Managing finances efficiently is one of the most critical aspects of running a successful business. Whether you are a small business owner, an accountant, or a financial manager, having clear visibility into your company’s accounts is essential. One of the most valuable tools QuickBooks provides for this purpose is the Chart of Accounts.
Printing the Chart of Accounts in QuickBooks can be helpful for several reasons. It may be required during audits, useful for internal financial planning, or simply serve as a physical reference for reviewing income, expenses, assets, and liabilities. In this detailed guide, we’ll walk you through everything you need to know—from understanding what the Chart of Accounts is, to adding new accounts, customizing the report, and printing or saving it for future use.
What Is the Chart of Accounts in QuickBooks?
Every business needs a central place where all financial activity is organized and tracked. In QuickBooks, that central hub is known as the Chart of Accounts.
The Chart of Accounts is essentially a structured list of all accounts used by your business to record transactions. It shows where your money comes from and where it goes, helping you maintain complete financial transparency. Each transaction—whether it’s an invoice, bill, payment, or expense—is linked to an account within this chart.
Key Categories in the Chart of Accounts
The Chart of Accounts is divided into several major categories, including:
Assets – What your business owns (cash, inventory, equipment, bank accounts)
Liabilities – What your business owes (loans, credit cards, unpaid bills)
Equity – Owner’s investment and retained earnings
Income – Revenue from sales or services
Expenses – Costs incurred while running the business
Cost of Goods Sold (COGS) – Direct costs related to producing goods or services
Each account type plays a role in generating financial reports such as the Profit & Loss Statement and Balance Sheet, making the Chart of Accounts a foundation for accurate bookkeeping.
Why Printing the Chart of Accounts Is Useful
Although QuickBooks allows you to access everything digitally, printing the Chart of Accounts still offers several advantages:
Audit readiness: Auditors often request printed financial documentation.
Financial planning: Reviewing accounts on paper can help identify inefficiencies.
Team collaboration: Printed charts can be useful during meetings or training.
Backup records: A physical or PDF copy ensures access even during technical issues.
Quick reference: Some users prefer scanning printed lists instead of screens.
How to Add an Account to the Chart of Accounts in QuickBooks
Before printing your Chart of Accounts, you may need to add or update accounts to ensure accuracy. Here’s how you can add a new account in QuickBooks Online:
Step-by-Step Instructions
Open QuickBooks and Sign In
Log in using an account with administrative or appropriate access privileges.Access the Settings Menu
Click the Gear icon located in the upper-right corner of the dashboard.Select Chart of Accounts
Under the “Your Company” section, choose Chart of Accounts.Click the “New” Button
The green New button opens the account setup screen.Fill in Account Details
Provide the necessary information, such as:Account Type (Income, Expense, Asset, etc.)
Detail Type
Account Name
Account Number (optional)
Tax Form Section (if applicable)
Match Financial Accounts
If you’re creating a bank, credit card, or equity account, ensure it matches the real-world account for reconciliation purposes.Enter Opening Balance
Choose a start date for tracking and enter the opening balance if required.Save the Account
Click Save and Close once all details are complete.
Adding accurate accounts ensures that your printed Chart of Accounts reflects the true financial structure of your business.
How to Print the Chart of Accounts in QuickBooks
Once your Chart of Accounts is ready, you can proceed with printing it. The steps below apply primarily to QuickBooks Desktop, though the workflow is similar in QuickBooks Online.
Step 1: Launch QuickBooks
Start by opening QuickBooks on your computer. Make sure you’re logged in as an administrator or a user with permission to access financial reports.
Step 2: Open the Chart of Accounts
Navigate to the Lists menu
Select Chart of Accounts
A window will appear showing all accounts associated with your company
Step 3: Customize the Chart (Optional but Recommended)
Before printing, you may want to tailor the report to your needs.
Click Customize Report at the bottom of the window
In the Modify Report window, you can:
Choose which columns to display
Filter by account type or active status
Adjust sorting preferences
Customizing ensures that only relevant information appears on the printed document.
Step 4: Print the Chart of Accounts
Click the File menu at the top
Select Print Forms
Choose Chart of Accounts
A print dialog box will open, allowing you to select your printer and adjust settings such as orientation and number of copies.
Step 5: Save as PDF (Optional)
If you prefer a digital copy:
Choose Save as PDF from the printer list
Select a destination folder
Click Print to generate the file
Saving the Chart of Accounts as a PDF is ideal for sharing or long-term storage.
Reviewing and Examining the Chart of Accounts Report
Before finalizing your print, it’s a good idea to review how the report will look.
Accessing the Account Listing Report
Go to Reports from the main QuickBooks menu
Select Lists
Click on Account Listing
This view shows the Chart of Accounts in report format, making it easier to review and edit.
Editing Columns in the Report
If certain columns feel unnecessary or cluttered:
Look for the diamond-shaped column selector icon
Drag it to the left of the column you want to remove
Release the mouse to delete the column
This allows you to create a cleaner, more readable report.
Choosing the Right Printing Options
Before printing, review the available formatting options:
Orientation: Portrait or Landscape
Margins: Adjust to fit more data on a page
Font size: Increase readability if needed
Taking a moment to review these settings can prevent wasted paper and reprints.
Final Printing
Once everything looks good, proceed to print your Chart of Accounts. Whether you’re printing a hard copy or saving it digitally, ensure the final output meets your needs.
Helpful Tips and Best Practices
To make the most of your Chart of Accounts, keep these tips in mind:
Check Printer Settings
Always confirm printer alignment, paper size, and ink levels before printing.
Print Regularly
Keeping periodic printed or saved copies helps maintain a historical financial record.
Customize for Specific Needs
Use filters to create reports tailored to audits, tax preparation, or internal reviews.
Export to Excel
For deeper analysis, exporting the Chart of Accounts to Excel allows for sorting, formulas, and custom reporting.
Protect Sensitive Information
Ensure that only authorized individuals can access printed or digital financial records.
Frequently Asked Questions (FAQs)
What is the benefit of customizing the Chart of Accounts?
Customizing allows you to organize accounts in a way that reflects your business operations. It makes it easier to analyze expenses, track income sources, and generate meaningful financial reports.
How do I view the Chart of Accounts in QuickBooks Online?
Click the Settings (Gear icon) and select Chart of Accounts. The accounts will appear in columns showing account type, detail type, and balances. These settings directly impact reports like the Balance Sheet and Profit & Loss statement.
Conclusion
The Chart of Accounts is the backbone of your financial system in QuickBooks. It organizes all financial transactions and provides the foundation for accurate reporting. Knowing how to print the Chart of Accounts gives you greater control, whether for audits, planning, or everyday reference.
In this guide, we covered everything from understanding the Chart of Accounts to adding new accounts, customizing reports, and printing or saving them. By following these steps, you can ensure your financial data is always accessible, well-organized, and ready when you need it.