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Intuit

Delete an account on your chart of accounts in QuickBooks Online

Learn how to delete bank, income, and other types of accounts from your chart of accounts.

Keep your chart of accounts and online banking page simple and organised. If you don't plan to use an account anymore, make it inactive. This essentially deletes it. QuickBooks hides the account from lists and menus but keeps records of past transactions on your reports.

If an account you created has a $0 balance, you can delete it. However, deleting accounts you've used for a while can be tricky. Since accounts rely on each other to stay balanced, deleting data from one affects the others. We'll guide you through what you can do so you can make the best choice.

Disconnect a bank account from online banking

Instead of deleting accounts that are connected to online banking, we recommend disconnecting it. This simply stops QuickBooks from downloading new transactions. QuickBooks keeps transactions you've already categorised and removes ones that still need to be reviewed.

You can reconnect the account whenever want to start downloading transactions again. Follow these steps to disconnect an account from online banking.

Make an account inactive

Making an account inactive more or less deletes it.

If an account has a balance and you make it inactive, QuickBooks creates a journal entry. This moves the remaining balance to another account so it doesn't disappear from your books. Your existing transactions in the account don't disappear and stay on your financial reports.

Once you make an account inactive, it's very difficult to undo. If you decide to use the account again, QuickBooks won't move the balance back into the account. The journal entry also stays on your books.

Note: Before you start, reach out to your accountant. Make sure this change is right for you.

Important: QuickBooks uses certain accounts as default accounts. Your undeposited funds account, for example, is a default account. Since product features rely on default accounts, you can't delete them. Learn more about default accounts.

Some types of accounts also require extra steps before you delete them:

When you're ready to make an account inactive:

  1. Go to Settings ⚙ and select Chart of Accounts.
  2. Find the account you want to delete.
  3. Select the Action ▼ dropdown and select Make inactive.

This hides the account from menus and your chart of accounts.

Tip: When you run reports, you’ll still see inactive accounts and their transactions. QuickBooks includes them to keep everything accurate. You can customise some reports to hide inactive accounts, but this may affect the accuracy.

To see your inactive accounts:

  1. Select Settings ⚙ and then Chart of accounts.
  2. Select the Gear icon ⚙ at the top of the list.
  3. Select the Include inactive checkbox.

Make an account active again

Need to use an inactive account again? Here’s how to bring it back:

  1. Go to Settings ⚙ and select Chart of Accounts.
  2. Select the Gear icon ⚙ above the Action column. Then select Include inactive.
  3. Find the account you want to use again and select Make active.

Get more help with organising your accounts

Learn more tips on how to keep your accounts easy to use:

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