Where to find and change your default bank account
Your default bank account in QuickBooks Online is the account that appears first when you create a new transaction—invoice, check, or deposit. To change it, go to the Settings gear icon in the top right corner, then select Account and Settings. From there, click the Sales tab on the left, scroll down to Online Delivery, and you'll see a dropdown for your default bank account. Select the account you want to use going forward and click Save.
If you don't see the account you're looking for in that dropdown, it may not be linked to QuickBooks yet, or it may be marked as inactive. You can add a new bank connection through Settings > Connected Apps, or reactivate an old account by going to the Chart of Accounts, finding the account, and clicking the three dots next to it to select Edit.
The change takes effect immediately for new transactions you create. Existing transactions tied to the old default account will not change—you would need to edit those individually if necessary.
Key Takeaways
- Your default bank account is set in Settings > Account and Settings > Sales > Online Delivery, and the change applies to all new transactions you create from that point forward.
- If the account you want doesn't appear in the dropdown, it may not be linked to QuickBooks or may be marked inactive in your Chart of Accounts.
- Changing the default does not retroactively change which account old transactions are tied to—only new ones.
- You can link additional bank accounts through Settings > Connected Apps if you need to add a new financial institution.
Why you might need to change your default account
You may need to change your default bank account if you've opened a new business account, closed an old one, or want transactions to route to a different bank for cash flow reasons. Some businesses maintain separate accounts for different purposes—payroll, operating expenses, customer deposits—and changing the default ensures new transactions go to the right place without manual correction each time.
Another common reason is switching banks entirely. If you've moved your business banking to a new institution, you'll want to update the default so that new invoices, payments, and deposits are recorded against the correct account from the start.
Linking a new bank account if yours isn't showing
If the account you want to use as your default doesn't appear in the dropdown menu, you'll need to link it to QuickBooks first. Go to Settings > Connected Apps and look for your bank in the list of available institutions. Click Connect, log in with your online banking credentials, and authorize QuickBooks to access that account. The connection usually completes within a few minutes.
Once the account is linked, it will appear in your Chart of Accounts and become available in the default account dropdown. If you've already linked the account but it's still not showing, check whether it's marked as inactive. In your Chart of Accounts, find the account, click the three dots, select Edit, and make sure the Active checkbox is checked.
What happens to transactions after you change the default
Only transactions you create after the change will use the new default account. Any invoice, check, deposit, or other transaction you created before the change will remain tied to the old account. If you need to move an existing transaction to a different account, you can edit it individually by opening the transaction, changing the account field, and saving.
If you have many transactions to move, this can be time-consuming. Some users create a journal entry to transfer the balance from one account to another, though this approach requires careful bookkeeping to avoid double-counting. For questions about the best way to handle a large batch of transactions, consult your accountant or QuickBooks support.
Checking which account is currently set as default
To confirm which account is your current default, return to Settings > Account and Settings > Sales tab and look at the Online Delivery section. The account shown in the dropdown is your active default. This is also where you'll see whether QuickBooks is set to send invoices to customers via email or another method.
If you're unsure whether a change has taken effect, create a test transaction (like a draft invoice) and check which account appears in the account field. If it's the one you just set as default, the change is working correctly.
Troubleshooting when your preferred account won't appear
If you've linked a bank account but it still doesn't show up in the default account dropdown, check these common issues. First, make sure the account is marked as active in your Chart of Accounts—inactive accounts don't appear in most transaction fields. Second, verify that the connection to your bank is still active by going to Settings > Connected Apps and checking whether your bank shows a green "Connected" status.
If the connection shows as disconnected or expired, click Reconnect and log in again with your banking credentials. Some banks require you to reauthorize QuickBooks access periodically. If you've tried reconnecting and the account still won't appear, try unlinking and relinking the account entirely, or contact your bank to confirm that your online banking login is working.
Frequently Asked Questions
Can I have more than one default bank account?
No, QuickBooks Online allows only one default bank account at a time. However, you can manually select a different account when creating each transaction if you need to split transactions across multiple accounts. You can also change your default account as often as needed.
Will changing my default account affect my existing invoices or reports?
No. Existing transactions remain tied to the account they were originally created with. Your reports will continue to show those transactions under their original accounts. Only new transactions you create after the change will use the new default.
What if my bank isn't listed in the connected apps?
Most major U.S. banks are supported by QuickBooks Online. If your bank isn't listed, you may be able to manually add transactions, or contact your bank to ask whether they offer a direct connection to QuickBooks. Some smaller or regional banks require manual entry or CSV import instead.
Can I change the default account for specific types of transactions?
The default account setting applies to all new transactions. If you need different accounts for different transaction types, you'll need to manually select the correct account each time you create a transaction, or use QuickBooks' automation features like rules or recurring transactions to route specific payments to specific accounts.