What is the Easiest Way to Merge Accounts in Quickbooks? from Benjamin James's blog

When managing business finances in Quickbooks, you may find yourself needing to consolidate and merge quickbooks accounts  whether you’re combining accounts after an acquisition, cleaning up your chart of accounts, or transitioning to a new accounting structure.

While Quickbooks doesn't have a simple “merge accounts” function, there is an easy manual process to combine accounts successfully. Follow these steps for the smoothest account merge in Quickbooks:

Enable Account Numbers

First, enable account numbers if they aren't already turned on for your file. Account numbers are critical for tracking accounts during a merge and identifying them correctly. To enable account numbers:

Go to Edit > Preferences> Accounting > Company Preferences

Check the box for “Use account numbers” and select whether you want accounts to build automatically or enter manually.

Review Current Accounts

Next, review your complete chart of accounts and make a list of all accounts you want to discontinue or merge into a new account. This gives you a reference to reconcile later.

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Set Up New Destination Accounts

Create any new accounts in Quickbooks that will be the destination accounts receiving the balances and transactions from merged accounts.

For each new account:

Enter the opening balance of that account by pulling reports from the source accounts being discontinued/merged.

Assign account numbers following your numbering convention.

Name the accounts clearly, optionally appending with source name.

Discontinue Old Accounts

For each account you are merging/discontinuing, update the account settings to deactivate it:

Set the account status to “Inactive”.

Enter an end date reflecting the last date transactions posted to that account.

Enter zero for the opening balance.

The old accounts are now ready to be merged into the active destination accounts.

Reassign Transactions

Any pending transactions from inactive accounts can be reassigned to the new corresponding account through:

Batch reassign: Use the Change Account tool under Account > Change Account to bulk reassign.

Individual reassign: For single transactions, edit each one and update the account.

Perform Clean Up

Once transactions are moved over, you can delete the old inactive accounts that have been merged and consolidated. Just be sure to triple check reporting before deletion.

By following this process of disabling old accounts, setting up new accounts with balances, and reassigning transactions in bulk, you can seamlessly merge accounts in Quickbooks with no disruptions to your historical reporting.