How to merge accounts, vendors, or customers in QuickBooks Online

In QuickBooks Online, you can merge two duplicate accounts, customers, or vendors as long as both records are the same type. The merge is permanent, so review both records carefully before you confirm.

What happens when you merge?

The record you keep is the target, and the record that disappears is the duplicate; keeping the labels straight matters because every step below refers to them. When you change the duplicate name to match the target exactly, the software recognizes the match and asks you to confirm.

After you confirm, the balances, transactions, and history are combined into the target, and the duplicate is gone. There is no undo for a merge, so make sure the target holds the information you want to preserve before you start.

Merge accounts

Account merges are the strictest of the three because the name, detail type, and sub-account status all have to match. The click path below starts from the account you plan to keep, then moves to the account you plan to remove.

1. Open the Settings gear icon, then select Chart of Accounts.
2. Locate the account you want to keep, and select Edit from the Action column.
3. Note the Name, Detail Type, and sub-account status, because the duplicate must match all three.
4. Cancel out of the edit screen and return to the account list.
5. Locate the account you want to remove, then select Edit in its Action column.
6. Change the duplicate name so it matches the target account exactly, including spelling and spacing.
7. Make the Detail Type match the target, and then align the sub-account setting.
8. Select Save and Close and, when prompted, choose Yes to confirm the merge.

Match sub-account settings

This is the step that causes most failed account merges, so it is worth reading before you touch the chart of accounts. If both accounts are sub-accounts, they have to use the same parent account.

If only one is a sub-account, align the two before you save. When the target account is the sub-account, check the Is sub-account box on the duplicate and choose the same parent. When the target account is the parent, uncheck Is sub-account on the duplicate.

Either way, the two records have to describe the same kind of account before QuickBooks Online will combine them.

Merge duplicate customers

Customer merges follow the same rename-and-confirm pattern, without the extra alignment step. You only need the duplicate name to match the target customer name exactly.

1. In the left menu, select Sales or Invoicing, then select Customers.
2. Open the duplicate customer’s profile.
3. Select the Edit or pencil icon.
4. Change the name to match the target customer exactly.
5. Select Save.
6. Confirm the merge by selecting Yes.

Merge duplicate vendors

Vendor merges work the same way as customer merges, and the same principle applies: the duplicate name must match the target name exactly. You rename the duplicate, save the profile, and confirm the prompt, and the history moves across with the name.

1. In the left menu, select Expenses or Vendors, then select Vendors.
2. Open the duplicate vendor’s profile.
3. Select the Edit or pencil icon.
4. Change the name to match the target vendor exactly.
5. Select Save.
6. Confirm the merge by selecting Yes.

Employee records are handled separately in the payroll area, and this procedure does not apply to them.