How to Merge Accounts in the Chart of Accounts — QuickBooks Online

Merging combines two accounts into one. In QuickBooks Online you merge by editing the secondary account (the duplicate you no longer want) so its name, account type and detail type match the primary account (the one you are keeping) word for word. QuickBooks then moves all transactions into the primary account and makes the duplicate inactive.

Step 1 – Open Settings

Click the Settings (gear) icon in the top-right corner of the navigation bar, next to the Help (?) icon.

Figure – Opening Settings

Step 2 – Open the Chart of Accounts

In the Settings menu, select Chart of accounts under the YOUR COMPANY section.

Figure – Opening the Chart of Accounts

Step 3 – Identify the Accounts and Open the Secondary for Editing

A Primary account – The account you are keeping — in this example, Accounting fee.

B Secondary account – The duplicate you want to merge away — here, Accounting fee 1.

C Drop-down arrow – Click the arrow at the end of the secondary account’s row, under the ACTION column.

D Edit – Choose Edit to open the secondary account.

Figure – Opening the secondary account

Step 4 – Match the Details to the Primary Account and Save

A Account name – Type the primary account’s name exactly, word for word — here the name changes from Accounting fee 1 to Accounting fee.

B Account type – Set it to the same type as the primary account.

C Detail type – Set it to the same detail type as the primary account.

D Description – Update the description if you keep one — it does not affect the merge.

E Save – Click Save. QuickBooks detects the duplicate name and asks you to confirm the merge.

Figure – Matching the details and saving