Inactivate Accounts

Hello there, @hcsfinance.

I can share insights about your concern with inactivating accounts in QuickBooks Online (QBO).

The error message you encounter when inactivating an account will show up if the account still has transactions with a non-zero balance, one of the default and special accounts in QuickBooks, and it's associated with a workflow you've created in your company file. With that, you'll need to ensure the accounts don't have any balances, are not included in a default account, and are associated with a workflow.

However, if everything is verified and the account is not associated with the error you receive, I'd suggest performing the browser troubleshooting. This method will check for any data issues in your browser.

First, you'll want to restart your browser. Then, try opening your account in a private browser. You can use these keyboard shortcuts to launch a new private window:

• Google Chrome: Ctrl + Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Microsoft Edge: Ctrl + Shift + P
• Safari: Command + Shift + N

If it fixes the issues, go back to the regular browser and clear the cache of your default browser. Doing this will eliminate outdated files or data that cause system issues and glitches when using the program. Otherwise, you can use another supported browser. It might be that your current browser has temporary issues while accessing QuickBooks sites.

Once you're ready to reconcile your accounts, check out this article for future reference: Reconcile an account in QuickBooks Online.

You can always hit reply if you need further assistance making your expense accounts inactive. We're available to help you.

My mistake, the accounts that I am trying to deactivate have previous transactions however have not been used in a year. If an account has had transactions, am I not able to make them inactive? 

I'll add more information about your concern with inactivating accounts in QuickBooks Online (QBO), @hcsfinance.

If the accounts you're trying to deactivate have previous transactions, it's important to know that certain accounts in QuickBooks can't be deleted because they're default accounts. That way, require extra steps before you can make them inactive:

• If products or services use the account, change the account you've linked to. Or you can make products and services that use the account inactive.
• If you want to delete an income account with pending charges, invoice your customers for the billable expenses, time, or charges. Then you can make the account inactive.
• If you have recurring transactions linked to an account, you need to unlink them.
• You can't deactivate accounts with subaccounts until you move the subaccounts.

Once done, you can easily make your account inactive. Here's how to do it:

1. Log in to your QBO account.
2. Go to Gear icon settings and select Chart of accounts.
3. Find the account you want to delete.
4. Select the dropdown Action and select Make inactive.

You can refer to this article on how to make accounts inactive from your chart of accounts: Make an account inactive on your chart of accounts in QuickBooks Online.

Additionally, you can check this article that can guide you in reconciling your accounts in QBO: Reconcile an account in QuickBooks Online.

You can get back to this thread if you have other questions about making your accounts inactive. We're always available to help you.