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Intuit

Review your recurring transactions in QuickBooks Online

Learn how to get a list of all your recurring transactions and the accounts they're linked to in QuickBooks Online.

Have you created recurring transactions to automatically record frequent sales and expenses, like monthly rent? To see all your recurring transactions in one place, open a Recurring Template List report. This tells you which accounts they're linked to on your chart of accounts.

Note: If you need to delete an account from your chart of accounts, you need to unlink any recurring transaction templates that use it. Open a Recurring Template List to check if recurring transactions are linked to the account you want to delete.

Get a Recurring Transactions Template list

  1. Go to the Reports menu.
  2. Find and open the Recurring Template List.
  3. Select Customize to customize the report.
  4. Select to expand the Filter section.
  5. Select the Distribution Account checkbox. You can also select specific accounts from the dropdown.
  6. Select Run report.

You now have a list of your recurring transaction templates, the amounts for each, and which accounts they're linked to.

How to delete an account linked to a recurring transaction

If you need to delete an account from your chart of accounts, first make sure there aren't any recurring transactions linked to it.

  1. Follow the steps above to get your Recurring Template List report.
  2. In the Distribution Account ▼ dropdown, select the account you want to delete.
  3. Review the report and the Template name column.
  4. Take note of any recurring transaction templates that use the account you want to delete. You'll see the accounts listed in the Account column

Follow the steps based on what you see in the Amount column:

If you see only one account name in the Account column

  1. Go to Settings ⚙, then select Recurring Transactions.
  2. Find the recurring transaction template linked to the account you want to delete.
  3. Select Edit ✎ in the Action column.
  4. Change the account the recurring transaction is linked to. This is usually the Account or Category▼ dropdown menu.

    Note: You can also select the small arrow ▼ dropdown on the Recurring Transactions tab, then select Delete to delete the template.

Now you can delete your account from your chart of accounts. If you need help, reach out to our team and we'll help you how to do it.

If you see "Split" in the Account column

This means there are also products or services tied to the account you want to delete. You can't delete the account until you unlink them.

Open the Recurring Template List report and check the account type for the recurring transaction template:

  1. Follow "Step 1: Get a recurring transaction template list" if you need to run the report again.
  2. Find the recurring transaction template you want to delete.
  3. In the Account column, take note of the account type.

Next, identify the products or services linked to the recurring transaction template:

  1. Go to Settings ⚙ and select Recurring Transactions.
  2. Find and open the recurring transaction template you want to delete.
  3. Take note of the products and services listed.

Now, unlink those products and services:

  1. Go to the Sales menu,then select Products and Services.
  2. Select Settings ⚙ at the top of the list. Then check the Income account and Expense account checkboxes.
  3. To sort the list, select the Income account or Expense account headers.
  4. Find the products and services linked to the account you want to delete.
  5. Select Edit to edit the product or service.
  6. Select different accounts from the Income account and Expense account dropdowns. They can't use the account you're trying to delete.
  7. When you're done, select Save and close.

This unlinks the product or service from the account you want to delete. Now you can delete the recurring transaction template:

  1. Go to Settings ⚙ and select Recurring Transactions.
  2. Find the recurring transaction template linked to the account you want to delete.
  3. Select Edit in the Action column.
  4. Change the account the recurring transaction is linked to. This is usually the Account or Category ▼ dropdown menu.

    Note: You can also select the small arrow ▼ dropdown on the Recurring Transactions tab, then select Delete to delete the template.

Now you can delete your account from your chart of accounts. If you need help, reach out to our team, we'll help you how to do it.

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