Merging Duplicate Accounts

If you end up with two accounts in your chart of accounts that represent the same thing — for example, "Office Supplies" and "Office Supply Expense" — you can merge them into one. Merging moves all transactions, bills, budgets, and other references from the duplicate account into the one you want to keep, then deletes the duplicate.

Duplicate accounts split your financial data across two places, which makes reports inaccurate. If some expenses are recorded under "Office Supplies" and others under "Office Supply Expense," your budget comparisons and financial statements won't show the complete picture. Merging consolidates everything into one account so your reports are accurate and your chart of accounts stays clean.

• Admin or Owner role (only admins can merge accounts)
• Know which account you want to keep (the "target") and which one is the duplicate (the "source")
• Both accounts must be the same type (e.g., both must be Expense accounts — you can't merge an Expense into a Revenue account)

Important: Merging is permanent and cannot be undone. Once merged, you cannot separate the transactions back into two accounts. Make sure you're merging in the correct direction — the source account will be deleted.

Merging two accounts

1. Go to your Chart of Accounts and click on the account you want to remove (the duplicate).
2. Click "Merge Into..." in the account edit page. This button appears alongside the Delete button.
3. Select the target account from the dropdown. Only accounts of the same type within your organization are shown. Accounts are listed by code and name.
4. Click "Preview" to see what will be moved.
5. Review the merge preview. The preview table shows exactly how many references will be reassigned:
6. Transaction line items
7. Bill line items
8. Budget line items
9. Bank account links
10. Fund liability accounts
11. Pay item accounts
12. Form 990 mappings
13. Template line items
14. And any other linked records
15. Click "Confirm Merge" to execute the merge.
16. You'll be redirected to the target account's register, where you can verify that all transactions are now in one place.

After the merge

• The source account is permanently deleted
• All transactions that were in the source account now appear in the target account's register
• A "Merged" badge briefly appears next to the target account in your chart of accounts list
• The merge is recorded in the audit log with full details of what was reassigned

• The target account's register contains all expected transactions from both the old and new accounts
• Your financial reports (Statement of Financial Position, Statement of Activities) reflect the consolidated totals
• Any budgets that referenced the source account now reference the target account

• Merging in the wrong direction — If you merge Account A into Account B, Account A is deleted and Account B keeps everything. Double-check which one you want to keep before confirming.
• Trying to merge different account types — You can only merge accounts of the same type. If you need to reclassify transactions from an Expense account to a Revenue account, you'll need to create adjusting entries instead (see Adjusting Entries).
• Merging when you meant to rename — If you just want to change an account's name or code, edit the account instead of merging. Merging is for consolidating two accounts with separate transaction histories.