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, go to the Chart of Accounts (usually under Lists in the menu bar), find the bank account you want to change, double-click it to open the account details, and then click Edit Account. From there you can change the account number, routing number, and other identifying information. The connection to your actual bank account updates once you save these changes.
If you are switching to a completely different bank or account type, you may need to set up a new account record in QuickBooks instead of editing the existing one. This is especially true if you are moving from a checking account to a savings account, or if the old account is no longer active. Creating a new account keeps your historical transaction records intact under the old account name, which matters for tax and audit purposes.
Key Takeaways
- Edit an existing bank account by opening the Chart of Accounts, double-clicking the account name, and clicking Edit Account to change the routing or account number.
- If you are moving to a different bank entirely, create a new account record in QuickBooks rather than overwriting the old one, so your past transactions stay linked to the original account.
- After you change the account details in QuickBooks, you may need to re-authorize the connection in your bank's online portal or in QuickBooks' bank connection settings.
- Transfers between the old account and the new account in QuickBooks prevent your bank balance from appearing incorrect after the switch.
When to edit an account versus creating a new one
Editing the existing account works best when you are updating information for the same account—for example, if your bank changed your account number due to fraud, or if you entered the routing number incorrectly when you first set up the account. In these cases, the account is still active and you are just correcting the details QuickBooks uses to connect to it.
Creating a new account is the better choice when you are closing the old account and moving to a different one. This might happen because you switched banks, consolidated accounts, or upgraded from a basic checking account to a premium one. Keeping the old account record in QuickBooks with a status of "inactive" preserves all the transactions and balances from that period, which your accountant or tax preparer will need to see.
How to edit an existing bank account record
Open QuickBooks Desktop and click Lists in the menu bar, then select Chart of Accounts. Scroll through the list until you find the bank account you want to change. Double-click the account name to open its details window. You will see fields for the account name, account number, routing number, and other information depending on your bank type.
Click the Edit Account button (or pencil icon, depending on your QuickBooks version). Update the routing number, account number, or any other field that has changed. Do not change the account type or name unless you are intentionally converting the account to a different category. Once you have made your changes, click Save and Close. QuickBooks will update the connection information the next time it syncs with your bank.
Setting up a new account when you switch banks
To create a new account, go to Lists > Chart of Accounts and click the Account button at the bottom left, then select New. Choose Bank Account as the account type. Enter the name of the new account (for example, "Checking - New Bank Name"), the account number, and the routing number. You can also add a description to help you remember why you created this account.
Once the new account is created, you will need to set up the bank connection in QuickBooks. Go to Banking > Bank Feeds Setup (or Online Banking Setup, depending on your version) and follow the prompts to connect the new account. Your bank will ask you to log in and authorize QuickBooks to access the account. After authorization is complete, QuickBooks can begin downloading transactions from the new account.
Transferring your balance from the old account to the new one
After you have created the new account and set up the connection, you need to move any remaining balance from the old account to the new one. This prevents your QuickBooks balance from appearing incorrect. Go to Banking > Make Deposits (or Write Checks, depending on which direction the money is moving) and create a transfer transaction between the two accounts.
For example, if your old checking account has a balance of $5,000 and you are moving that money to a new checking account, you would write a check from the old account to the new account for $5,000. This creates a matching pair of transactions—a withdrawal from the old account and a deposit to the new one—that keeps your total cash balance accurate in QuickBooks. After the transfer is recorded, you can mark the old account as inactive so it does not appear in your regular transaction lists.
Re-authorizing the bank connection after you change account details
If you edited the account number or routing number in an existing account record, QuickBooks may ask you to re-authorize the connection the next time it tries to sync. You will see a prompt to log into your bank and confirm that QuickBooks can access the account. This is a security step your bank requires to make sure the connection is legitimate.
Go to Banking > Bank Feeds Setup and find the account that needs re-authorization. Click the account name and follow the prompts to log into your bank's website. Your bank will show you a list of accounts associated with your login and ask you to select the one you want to connect. Once you confirm, QuickBooks will resume downloading transactions. If you see an error message during this step, double-check that the account number and routing number in QuickBooks match exactly what your bank shows.
What happens to your transaction history when you change accounts
If you edited the account details in an existing record, all your past transactions stay attached to that account. QuickBooks does not delete or move them. Your transaction history remains intact, and your reports will continue to show the full balance and activity for that account.
If you created a new account instead, the old account keeps all its historical transactions, and the new account starts with a zero balance (unless you transferred money into it). This separation is intentional and useful—it lets you see exactly what happened in each account during each time period. Your accountant can pull reports from both accounts if needed for tax purposes.
Frequently Asked Questions
Do I lose my transaction history if I change the account number in QuickBooks?
No. Editing the account details in an existing account record does not delete or move any transactions. All your past activity stays linked to that account. The transaction history is preserved even after you update the routing number or account number.
What if I created a new account by mistake and want to merge it with the old one?
QuickBooks does not have a built-in merge function for accounts. The best approach is to create a transfer transaction from the new account back to the old account to move the balance, then mark the new account as inactive. Your accountant can help you adjust the records if transactions were recorded in the wrong account.
Will QuickBooks automatically read old transactions from my new bank account?
No. When you connect a new account, QuickBooks typically downloads transactions from the past 90 days or whatever your bank allows. If you need older transactions, you may need to read them manually from your bank's website and import them into QuickBooks, or enter them by hand.
Can I change a bank account while QuickBooks is syncing with my bank?
It is best to wait until a sync cycle is complete before you change account details. If QuickBooks is in the middle of downloading transactions, changing the account information at the same time can cause the sync to fail or create duplicate transactions. Check the Banking menu to see if a sync is in progress, and wait for it to finish before you edit the account.
What if my bank is not showing up in QuickBooks' bank connection list?
Not all banks are supported by QuickBooks Desktop's direct connection feature. If your bank does not appear in the list, you can still use QuickBooks by manually downloading transactions from your bank as a CSV or OFX file and importing them. Go to Banking > Utilities > Import Transactions to upload the file.