How to Delete Chart of Accounts in QuickBooks Online and Desktop?

How to Delete Chart of Accounts in QuickBooks Online and Desktop?

If you no longer wish to use your account in QuickBooks, you can delete it from the Chart of Accounts menu. There can be instances when you never used the account and the balance of the unused account is $0. In such cases, you can simply make that account inactive. However, if you have worked on an account for a while then it requires a little more work. This is because such accounts are properly connected and reply to stay organized. Hence, deleting the data from QuickBooks can affect the data. To make you aware of every detail, we are explaining here how to delete chart of accounts in QuickBooks Online and Desktop.

In this comprehensive blog, you will read about how to delete chart of accounts in QuickBooks Online and Desktop. It will include other details regarding removing the account from the QuickBooks Chart of Accounts.

Important Steps to Follow Before Deleting the QuickBooks Accounts

QuickBooks account uses a few accounts as default for features. It includes undeposited funds and tax accounts. Such accounts cannot be deleted from QuickBooks. In addition, some QuickBooks accounts require a few steps before you inactive them. Read the following information to know more:

  • If services or products use the account then you should change the account to which they are linked. Alternatively, you can make the services and products (that are using the account) inactive.
  • In case you are planning to delete the income account that has pending charges then you need to send an invoice to the customer for billable expenses, charges, or time. Only after doing that, can you delete the account.
  • If the recurring transactions are connected with the account then you should unlink them from your account.
  • Those accounts that have sub-accounts should be moved to a different account on the Chart of Accounts. Because you cannot delete the accounts with a sub-account.

Once you understand the concept of default accounts, you can continue learning how to delete a chart of account in QuickBooks Online and Desktop.

How Do I Delete My Chart of Accounts in QuickBooks Online?

When you do not wish to use a particular account any longer, it can be deleted from your record. This should be noted that you can remove the QuickBooks accounts in different ways. Primarily, you have this way to remove the account directly from the Chart of Accounts. But, in case you don’t find the delete option then make the accounts inactive. You can batch delete the accounts when needed. Let’s go through each way and learn how to delete Chart of Account in QuickBooks Online.

Way 1: Delete Accounts from the Chart of Accounts Menu

To delete the account, all you have to do is go through the Chart of Accounts menu from the Your Company section, select the appropriate account, and hit the Delete button from the Action column. For step by step instruction, you can perform the following steps:

  • Select the “Gear” icon located at the top.
  • Then, click on the “Chart of Accounts” option. This option should be located under the “Your Company” area.
  • Here, you are required to find the account that you wish to remove.
  • Now, move to the “Action” column and select the “Delete” button using the drop-down menu.
  • Press the “Yes” button to confirm the account deletion.

After you confirm your action, the account will be successfully deleted. However, the deleted accounts can be seen on the COA page so you can filter the accounts from there too. Remember that the action of deleting the account is not reversible. So, think before you delete any account in QuickBooks Online.

Way 2: Delete Chart of Accounts by Making Them Inactive

You may not find the Delete option to remove the account. In such cases, you can make the account inactive. This also means that you are removing the account from the records. In QuickBooks Online, you can make the account (with balance) inactive. When you do so, automatically creates the QuickBooks Journal Entry. This will move your remaining balance amount to another account.

If you again use this account then QuickBooks will not change the journal entry or move your balance back to the account.

To make the account inactive, pursue the following steps:

  • Click on the “Settings” menu.
  • Then, click the “Chart of Accounts” menu.
  • Locate the account you wish to remove.
Delete Chart of Accounts by Making Them Inactive
  • Now, select the “Make Inactive” option using the “Action” drop-down menu.

Once the account is successfully removed from the Chart of Accounts, you will see the inactive account along with the transactions when running the reports. QuickBooks software includes these accounts to keep the details accurate. However, you can customize the reports in order to hide the inactive account. For that, you can pursue the following steps:

  • Go to the “Accounting” menu located on the left menu.
  • Then, press the “Gear” icon located on the top of the “Action” column.
  • Here, you can place the checkmark for the “Include Inactive” box.

Please note that hiding the inactive account can affect the accuracy of account details. If required you can make the inactive accounts active again.

Important Note: This should be noted that removing the account does not mean it will remove your transactions. Also, the report will remain intact. QuickBooks provided an option to restore the deleted account anytime. If you ever require to recover the account you have deleted earlier, you can simply perform the restoration process.

Way 3: Batch Delete Chart of Accounts

In some instances, users wish to delete all Chart of Accounts in QuickBooks Online at once. This has become possible with QuickBooks’ new features. You can simply choose the check box to select all your accounts and delete them all at once. Let us show you how to delete a Chart of Accounts in QuickBooks Online in bulk:

  • Go to the “Accounting” menu.
  • Then, select the “Chart of Accounts” option.
  • After this, click on the checkbox located at the top to pick all the accounts.
  • Once selected, click on the “Batch Actions”.
  • Press the “Delete” button using the drop-down menu.

By following these steps, you can easily delete the accounts in QuickBooks Online. Whether you wish to delete an individual account, batch delete, or make the accounts inactive, you can do it all with the aforementioned details.

How to Delete Chart of Accounts in QuickBooks Desktop?

QuickBooks Desktop users can also delete the account that is no longer in use. All you have to do is make sure that the account you delete does not have any subaccount. Here, we will show you how to delete chart of accounts in QuickBooks Desktop on Windows and Mac computers. Please note if you cannot delete the account then mark these accounts as inactive. This will also remove the account from your records. Let’s have a look at the two ways to remove accounts on Mac and Windows systems.

For Windows Users

QuickBooks accounts can be removed by using the Delete or Make Inactive option either. Check out the following steps to understand better:

Way 1: Delete Account in QuickBooks Desktop

  • Click on the “Lists” menu.
  • Then, move to the “Chart of Accounts” option.
  • After this, click right on the account you wish to delete.
  • Now, click on the “Delete Account” button.
  • Press the “OK” button to confirm the action.

Way 2: Make the Account Inactive

  • Select the “Lists” menu.
  • Then, click on the “Chart of Accounts” option.
  • Here, click right on the account you wish to inactive.
  • Now, press the “Edit Account” button.
  • Click on the “Account is inactive” checkbox.
  • Press the “Save & Close” button to confirm the action.

For Mac Users

If you use QuickBooks for Mac then you can delete the account from the main settings. If you are unable to do that then make the account inactive. This will remove the account from the transaction forms and chart of accounts. But remember, you can still see the inactive account in the reports.

Way 1: Delete Account in QuickBooks Desktop

  • From the “Lists” menu, click on the “Chart of Accounts” option.
  • Choose the account you wish to delete.
  • Then, click on the “Edit” button.
  • Here, you can select the “Delete Account” button.
  • Press the “OK” button.

Way 2: Make the Account Inactive

  • Click on the “Lists” menu.
  • Then, press the “Chart of Accounts” option.
  • Here, you need to choose the account you wish to make inactive.
  • Now, click on the “Settings” button.
  • Then, click on the “Make Account(s) Inactive” option.

If you wish to make the inactive account active again then you can do that on both Windows and Mac computers.

To Conclude

QuickBooks users delete the accounts when no longer required. However, users should be aware of the QuickBooks default account that should not be deleted. Through this guide, we have explained how to delete chart of accounts in QuickBooks Online and Desktop for Windows and Mac users. By knowing the right details, you can wisely perform the account deletion in QuickBooks.

For more details regarding Recurring Invoices and change date format, check out the following guides:

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