How to Enable Account Numbers in QuickBooks Online?

by James Antonio

When your business starts to climb the growth ladder, the list of accounts that helps you categorize your finances also starts to ascend simultaneously and inevitably. Now the worry begins to intensify when you have a large chart of accounts.

But, relax; QuickBooks at your aid!

How using Account Numbers in QuickBooks can help?

Due to the business expansion, the chart of accounts too increases and can create confusions in locating each number and keeping them handy. Adding account numbers on QuickBooks can help you to allocate the numbers to each associative account which makes it easy to identify and keep things organized.

The following process will guide you to understand how to enable and assign account numbers.

Turning-On Account Numbers in QuickBooks

Step 1: Click the Settings option ⚙ (gear icon on the upper right-hand corner). Click on QuickBooks Account and Setting in the Your Company section.

Account and Setting

Step 2: Click on the Advanced tab placed on the left-hand side


Step 3: Choose the Edit button listed under the Chart of accounts section

Step 4: You will notice the Enable account numbers is off. Click on the Pencil ✎ icon listed on the right-hand side of this section.

Enable account numbers

Step 5: Check the Enable account numbers box, you’ll see “off” change to “on.”

Enable account numbers box

Step 6: Along with this if you wish to view accounts numbers with transactions and report details, tap on the Show Account Numbers

Show Account Numbers

Step 7: Click Save (green in colour) followed by Done (lower right-hand corner) to complete the process.

Assigning Account Numbers in QuickBooks

Step 1: Choose the Accounting option on the right-hand side menu and select the option Chart of Accounts.

Step 2: Tap the drop-down placed beside View Register and choose Batch Edit.

Step 3: Start adding account Numbers under the Number Column.

Step 4: Choose Save to complete assigning account numbers.

One vital thing to keep in mind while assigning account number on QuickBooks is that the software allocates specific numbers to each of the accounts existing. This is generally based on a standardized method of numbering that is pervasive for all accounts.

For your easy referral, here are few numbers mentioned as per their respective designations:

  • Asset Accounts = Numbers in the 1000s
  • Liability Accounts = Numbers in the 2000s
  • Equity Accounts = Numbers in the 3000s
  • Income Accounts = Numbers in the 4000s
  • Cost of Sales Accounts = Numbers in the 5000s
  • Miscellaneous Operating Expense Accounts = Numbers in the 6000s and 7000s
  • Miscellaneous Income Accounts = Numbers in the 8000s
  • Miscellaneous Expense Accounts = Numbers in the 9000s

On QuickBooks, a standardized chart of accounts includes a range that can vary from as little as below 100 or extensive that can cross 1000 accounts. Generally, this calculation is measured on the size and what type of business is.

For eg., a typical law firm that is mid-sized will inevitably exceed somewhere more than 200 accounts as opposed to a small-sized business.

To make it more organized and work on an unlimited chart of accounts, especially for mid-sized to large corporate, it is recommended to use the QuickBooks Online Advanced platform.

Hope this piece of content has helped you in your quest to use account numbers in QuickBooks Online chart of accounts. If you are still confused, or have questions, it is better to ask a professional for a more accurate answer.

Being useful for your business, hope this article has answered your queries effectively. For more professional assistance and further insights on tips and tricks of using QuickBooks, get in touch with us today.

Need some one on one Quickbooks assistance?

How can I view the Accounts Numbers on QuickBooks?

To view your accounts’ numbers on QuickBooks, follow the process mentioned below:

Step 1: Click on Chart of Accounts
Step 2: Tap the Gear icon in the Action column
Step 3: Choose Select Number

This will help you to save on time instead of locating through multiple accounts or while adding any specific transaction. Just locate the accounts with the help of numbers assigned to each of them.

I have a Small Business. Would using Account Numbers on QuickBooks works for me too?

Although the best usage of using account numbers on QuickBooks can be understood by mid-sized and large business, nonetheless, even small businesses can benefit massively by keeping their account streamlined and get geared for future expansions.

Are there any Default Accounts on QuickBooks?

Yes, there are few default accounts on QuickBooks. The list is given below for you to check out:

Undeposited Funds
Opening Balance Equity
Cash payment earning that is unapplied
Retained Earnings
Stock assets or Inventories
Cost of goods sold or cost of sales
Reconcile/Reconciliation Discrepancies

Can I Delete any Default Accounts on QuickBooks?

No. Default accounts on QuickBooks cannot be deleted or removed. However, these default accounts are not included when you calculate your account totals.

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