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Use account numbers in your chart of accounts in QuickBooks Online

by Intuit Updated 4 weeks ago

Learn how to turn on and use account numbers for your chart of accounts in QuickBooks Online.

As your business grows, so does the list of accounts you use to categorise finances. If you have an extensive chart of accounts, don't worry. You can keep your accounts organised and easy to find by assigning numbers. We’ll show you how.

Step 1: Turn on account numbers

The account numbers feature is off by default. Here’s how to turn it on.

  1. Go to Settings Settings gear icon. and select Account and settings.
  2. Select the Advanced tab.
  3. Select Edit ✎ in the Chart of accounts section.
  4. Turn on Enable account numbers. If you want account numbers to show in reports and transactions, select Show account numbers.
  5. Select Save and then Done.

Step 2: Assign account numbers

You can assign any number to your accounts. But if you’re looking for recommendations, these account number ranges might help. These ranges are based on account types and follow Generally Accepted Accounting Principles (GAAP).

 Number range Account type
 10000-19999 Assets
 20000-29999 Liabilities
 30000-39999 Equity
 40000-49999 Income or Revenue
 50000-59999 Job Costs or Cost of Goods Sold
 60000-69999 Expenses or Overhead Costs
 70000-79999 Other Income
 80000-89999 Other Expense
  1. Go to Settings Settings gear icon. and select Chart of accounts (Take me there).
  2. Select ✎ Batch edit above the Action column.
  3. Add account numbers in the Number column.
  4. Once you’re done, select Save.

Note: You'll not be able to allocate the same account number to more than one account.

To see your accounts’ numbers, go to the Chart of accounts (Take me there). Select Settings ⚙ above the Action column. Make sure Number is checked.

Now you can spend less time looking for specific accounts in Chart of Accounts or when adding transactions. Quickly find accounts using the numbers you assigned to them.

Change the order of your chart of accounts

By default, your Chart of Accounts is organised alphabetically by account type. 

If you wish to organise your Chart of Accounts by account number, select Number ▼ to sort in ascending or descending order. 

Edit account numbers

If you need to change an account number, you can edit this at any time:

  1. Go to Settings ⚙ and select Chart of accounts (Take me there).
  2. Find the account you want to edit.
  3. Select the Action ▼ dropdown and select Edit.
  4. Change the number and select Save and Close.

Learn more ways to organise your accounts

Here are more ways to keep your chart of accounts organised:

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