The steps to change a bank account in QuickBooks Desktop
To change the bank account that QuickBooks Desktop is connected to, you need to edit the account record itself rather than disconnect and reconnect. Open QuickBooks Desktop and go to the Chart of Accounts by pressing Ctrl+A or selecting it from the Lists menu. Find the bank account you want to change, double-click it to open the account details, and click Edit Account. From there you can change the account number, routing number, and bank name. Save the changes and QuickBooks will update all future transactions to use the new account information.
If you are changing accounts because you closed the old one or switched banks entirely, you may also want to reconcile the old account first to make sure all transactions are accounted for. This prevents confusion later when you review your records.
Key Takeaways
- Edit the account directly from the Chart of Accounts rather than trying to delete and recreate it, which can break transaction history.
- Changing the account number, routing number, or bank name in the account details updates where QuickBooks sends future transactions.
- Reconcile the old account before making the change so you have a clear record of what cleared and what did not.
- If you are using online banking features, you may need to re-enter login credentials for the new account after updating the account details.
When to reconcile before switching accounts
Reconciliation is the process of matching what QuickBooks shows against what your bank statement shows. If you reconcile the old account up to the day before you switch, you create a clear stopping point and make it easier to spot problems later.
To reconcile, go to Banking > Reconcile (or Reconcile in the Banking menu, depending on your QuickBooks version). Select the old account, enter the ending balance from your bank statement, and mark off each transaction that appears on the statement. When the difference between QuickBooks and the bank statement is zero, click Reconcile Now. This locks that period so you cannot accidentally change those transactions later.
If you do not reconcile first and then change the account details, old transactions will still be tied to the old account number in your records, which can make tax preparation and audits harder to follow.
Updating online banking credentials for the new account
If you use QuickBooks Desktop's online banking feature to download transactions automatically, changing the account number alone is not enough. You also need to update or re-enter the login information for the new account.
Go to Banking > Online Banking Setup and select the account you just changed. QuickBooks will prompt you to enter the username and password for the new bank account. Some banks require you to authorize QuickBooks again through their website before the connection works. Check your bank's website or call their support line to confirm whether you need to grant permission again.
Once the new credentials are entered and authorized, QuickBooks can resume downloading transactions from the new account automatically. Test this by downloading a few transactions manually to make sure the connection is working before you rely on it for regular use.
What happens to old transactions when you change the account
Changing the account details does not erase or move old transactions. They stay in QuickBooks under the old account number you just changed. This is actually what you want, because it keeps your historical record intact for tax purposes and audits.
However, any new transactions you enter or download after the change will use the new account number. This means your account register will show transactions from two different account numbers, which can look confusing at first glance. To keep things clear, you can add a note to the account or create a memo entry on the date you switched, explaining that the account number changed on that date.
If you need to see only transactions from the new account number, you can run a report filtered by account number or date range. This is useful when reconciling with your bank after the switch.
Deleting the old account if you no longer need it
If you want to remove the old account entirely from QuickBooks rather than just stop using it, you can delete it — but only if it has a zero balance and no transactions tied to it. Most of the time, the old account will have transactions, so deletion is not an option.
Instead, you can make the old account inactive so it does not show up in your regular lists and dropdown menus. Right-click the account in the Chart of Accounts and select Make Account Inactive. The account and all its history stay in QuickBooks for record-keeping, but it will not clutter your working lists. If you ever need to see it again, you can turn on the "Include Inactive" checkbox in the Chart of Accounts view.
Making an account inactive is safer than deleting it because QuickBooks preserves the full transaction history, which matters if you ever need to look back at old bank statements or prepare amended tax returns.
Troubleshooting common problems after changing accounts
If QuickBooks is still showing the old account number in your transaction list or reports after you made the change, close QuickBooks completely and reopen it. Sometimes the program needs to refresh its memory of the account details.
If online banking stops working after you change the account, the most common cause is that the new login credentials were entered incorrectly or the bank has not yet authorized QuickBooks for the new account. Go back to Online Banking Setup, delete the old connection, and re-enter the credentials from scratch. If the problem persists, contact your bank's support line to confirm that QuickBooks is authorized to access the new account.
If you see duplicate transactions after the switch — the same transaction appearing under both the old and new account number — this usually means you changed the account details but did not update the online banking connection. Delete the duplicate and keep only the one under the new account number. Going forward, make sure the online banking credentials match the account you are using.
Frequently Asked Questions
Can I change the account number without losing my transaction history?
Yes. Editing the account details in the Chart of Accounts updates the account information going forward but leaves all existing transactions in place. Your full history stays in QuickBooks under the old account number, which is what you want for record-keeping and tax purposes.
What if I have uncleared transactions in the old account?
Uncleared transactions will stay in the old account even after you change the details. Reconcile the account first to mark which transactions cleared and which did not, then make the change. This gives you a clear picture of what was pending when you switched.
Do I need to update anything else after changing the bank account?
If you use online banking, you need to update the login credentials for the new account in the Online Banking Setup. If you use bill pay or other connected services, check those settings too. Otherwise, the account change is complete once you save it in the Chart of Accounts.
Can I merge two bank accounts in QuickBooks Desktop?
QuickBooks Desktop does not have a built-in merge function for accounts. If you need to combine two accounts, you would need to manually move transactions from one to the other, which is time-consuming. It is usually easier to keep both accounts separate in your records and just stop using one.