Easy Tech TutsHow to Change Which Bank Account QuickBooks Selects Easily 2026
By Impran M N
Accidentally drawing funds from the wrong account on every entry is a preventable annoyance. This guide shows how to configure default bank account behavior in QuickBooks Online so forms consistently pull from the right place.
01Open global expense settings
Click the gear icon, select Account and Settings, then go to the Advanced tab and find the Automation section.
02Enable pre-fill preferences
Click the edit pencil icon and turn on pre-fill options so the system auto-selects your last used bank account on forms.
03Save the global setting
Click Save, then Done, to lock in this behavior for expense forms.
04Set sales deposit defaults
Open a Sales Receipt or Receive Payment form and change the Deposit To dropdown from Undeposited Funds to your core checking account.
05Automate specific vendors with rules
Go to Transactions, then Rules, and create a rule to route specific supplier charges automatically to a target account.
Frequently asked questions
Can QuickBooks remember my last used bank account automatically?
Yes, enabling pre-fill preferences in Advanced settings lets QuickBooks auto-select your last used account on new forms.
How do I stop sales deposits from going to Undeposited Funds?
Change the Deposit To dropdown on your Sales Receipt or Receive Payment form to your checking account instead.
Can I set different default accounts for different vendors?
Yes, use Bank Feed Rules to automatically route specific supplier charges to a designated account.
Will these settings apply to all users on my account?
Some settings are account-wide while others are user-specific, so review your team's needs when adjusting multi-user preferences.
Watch the full walkthrough
The same steps, demonstrated on screen from start to finish.
