How to Merge Accounts in QuickBooks Online When You Get an Error

Sometimes, when trying to merge accounts on the chart of accounts in QuickBooks Online, you’ll get an error telling you can’t.

In this blog post, I’ll show you what to do when that happens so you can merge the accounts.

This doesn’t always work, but it does most of the time.

Quick Instructions:

After getting the error when trying to edit the account you don’t want:

  1. Edit the account you do want
  2. Change the name to the name you don’t want
  3. Click Yes, merge accounts
  4. Click Save
  5. Edit the merged account, changing the name to the name you want

Keep reading for a complete walkthrough with screenshots:

Merging Accounts Error

Here I have an example of two expense accounts  that I’d like to merge, Travel Expense and Travel Expense1:

Two expense accounts to merge in QBO

I want to keep the name Travel Expense, so I click the drop-down to the right of Travel Expense1 and select Edit.

Opening the edit pop-out for an account in the Chart of accounts in QBO

I remove the 1 from the end of Travel Expense1 and click Save. When I do this, an error message appears: “Another account is already using this name. Please use a different name.”

Error message in QBO letting you know another account is already using that name.

The Solution

If this happens to you, edit the OTHER account and change it to the account name you don’t want.

When I do this with my example, changing Travel Expense to Travel Expense1, instead of an error message, I  get a box asking if I want to merge the accounts.

Merge accounts message in QBO

Click the Yes, merge accounts link, then click Save.

Now I have one account, Travel Expense1. I can edit this account and remove the 1 at the end.

It’s a couple of extra steps, but in the end, I have what I want: one account named Travel Expense.

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This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. Gentle Frog, LLC does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. Gentle Frog, LLC does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.

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