Merge duplicate accounts

Learn how to merge two redundant accounts to keep them organised.

If you have duplicate accounts, you can merge them to keep your records organised and avoid mistakes. This moves all the data into the one you want to keep and makes the duplicate inactive.

Some accounts created by QuickBooks, such as accounts connected to online banking, can’t or shouldn't be merged.

If you're an accountant, there's a different merging process to combine multiple client lists at your firm.

Prerequisites

If you're merging accounts that have reconciliation reports, the account being merged may not keep its reconciliation history. Save those reports first to make sure you don’t lose it. The transactions remain on the merged account and stay reconciled.

If both account histories have an opening balance equity transaction, you'll need to delete the transaction with the most recent date prior to merging. The older transaction becomes the opening balance of the newly merged account.

Merge duplicate accounts

Important: Merging accounts is permanent and can't be undone later. Only merge duplicates you made by mistake.

1. Go to Settings and select Chart of accounts (Take me there).
2. Find the account you want to keep. Then select the dropdown ▼ in the Action column, then select Edit.
3. Note the Account name, Account type, and Detail type of the account. These must be the same between the accounts you want to merge.
4. Check if the account is a subaccount or a parent account. The names of subaccounts are indented in the Name column of the Chart of accounts list. If it is, note the parent account it's tied to.
5. Go back to Chart of accounts (Take me there).
6. Find the duplicate account (the one you won't keep). Then select the dropdown ▼ in the Action column, then select Edit.
7. Change the Account name and Detail type to that of the account you want to keep.
8. If you need to make this a subaccount, keep in mind:
   1. If you're merging two parent accounts, make sure they don’t have any subaccounts.
   2. If you're merging two subaccounts, make sure they both have the same parent account.
   3. If only one is a subaccount, change the Account type to exactly match the other parent account so it becomes a parent account by unchecking the Make this a subaccount checkbox.
9. When you're ready, select Save and select Yes, merge accounts. QuickBooks moves past transactions from the duplicate to the account you want to keep.
10. Select Save.

Related links

• Connect bank and credit card accounts to QuickBooks Online
• Change the account type of an existing parent account or subaccount
• How do I view, print, or export a reconciliation report?
• Merge duplicate suppliers