Managing your Chart of Accounts properly is essential for accurate financial reporting. Over time, businesses often create duplicate accounts, similar expense categories, or redundant bank accounts. When that happens, it’s time to merge account in QuickBooks.

Whether you use QuickBooks Online, Desktop, or Enterprise, this complete step-by-step guide will show you how to:

• Merge account in QuickBooks Online
• Merge account in QuickBooks Desktop
• Merge account in QuickBooks Enterprise
• Combine duplicate accounts in QuickBooks
• Merge bank accounts and expense accounts
• Clean up your QuickBooks Chart of Accounts

If you need expert assistance, call 📞 844-753-8012 for professional QuickBooks support.

Why You May Need to Merge Account in QuickBooks

Businesses typically need to merge duplicate accounts in QuickBooks for the following reasons:

• Duplicate expense categories created by mistake
• Multiple bank accounts entered twice
• Data imported from another accounting system
• Bookkeeping errors by multiple users
• Cleanup after migration
• Reorganization of Chart of Accounts

Instead of deleting accounts (which may contain transactions), merging safely combines them while preserving historical data.

Can You Merge Account in QuickBooks?

Yes, you can merge account in QuickBooks — but the process differs depending on your version:

• QuickBooks Online
• QuickBooks Desktop
• QuickBooks Enterprise

Important: Merging accounts is permanent. Once merged, you cannot undo it.

Always create a backup before proceeding.

What Happens When You Merge Accounts?

When you merge account in QuickBooks:

• All transactions move into one account
• The duplicate account disappears
• Financial reports update automatically
• Historical data remains intact

For example:
If you merge “Office Supplies” and “Office Expense,” all transactions will consolidate into one account.

Before You Merge Accounts (Important Checklist)

Before merging:

✅ Back up your company file (Desktop & Enterprise)
✅ Confirm both accounts are the same type
✅ Ensure account names match exactly
✅ Review transaction history
✅ Confirm tax line mapping consistency

You can only merge accounts of the same type (Expense to Expense, Bank to Bank, etc.).

How to Merge Account in QuickBooks Online

If you’re wondering how to merge duplicate accounts in QuickBooks Online, follow these steps:

Step 1: Open Chart of Accounts

• Click ⚙️ Settings
• Select Chart of Accounts

Step 2: Choose the Account to Keep

Identify the correct account you want to keep.

Step 3: Edit the Duplicate Account

• Find the duplicate account
• Click the dropdown arrow
• Select Edit

Step 4: Rename the Duplicate

• Change the name to exactly match the account you want to keep
• Save

Step 5: Confirm Merge

QuickBooks will ask:
“Would you like to merge them?”

Click Yes.

The accounts are now merged.

Merge Expense Accounts in QuickBooks Online

To merge expense accounts in QuickBooks:

• Ensure both are categorized as Expense type
• Follow the same rename-and-save process
• Confirm merge

All expense transactions combine automatically.

Merge Bank Accounts in QuickBooks Online

To merge bank accounts in QuickBooks:

⚠️ Both accounts must be of type Bank.

Steps:

• Go to Chart of Accounts
• Edit duplicate bank account
• Rename to match primary account
• Save and confirm merge

Important: If connected to bank feeds, disconnect before merging.

How to Merge Accounts in QuickBooks Desktop

If you need to merge chart of accounts in QuickBooks Desktop, here’s how:

Step 1: Backup Your Company File

File → Backup Company → Create Local Backup

Step 2: Open Chart of Accounts

Lists → Chart of Accounts

Step 3: Select the Duplicate Account

Right-click duplicate account → Edit Account

Step 4: Rename the Account

Change the account name to exactly match the primary account.

Step 5: Click Save & Close

QuickBooks will prompt:
“This name is already being used. Would you like to merge them?”

Click Yes.

Accounts are now merged.

Merge Accounts in QuickBooks Enterprise (Step-by-Step)

The process for QuickBooks Enterprise merge accounts step by step is similar to Desktop:

Step 1: Backup File

Always create a backup first.

Step 2: Open Chart of Accounts

Company → Chart of Accounts

Step 3: Edit Duplicate Account

Right-click → Edit

Step 4: Rename to Match Primary Account

Ensure:

• Account type matches
• Spelling and spacing are identical

Step 5: Confirm Merge

Click Save & Close → Confirm merge

Enterprise users handling large datasets should verify reports after merging.

Common Errors When Merging Accounts

Here are issues users face when trying to combine duplicate accounts in QuickBooks:

1. Account Types Don’t Match

You cannot merge:

• Expense with Income
• Bank with Credit Card
• Asset with Liability

2. Account Is Subaccount

Remove subaccount status before merging.

3. Account Connected to Bank Feed

Disconnect before merging.

