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Reclassify or move multiple transactions at once

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.

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 a Profit and Loss report. Once you’ve identified those transactions, use the reclassify tool to move transactions to similar accounts or change their classes.

  1. Open your client’s QuickBooks Online company.
  2. Select the Accountant Tools and then Reclassify Transactions.
  3. From the Account types drop-down menu, select Profit and Loss to see income and expense accounts. Or select Balance Sheet to see your asset, liability, and equity accounts.
  4. From the Account list, select the account with the transactions you want to change.
  5. Use these type, class, customer/supplier, 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.
  6. Select Find Transactions.
  7. Select the checkbox for each transaction you want to change.
    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.
  8. Select Reclassify.
  9. Select a new account to move the transactions to from the Change account to dropdown, or a new class from Change class to dropdown.
  10. 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.

Use can also reclassify transaction locations. 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. Select Track locations.
  6. From the Location label ▼ dropdown menu,  select Location.
  7. Select Save.

Now you can follow the steps in "Step 2: Reclassify and move transactions" to change the location.

How does sales tax reclassification work?

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

What about GST codes?

You can't reclassify GST 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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