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Reclassify or move multiple transactions in QuickBooks Online Accountant and Advanced

by Intuit•7• Updated 3 months ago

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.

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 stock adjustments since they’re connected to your stock 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.

This video shows the QuickBooks Online Advanced experience, but is useful for the Accountant View experience. Find the specific steps for your account below.

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 QuickBooks Online account.
  2. Go to Settings ⚙ and select Reclassify transactions.

Next, in Reclassify Transactions

  1. From the Account types dropdown ▼,
    • 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, Location, VAT, 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.
  6. Select Reclassify.
  7. To move transactions,
    • Select a new account from the Change account to dropdown ▼.
    • Or select a new VAT rate from the Change VAT to dropdown ▼.
    • Or, select a new class from the Change class to dropdown ▼.
    • Or, select a new location from the Change location to dropdown ▼.
      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 Debtors or Creditors, make sure there's a customer or supplier. Don’t leave these fields blank.
  8. When you’re ready, select Apply.

Tip: You can also use the reclassify tool for your firm's transactions in QuickBooks Online Accountant. When you're on your firm's page, select Accountant Tools and Reclassify transactions.

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