Change your bank account in QuickBooks Desktop through Payroll Settings

To change the bank account where direct deposits land, open QuickBooks Desktop and go to Employees menu, then select Payroll Settings. From there, click the Direct Deposit tab. You'll see a list of bank accounts currently set up for direct deposit. Select the account you want to change and click Edit. Update the routing number, account number, and account type (checking or savings), then click OK to save.

If you're adding a brand-new bank account instead of editing an existing one, click New in the Direct Deposit tab. Enter your bank's routing number (a nine-digit code your bank provides), your account number, and whether it's a checking or savings account. QuickBooks will ask you to verify the account before it becomes active for payroll.

The change takes effect on your next payroll run. If you've already processed payroll for the current pay period, that deposit will still go to the old account—only future deposits use the new one. Check with your payroll processor or accountant if you're unsure whether the current pay period has been locked.

Key Takeaways

  • Navigate to Employees > Payroll Settings > Direct Deposit tab to find and edit your bank account information.
  • You need your bank's routing number and your account number to add or change a direct deposit account.
  • Changes apply only to payroll runs processed after you save the new account information.
  • If payroll for the current period has already been submitted, that deposit will still go to your old account.
  • Verify new accounts before they become active to prevent deposits from failing.

Where to find your routing number and account number

Your routing number appears on the bottom left of any check from your bank, or you can call your bank's customer service line and ask for it. Some banks also display it in their online banking portal under account details. The routing number is specific to your bank's location, not to your individual account.

Your account number is printed on the bottom of your checks as well, usually to the right of the routing number. If you don't have checks handy, log into your bank's website or mobile app and look for account information or account details. Never use a credit card number or savings account number if you're setting up a checking account for direct deposit—the account type must match.

What happens if you enter the wrong account information

If the routing number or account number is incorrect, the direct deposit will fail and bounce back to your employer's payroll account. You'll typically receive a notice from your bank or payroll processor within one to three business days saying the deposit was rejected. Your employer will then need to resubmit the payment, either by direct deposit to the correct account or by check.

To avoid this, double-check both numbers before you save. Many banks allow you to verify a new account by sending two small test deposits (usually under $1 each) before you authorize full payroll amounts. If QuickBooks offers this option, use it—it's the safest way to confirm the account is set up correctly.

Changing accounts mid-payroll cycle

If you change your direct deposit account after payroll has been submitted but before it processes, contact your payroll processor or the person who handles payroll at your company immediately. Depending on your bank and the timing, they may be able to stop the deposit to the old account and redirect it to the new one. This window is usually very small—often just a few hours—so speed matters.

If the deposit has already left your employer's account, it will land in the old account. You'll need to transfer the money yourself or ask your employer to issue a check for the difference once you confirm the old account received the deposit. This is why it's best to make account changes well before payroll is due to process.

Setting up multiple direct deposit accounts

QuickBooks Desktop allows you to split a single paycheck across multiple accounts. For example, you could send 80 percent of your paycheck to your primary checking account and 20 percent to a savings account. To do this, add both accounts in the Direct Deposit tab and assign a dollar amount or percentage to each one.

When you set up multiple accounts, QuickBooks will process them all on the same day. Make sure the total of all percentages or amounts equals 100 percent of your paycheck, or the system will flag an error. This feature is useful if you want to automate savings or split income between accounts for budgeting purposes.

Troubleshooting direct deposit changes that don't take effect

If you changed your account information in QuickBooks but your next paycheck still went to the old account, check whether payroll for that period was already submitted before you made the change. Payroll systems process deposits in batches, usually one to two days before payday, so changes made after submission won't affect that cycle.

Another common issue is a typo in the routing or account number. Log back into Payroll Settings and verify both numbers character by character against your bank statement or online banking portal. If you find an error, correct it and save. Your next paycheck should then go to the correct account.

If the account information is correct but deposits are still failing, contact your bank to confirm the account is active and set up to receive ACH transfers (the electronic transfer method used for direct deposit). Some accounts are restricted by default and need to be unlocked by the account holder.

Frequently Asked Questions

How long does it take for a direct deposit change to take effect?

Changes take effect on the next payroll run processed after you save them in QuickBooks. If payroll for the current period has already been submitted to your bank, that deposit will still go to your old account. Future deposits will use the new account. The timing depends on when your employer processes payroll—typically weekly, biweekly, or monthly.

What if my bank rejects the direct deposit to my new account?

Your employer will receive a rejection notice within one to three business days. They'll need to resubmit the payment, either to the correct account or by check. Contact your payroll department as soon as you're notified of the rejection to confirm the new account details are correct and ask how they plan to get you the money.

Can I split my paycheck between two bank accounts?

Yes. In the Direct Deposit tab of Payroll Settings, add both accounts and assign a percentage or dollar amount to each. Make sure the total equals 100 percent of your paycheck. Both deposits will process on the same day, so you'll receive funds in both accounts by your normal payday.

Do I need to notify my employer when I change my direct deposit account in QuickBooks?

If you manage your own payroll in QuickBooks, no—the change is automatic once you save it. If someone else in your company processes payroll, check with them first to confirm they're using the QuickBooks account information and not an older form or system. Some companies maintain separate payroll records that won't update automatically.

What if I accidentally deleted my direct deposit account?

Go back to the Direct Deposit tab and click New to add it again. Enter your routing number, account number, and account type. If you're unsure of the details, contact your bank or check your online banking portal. Once you save the new account, it will be active for your next payroll run.