How to Set Up a New Checking Account in QuickBooks

Creating a checking account in QuickBooks takes about five minutes and requires only your bank's routing number and your account number

QuickBooks lets you create a checking account record within the software itself, separate from opening an actual bank account. This is the account you'll use to track money coming in and going out, and it's where you'll connect your real bank later if you want QuickBooks to pull transactions automatically. You don't need an existing bank account to create one in QuickBooks — you're just setting up a placeholder for your records.

The process differs slightly depending on whether you use QuickBooks Online or QuickBooks Desktop, but both follow the same basic path: you name the account, assign it a number, and tell QuickBooks it's a checking account. Once it exists, you can start recording transactions, or you can link it to your actual bank account so QuickBooks downloads your activity automatically.

Key Takeaways

A QuickBooks checking account is a record in your software, not a real bank account — you create it to track your money, whether or not you've opened a bank account yet.
In QuickBooks Online, you go to Settings > Chart of Accounts > New, select Bank as the account type, and name it; in Desktop, you use the Chart of Accounts window and follow the same steps.
You'll need your actual bank's routing number and your account number if you want to link the QuickBooks account to your real bank later for automatic transaction downloads.
QuickBooks lets you create multiple checking accounts if you have more than one bank, and you can rename or adjust them at any time.

Steps to create a checking account in QuickBooks Online

Open QuickBooks Online and click the Settings gear icon in the top right corner. From the dropdown menu, select Chart of Accounts. This is the list of all your money accounts — checking, savings, credit cards, and so on.

Click the New button in the top left of the Chart of Accounts page. A window will open asking you to choose an account type. Select Bank from the list. QuickBooks will then ask you to choose a specific bank type; select Checking.

Fill in the account name — something like "Main Checking" or "Business Checking" works well. If your bank account has a specific number you want to track, you can enter it in the Account Number field, though this is optional. Leave the opening balance at zero for now unless you're entering historical data. Click Save and Close.

Your new checking account now appears in your Chart of Accounts and is ready to use. You can start recording transactions against it when ready, or you can connect it to your actual bank account to have QuickBooks pull transactions automatically — that step happens separately in the Banking section of QuickBooks Online.

Steps to create a checking account in QuickBooks Desktop

Open QuickBooks Desktop and go to Lists in the menu bar at the top. Select Chart of Accounts. This opens a window showing all your accounts.

Click the Account button at the bottom left of the Chart of Accounts window and select New from the dropdown. A new account setup window will open. In the Account Type dropdown, select Bank.

Enter a name for your checking account in the Account Name field. If you want to track the account number, you can enter it in the Account Number field. Leave the opening balance at zero unless you're entering past transactions. Click Save & Close.

Your checking account is now created and visible in your Chart of Accounts. You can begin recording transactions or set up a connection to your actual bank account through the Banking menu if you want automatic downloads.

Connecting your QuickBooks checking account to your real bank

Creating a checking account in QuickBooks and linking it to your actual bank account are two separate steps. You can create the account first and link it later, or link it right away if you already have your bank information ready.

In QuickBooks Online, go to Banking in the left menu and select Connected Accounts. Click Connect Account and search for your bank by name. QuickBooks will guide you through signing in with your bank's online login. Once connected, you'll choose which QuickBooks account to link it to — select the checking account you just created.

In QuickBooks Desktop, go to Banking in the menu bar and select Set Up Bank Feed for an Existing Account. Search for your bank, sign in, and follow the prompts to link your checking account. You'll need your online banking username and password, not your account number.

Once linked, QuickBooks will begin downloading your transactions automatically, usually within 24 hours. You'll review and approve them in the Banking section before they're added to your records.

What information you need before you start

To create a checking account in QuickBooks, you need almost nothing — just a name for the account. "Main Checking" or "Business Checking" is enough to get your free guide.

If you want to link the account to your actual bank later, you'll need your bank's online login credentials (username and password), not your account number or routing number. QuickBooks uses your online banking login to verify your identity and connect securely. Keep this information handy, but you don't need it to create the account itself.

Why you might create multiple checking accounts in QuickBooks

If you have more than one bank account — perhaps a business checking account and a personal account you use for business, or accounts at two different banks — you'll create a separate checking account record in QuickBooks for each one. This lets you track which money is where and see your balance at each bank separately.

You might also create a second checking account as a temporary placeholder while you're waiting to open a real bank account, then link it later once the account is open. QuickBooks doesn't require your bank account to exist before you create the record.

Fixing mistakes: renaming or deleting a checking account

If you name your account wrong or want to change it later, you can edit it anytime. In QuickBooks Online, go to Settings > Chart of Accounts, find the account, click the three dots next to it, and select Edit. Change the name and save. In QuickBooks Desktop, open the Chart of Accounts, double-click the account, and edit the name in the window that opens.

Deleting a checking account is possible only if no transactions have been recorded against it. If you've already entered transactions, QuickBooks will prevent deletion to protect your records. If you truly need to remove it, you'll need to delete all transactions first — a step best done with help from someone familiar with your QuickBooks file, since it affects your financial history.

Frequently Asked Questions

Do I need a real bank account before I create one in QuickBooks?

No. You can create a checking account record in QuickBooks anytime, whether or not you've opened a real bank account yet. Think of it as a placeholder for your records. Once you open an actual bank account, you can link the QuickBooks account to it.

What's the difference between creating an account in QuickBooks and opening a bank account?

Creating an account in QuickBooks is just setting up a record in your software to track money. Opening a bank account is a separate process you do with a bank — you go to the bank, provide identification, and sign paperwork. QuickBooks is where you record what happens with that money.

Can I change the account name after I create it?

Yes. In QuickBooks Online, go to Settings > Chart of Accounts, click the three dots next to the account, and select Edit. In Desktop, open Chart of Accounts, double-click the account, and change the name. You can rename it anytime, even after you've recorded transactions.

What if I create the account but don't link it to my bank right away?

That's fine. You can create the account, start recording transactions manually, and link it to your bank later whenever you're ready. Once linked, QuickBooks will read your transactions automatically going forward, and you can match them to the ones you entered by hand.

Can I have more than one checking account in QuickBooks?

Yes. Create a new checking account for each bank you use. This lets you track balances separately and see exactly how much money is in each account. Each one appears as its own line in your Chart of Accounts.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.