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Learn about the chart of accounts in QuickBooks Online

by Intuit Updated 1 week ago

Learn what the chart of accounts is and why it’s important to set up correctly in QuickBooks Online.

The chart of accounts is a list of all the accounts that QuickBooks uses to track your financial data. Each account keeps track of your transactions and shows your balances. This helps you categorize transactions and set up the chart of accounts correctly to make sure your books are accurate.

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Get familiar with the chart of accounts

To view your chart of accounts, go to Settings Settings gear icon. and select Chart of accounts (Take me there).

The accounts are organized in columns by name, account type, detail type, balance in QuickBooks, and bank balance. Account types and detail types determine the data that shows up in financial reports like the Balance Sheet and Profit & Loss.

Accounts with registers allow you to review transaction history and current balances. To view the register or report in the chart of accounts, select View register or Run report.
Note: If an account doesn't have a register, you can run a report to see transactions on that account.

Learn about account types in the chart of accounts

The account type column categorizes transactions into a few main account types, including:

  • Assets: a record of purchases for things like vehicles, equipment, buildings, or other assets used for business.
  • Liabilities: a record of money you owe but haven't yet paid like loans, mortgages, or lines of credit.
  • Income: transactions and payments related to your normal day-to-day business, such as sales revenue or income for services rendered.
  • Expenses: a record of money you spend on expenses related to normal business operations, such as advertising and promotion, office supplies, or rent.

Customize your chart of accounts

QuickBooks automatically sets up your chart of accounts, but you can customize it to meet your business needs. You can add or remove accounts, and make them active or inactive. You can also use account numbers any time, it is not required but your accountant may recommend them.

Learn about accounts that QuickBooks sets up for you

QuickBooks Online automatically sets up a few of the same standard accounts in the chart of accounts and then gives you additional accounts automatically based on your business entity. There are also accounts that are only created when you take certain actions in QuickBooks.

Here are a few of the most common accounts QuickBooks creates for you:

AccountWhat it’s for
Accounts Payable (A/P)A record of the outstanding bills that your business owes. If your business uses multiple A/P accounts, QuickBooks will let you choose the account you want to use when you enter and pay bills.
Accounts Receivable (A/R)A list of transactions related to customers who owe you money. If you need to use more than one A/R account, QuickBooks will let you choose the A/R account that you want to use when you create an invoice or receive a payment.
Opening Balance EquityEnsures that you get a correct balance sheet for your company, even before you've entered all your company's assets and liabilities.
Payroll ExpenseTracks payroll items (expense) for the company, including salaries, wages, bonuses, commissions, company contributions such as company paid health plan and company paid portion of taxes such as Social Security and Medicare.
Payroll LiabilitiesTracks taxes you deduct from your employees' salary until you turn them over to the government, including federal and state income withholding taxes, local taxes and the employee paid taxes like Medicare and Social Security. 
Retained EarningsTracks profits from earlier periods that have not yet been distributed to owners. At the beginning of the fiscal year, QuickBooks automatically transfers net income into your retained earnings account.
Sales Tax PayableTracks all sales tax you collect and pay. You might not see this account if you haven’t turned on sales tax in QuickBooks.
Uncategorized ExpenseMoney your business spends that needs to be categorized.
Uncategorized IncomeMoney your business earned that needs to be categorized.
Undeposited Funds (also called Payments to Deposit) Holds cash or checks that your business is ready to deposit at the bank. 
Inventory AssetTracks the current value of your inventory. You might not see this if you haven’t turned on inventory tracking.
Reconciliation DiscrepancyTracks reconciliation adjustments. This account is automatically created if you have a discrepancy in a reconciliation.
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