4. Multi-Currency Enabled

Accounts with different currencies cannot be merged.

Merging Subaccounts in QuickBooks

To merge subaccounts:

1. Remove subaccount designation
2. Rename to match parent account
3. Save and confirm merge

Ensure account hierarchy is correct afterward.

Best Practices After Merging Accounts

After you merge accounts in QuickBooks, review:

• Profit & Loss report
• Balance Sheet
• Bank reconciliation
• Transaction Detail report

This ensures data merged correctly.

When NOT to Merge Accounts

Do NOT merge if:

• Accounts belong to different tax categories
• Accounts represent separate bank accounts
• Historical audit trail must remain separate
• Account currencies differ

Instead, consider making inactive.

How to Make an Account Inactive Instead

If unsure about merging:

QuickBooks Online:

Chart of Accounts → Dropdown → Make Inactive

Desktop:

Right-click → Make Account Inactive

This preserves data without combining accounts.

Real Example: Cleaning Up Duplicate Accounts

A company migrated data and ended up with:

• Office Supplies
• Office Supplies Expense
• Office Expense

After merging:

• Financial reports became cleaner
• Tax reporting simplified
• Chart of Accounts streamlined

Frequently Asked Questions

Can you merge accounts in QuickBooks?

Yes, if they are the same account type.

Is merging accounts reversible?

No. Always create backup first.

Can I merge bank accounts?

Yes, but disconnect bank feeds first.

Can I merge accounts in QuickBooks Enterprise?

Yes, same rename-and-confirm method.

What happens to transactions?

All transactions combine under one account.

Advanced Tips for Large Businesses

If managing complex accounts:

• Use Accountant Tools
• Review audit log
• Merge during off-hours
• Inform accounting team before merging

Enterprise users should test in a backup file first.

When to Seek Professional Help

Contact support if:

• Merge option not appearing
• Account types mismatched
• Multi-currency restriction
• Chart of Accounts corrupted
• Bank reconciliation affected

📞 Call 844-753-8012 for expert help merging accounts in QuickBooks safely.

Final Thoughts

Learning how to merge accounts in QuickBooks helps maintain:

• Accurate financial reports
• Clean Chart of Accounts
• Proper tax mapping
• Organized bookkeeping

Whether you need to:

• Merge accounts in QuickBooks Online
• Merge accounts in QuickBooks Desktop
• Merge account in QuickBooks Enterprise
• Combine duplicate accounts in QuickBooks
• Merge expense accounts in QuickBooks
• Merge bank accounts in QuickBooks

Following the step-by-step instructions above ensures safe consolidation.

If you want professional assistance cleaning up your QuickBooks file:

📞 Call 844-753-8012 today.

Frequently Asked Questions (FAQ) – Merge Account in QuickBooks

1. Can you merge accounts in QuickBooks?

Yes, you can merge accounts in QuickBooks, but only if they are the same account type (e.g., Expense to Expense, Bank to Bank). Merging combines transactions into one account and deletes the duplicate.

2. How do I merge duplicate accounts in QuickBooks Online?

To merge duplicate accounts in QuickBooks Online:

1. Go to Chart of Accounts.
2. Edit the duplicate account.
3. Rename it to exactly match the account you want to keep.
4. Save and confirm the merge.

3. Can I merge accounts in QuickBooks Desktop?

Yes. In QuickBooks Desktop:

1. Backup your company file first.
2. Open Chart of Accounts.
3. Edit the duplicate account and rename it to match the primary account.
4. Save and confirm the merge.

4. Can I merge accounts in QuickBooks Enterprise?

Yes, the process is similar to QuickBooks Desktop. Always create a backup file before merging to prevent data loss. Rename the duplicate to match the primary account and confirm the merge.

5. Can I merge bank accounts in QuickBooks?

Yes, but ensure:

• Both accounts are of type Bank.
• Bank feeds are disconnected before merging.
• Account names match exactly.

6. What happens to transactions when accounts are merged?

All transactions from the duplicate account move to the primary account. Historical data is preserved, and reports update automatically.

7. Is merging accounts reversible?

No. Once merged, you cannot undo the merge. Always create a backup before proceeding.

8. Can I merge accounts with different currencies?

No. Accounts with different currencies cannot be merged. You’ll need to create a new account in the correct currency and manually move transactions if necessary.

9. How do I merge subaccounts in QuickBooks?

To merge a subaccount:

1. Remove the subaccount designation.
2. Rename it to match the parent account.
3. Save and confirm the merge.

10. What should I do if the merge option is not available?

• Ensure account types match
• Disconnect bank feeds if applicable
• Check for multi-currency restrictions
• Verify the account is not already inactive

If the problem persists, call 📞 844-753-8012 for expert QuickBooks support.