Deleting a bank account in QuickBooks Online takes three steps: disconnect the link to your bank, delete the account itself, and confirm the deletion
When you no longer need a bank account connected to QuickBooks Online—whether you've closed the account at your bank, switched to a different financial institution, or simply want to clean up your chart of accounts—you can remove it. The process is straightforward, but the order matters. You must first break the connection between QuickBooks and your bank, then delete the account from your chart of accounts.
The deletion is permanent. QuickBooks will not let you undo it once it's complete, so make sure you've downloaded or saved any transaction history you need before you start.
Key Takeaways
- Disconnect the bank link in the Banking menu before you delete the account itself, or QuickBooks will not let you remove it.
- Deleting a bank account removes all transaction history associated with that account from QuickBooks, so download your records first if you need them.
- If the account has a balance other than zero, QuickBooks may require you to move or reconcile transactions before deletion is allowed.
- You can reconnect the same bank account later if you change your mind, but you will lose the transaction history from before the deletion.
Step 1: Disconnect the bank link in the Banking menu
Open QuickBooks Online and go to the Banking menu on the left sidebar. Look for the account you want to delete in the list of connected accounts. Click the three-dot menu icon next to the account name, then select Disconnect.
QuickBooks will ask you to confirm. Click Disconnect again. This step severs the automatic link between your bank and QuickBooks but does not remove the account from your chart of accounts yet. Once disconnected, QuickBooks will stop downloading transactions from that bank.
Step 2: Delete the account from your chart of accounts
Go to the Accounting menu and select Chart of Accounts. Find the bank account you just disconnected. Click the three-dot menu icon on the right side of that account row and select Delete.
If the account has transactions in it or a balance that is not zero, QuickBooks may block the deletion and show an error message. In that case, you have two options: reconcile the account to bring the balance to zero, or move the remaining transactions to a different account before trying to delete again.
What to do if QuickBooks won't let you delete the account
The most common reason QuickBooks blocks a deletion is an unreconciled balance or outstanding transactions. To fix this, go back to the Banking menu, find the account, and click Reconcile. Work through the reconciliation process to match your QuickBooks balance with your bank statement. Once the account shows a zero balance and all transactions are reconciled, return to the Chart of Accounts and try deleting again.
If the account still will not delete, check whether it is linked to any open invoices, bills, or expense transactions. You may need to reassign those transactions to a different account or mark them as paid from a different source before the deletion will go through. QuickBooks will not delete an account that is actively used in unsettled transactions.
Saving your transaction history before deletion
Once you delete a bank account, all transaction history for that account disappears from QuickBooks. If you need a record of those transactions for tax purposes, accounting records, or reconciliation, download them first. Go to the Banking menu, click on the account, and look for an export or download option. Most banks also keep their own transaction records, which you can download directly from your bank's website as a backup.
If you have already deleted the account and need the transaction history, contact QuickBooks support. They may be able to recover deleted data within a limited window, but recovery is not may provide and may require a fee.
Reconnecting the same bank account later
If you delete a bank account and later decide you need it back, you can reconnect it through the Banking menu. Click Add Account and follow the steps to link your bank again. However, QuickBooks will not restore the transaction history from before the deletion. You will start fresh with transactions downloaded from the date you reconnect.
For this reason, make sure you have saved any historical records you need before you delete. If you think you might need the account again in the near future, consider hiding it instead of deleting it—QuickBooks allows you to mark accounts as inactive, which removes them from your active list without erasing the data.
Frequently Asked Questions
Can I delete a bank account that still has a balance?
No. QuickBooks will not allow deletion if the account balance is anything other than zero. You must either reconcile the account to zero or move the remaining balance to a different account before deletion is possible. If you need help determining where to move the balance, contact your accountant or QuickBooks support.
Will deleting a bank account affect my tax records?
Deleting a bank account removes it from QuickBooks, but it does not erase the transactions from your tax records if you have already filed. However, it does remove the transaction history from QuickBooks itself. Always download and save your records before deletion if you need them for tax purposes or audits.
What happens to invoices or bills paid from that account?
The invoices and bills themselves remain in QuickBooks, but they will no longer show which bank account the payment came from. If you need to track which account paid which bill, reassign those transactions to a different account before deleting, or download your records first.
Can I delete a bank account if it is still connected to my bank?
No. You must disconnect the bank link first through the Banking menu before you can delete the account from your chart of accounts. If you try to delete without disconnecting, QuickBooks will show an error and prevent the deletion.
How long does it take to delete a bank account?
The deletion itself is instant once you confirm it. However, if the account has a balance or unreconciled transactions, you may need to spend time reconciling or moving transactions first. The actual deletion step takes seconds.