Adding a Checking Account in QuickBooks Online

To add a new checking account in QuickBooks Online, go to the Settings gear icon in the top right, select Chart of Accounts, then click the New button. Choose Bank Accounts as the account type, fill in the account name (the way you want it to appear in reports), enter your routing and account numbers if you have them, and click Save and Close. The account will appear in your chart of accounts and in the left sidebar under Banking.

If you plan to connect this account to your actual bank so transactions download automatically, you do not need to enter the routing and account numbers during setup — QuickBooks will ask for those details when you link the account. You can add them now or skip that step and come back to it later.

The account you create in QuickBooks is a record-keeping entry only. It does not create an actual bank account at your financial institution. You are telling QuickBooks to track a checking account you already have or are about to open elsewhere.

Key Takeaways

  • Start from Settings > Chart of Accounts > New, select Bank Accounts, and enter your account name and bank details.
  • You can skip the routing and account numbers during setup if you plan to connect the account to your bank later for automatic transaction downloads.
  • The account appears in your chart of accounts and in the Banking section of your sidebar once saved.
  • Adding an account in QuickBooks is a record-keeping step only and does not create a new bank account at your financial institution.
  • If you are linking to your bank, QuickBooks will walk you through the connection process after the account is created.

Entering Account Details During Setup

When you create the account, QuickBooks asks for the account name, account number, routing number, and opening balance. The account name is what you see in reports and your sidebar — use something clear like "Main Checking" or "Business Checking — Wells Fargo" so you can tell accounts apart at a glance.

The account and routing numbers are optional at this stage. If you enter them now, QuickBooks stores them for later use. If you leave them blank, you can add them when you connect the account to your bank, or you can enter them manually later by editing the account.

The opening balance is the amount of money in the account on the date you are setting it up in QuickBooks. If the account is brand new and empty, enter zero. If you are adding an existing account to QuickBooks for the first time, enter the current balance as of today so your records match your bank statement.

Connecting Your Bank After Adding the Account

Once the account exists in QuickBooks, you can connect it to your actual bank so transactions download automatically. Go to the Banking tab in the left sidebar, find your new account, and look for a Connect button or link. Click it and follow QuickBooks' prompts to log into your bank's website or use Plaid (a secure service that connects apps to banks).

QuickBooks will ask you to verify your bank login credentials. This does not give QuickBooks access to move money or change settings — it only reads transaction history. Once connected, new transactions from your bank will appear in QuickBooks within one business day, and you can match them to the entries you have already recorded.

If your bank is not in QuickBooks' list of supported institutions, you can still use the account for manual entry. Download transactions from your bank as a CSV or OFX file and upload them to QuickBooks, or enter transactions by hand as they occur.

What Happens If Your Bank Is Not Supported

Not every bank or credit union connects directly to QuickBooks. If yours does not appear in the connection list, you have two options: download transactions from your bank's website and upload them to QuickBooks, or record transactions manually.

To upload transactions, log into your bank's website, download your statement as a CSV or OFX file (most banks offer this under "Download Transactions" or "Export"), then go to the Banking tab in QuickBooks and select Upload Transactions. QuickBooks will read the file and show you the transactions to match or add.

Manual entry takes longer but works for any bank. As you spend money or receive deposits, enter each transaction into QuickBooks by hand. This method is less prone to errors if you are careful, but it requires you to remember to record every transaction.

Editing or Deleting an Account After Creation

If you need to change the account name, routing number, or other details after you create it, go to Settings > Chart of Accounts, find the account in the list, click the three dots next to it, and select Edit. Make your changes and click Save and Close.

Deleting an account is possible only if it has a zero balance and no transactions recorded in it. If the account has activity, QuickBooks will not let you delete it — this protects your financial history. If you no longer use an account, you can mark it as inactive instead by editing it and checking the Is sub account or Inactive option (the exact wording depends on your QuickBooks version).

Troubleshooting Common Setup Issues

If the account does not appear in your sidebar after you save it, refresh your browser or log out and back in. Sometimes QuickBooks takes a moment to update the display. If it still does not show, go to Settings > Chart of Accounts and confirm the account was saved — it will be listed there even if the sidebar has not updated.

If you are trying to connect your bank and the connection fails, check that you are using the correct login credentials for your bank's website. Some banks require you to set up online banking access separately before third-party apps can connect. If you have not logged into your bank's website in a while, log in directly first to make sure your account is active and your password is current.

If QuickBooks says your bank is not supported, double-check the bank name — some large institutions have multiple names or regional branches. Search QuickBooks' supported bank list by the exact name on your debit card or bank statement. If it truly is not listed, use the manual upload or entry method described above.

Frequently Asked Questions

Do I have to connect my bank to QuickBooks, or can I just enter transactions by hand?

You can do either. Connecting your bank is faster and reduces errors because transactions download automatically. Entering transactions by hand works fine if your bank does not connect to QuickBooks or if you prefer to review each transaction before recording it. Many businesses do both — they connect for routine deposits and expenses, then manually enter or adjust unusual transactions.

What is the opening balance, and how do I know what to enter?

The opening balance is the amount of money in the account on the day you set it up in QuickBooks. If it is a new account with no money yet, enter zero. If you are adding an existing account, log into your bank right now and enter the current balance shown there. This makes sure your QuickBooks records match your actual bank balance on day one.

Can I add multiple checking accounts in QuickBooks?

Yes. Follow the same steps for each account — go to Settings > Chart of Accounts > New, choose Bank Accounts, and enter the details. You can have as many checking, savings, and other bank accounts as you need. Each one appears separately in your chart of accounts and sidebar so you can track money across all your accounts.

What if I enter the wrong routing or account number?

Go to Settings > Chart of Accounts, find the account, click the three dots, select Edit, and correct the numbers. If you have already connected the account to your bank and the numbers are wrong, disconnect it first (look for a Disconnect option in the Banking tab), fix the numbers, then reconnect. Wrong numbers usually prevent the connection from working, so QuickBooks will prompt you to fix them before the link succeeds.

Does adding an account in QuickBooks cost money?

No. Creating accounts in QuickBooks is free and included with your subscription. Your bank may charge fees for the checking account itself, but QuickBooks does not charge extra for tracking it. Bank connection (downloading transactions automatically) is also included with most QuickBooks plans.