. There are a few reports you can use to find this information, like the Profit and Loss report. Once you’ve identified those transactions, use the reclassify tool to move transactions to similar accounts or change their classes.

In QuickBooks Online Accountant

  1. Open your client’s QuickBooks Online company.
  2. Go to Accountant Tools and select Reclassify transactions.

In QuickBooks Online Advanced

  1. Open your client’s QuickBooks Online company.
  2. Go to Settings ⚙ and select Reclassify transactions.

Next, in Reclassify Transactions

  1. From the Account types dropdown menu, select Profit and loss to see income and expense accounts. Or, select Balance sheet to see your asset, liability, and equity accounts.
  2. From the Account list, select the account with the transactions you want to change.
  3. Use the Type, Class, Customer/Supplier name, and Modify filters to filter the list. 
    Tip: You can also select Accrual to see all paid and unpaid transactions, or Cash to see only paid transactions.
  4. Select Find transactions.
  5. Select the checkbox for each transaction you want to change.
    Note: If you don’t see Change location to, you may need to set up locations for your account.
    Important: Before you move transactions to Accounts Receivable or Accounts payable, make sure there's a customer or supplier. Don’t leave these fields blank.
  6. Select Reclassify.
  7. Select a new account to move the transactions to from the Change account to dropdown, or a new class from Change class to dropdown.
  8. When you’re ready, select Apply.


Reclassify by location

You can also reclassify transactions by location. First, make sure locations are turned on for your client:

  1. Open your client's QuickBooks Online company.
  2. Go to Settings ⚙ and select Account and settings.
  3. Select the Advanced tab.
  4. Go to the Categories section and select Edit ✎.
  5. Turn on Track locations.
  6. Select Save, then Done.


Frequently asked questions

You can reclassify sales tax by changing the Tax codes for specific items. However, the total amount (Gross amount) won't change at the transaction level.

You can't reclassify sales tax codes in the following cases:

  • Transactions marked as Out of scope at the transaction level. For example, invoices that are set as out of scope at an invoice level can't be reclassified.
  • Transactions with discounts.

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