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- Herausgeber: John Wiley & Sons
- Kategorie: Wissenschaft und neue Technologien
- Sprache: Englisch
Step-by-step guidance on the latest version of the popular cloud accounting app
QuickBooks Online For Dummies, 2026 Edition helps you save time and money. This beginner-friendly guide walks you through the basic setup of the online accounting software. Plus, this resource provides detailed guidance on key features, so you know how to navigate your financial data with ease. With QuickBooks Online For Dummies, 2026 Edition, you'll discover how to use any device to: view and update records, create invoices, record sales, pay bills, manage inventory, print checks, process payroll, prepare tax returns, balance accounts, generate financial reports, and beyond. Best of all? Everything's backed up in the cloud, so you'll get the peace of mind that comes with secure data. Use this Dummies guide to get up and running with QuickBooks Online.
Inside:
- Make the switch to QuickBooks Online, or set up your business finances from scratch
- Get easy-to-follow instructions for accessing your data remotely and saving time with automated features
- Understand the new interface and the latest features, including Project Center and AI integration
- Stay on top of your budget, your taxes, and your reporting requirements
QuickBooks Online is easy to use for any type of business, and QuickBooks Online For Dummies makes it even easier.
Sie lesen das E-Book in den Legimi-Apps auf:
Seitenzahl: 514
Veröffentlichungsjahr: 2025
Ähnliche
QuickBooks® Online For Dummies®
To view this book's Cheat Sheet, simply go to www.dummies.com and search for “QuickBooks Online For Dummies Cheat Sheet” in the Search box.
Table of Contents
Cover
Table of Contents
Title Page
Copyright
Introduction
About This Book
Foolish Assumptions
Icons Used in This Book
Beyond the Book
Where to Go from Here
Part 1: Core Functionality
Chapter 1: Setting the Stage in QuickBooks
Establishing Your Subscription
Seeing Double, Triple, or Not?
Refining QuickBooks to Fit Your Workflow
Exploring Your Chart of Accounts
Enabling Custom Fields
Starting Your Attachment Journey
Changing or Ending Your Subscription
Chapter 2: Billing Like a Star, Collecting Like a Pro
Managing Customers
Putting Sales Tax in the Spotlight
Setting Up Your Goods and Services
Handling Customer Transactions
Working with Estimates
Handling Special Cases and Follow-Ups
Writing Off Bad Debt
Viewing the Sequels
Chapter 3: Bagging Expenses, Chilling Bills, and Paying the Tabs
Managing Vendors
Handling Vendor Transactions
Restocking Your Knowledge
Chapter 4: Tackling Payroll Chores
Choosing Your Approach
Paying Owners and Partners
Tackling Tax Forms
Setting Up QuickBooks Payroll
Preparing and Running Payroll
Compensating Contractors
Connecting the Payroll Dots
Chapter 5: Handling Bank Accounts, Deposits, and Transfers
Setting Up Bank and Credit Card Accounts
Creating Banking Transactions
Reconciling Bank or Credit Card Accounts
Going Further Down the Tubes
Chapter 6: Exploring QuickBooks Reports
Surviving the Reports Screen
Customizing Reports Further
Charting Workarounds
Expanding Your Reporting Skills
Chapter 7: Implementing Apps and Automation
Exploring QuickBooks Mobile Apps
Introducing Intuit Assist (for Real This Time)
Capturing Receipts Electronically
Automating the Tedious Stuff with Rules
Importing QuickBooks Data
Exporting QuickBooks Data
Connecting QuickBooks Commerce
Browsing the QuickBooks App Store
Stretching Beyond the Starting Line
Part 2: QuickBooks Online Essentials Features
Chapter 8: Managing Users, Multicurrency, and Custom Fields
Managing User Rights
Tracking Details with Custom Fields
Working with Multiple Currencies
Grasping the Multicurrency Ripple Effect
Going Farther Afield
Chapter 9: Reducing Manual Data Entry
Spinning Through Recurring Transactions
Bundling Products and Services
Getting Down with Time Tracking
Other Moves You Can Make
Part 3: QuickBooks Online Plus Features
Chapter 10: Monitoring Inventory and Managing Purchase Orders
Tracking Physical Inventory
Creating and Reusing Purchase Orders
Managing Purchase Orders
Perfecting Price Rules
Sailing Other Seas
Chapter 11: Tracking with Classes, Locations, and Projects
Surveying Your Tracking Options
Tackling Transactions by Classes or Location
Managing Projects
Calling in Backup
Chapter 12: Formulating Budgets
Understanding Who Can Create Budgets
Creating a Budget
Populating a Budget
Importing a Budget
Keeping Tabs and Calling the Shots on Your Budgets
Going Beyond Built-In Budgeting
Part 4: QuickBooks Online Advanced Features
Chapter 13: Mastering the Admin Tools in QuickBooks Advanced
Installing the Desktop App
Backing Up (Most of) Your Company
Navigating the Gaps in QuickBooks Backups
Customizing User Security Privileges
Going Beyond This Chapter
Chapter 14: Generating Custom Reports and Charts
Introducing the Custom Report Builder
Exploring Further
Chapter 15: Unlocking Advanced Tools and Taming Tasks
Engineering Enhanced Custom Fields
Managing Data in Bulk
Scheduling Depreciation and Recognition Entries
Taming Chaos with Tasks and Workflows
Bidding Farewell to Expense Claims
Continuing Your Odyssey
Chapter 16: Animating Your Data with Spreadsheet Sync
Installing the Spreadsheet Sync Add-In
Getting Your Bearings in Excel
Creating Reports with Spreadsheet Sync
Adding and Editing Lists and Transactions
Creating or Editing Consolidated Budgets
Uninstalling Spreadsheet Sync
Pulling More Strings
Part 5: QuickBooks Online Accountant Features
Chapter 17: Assembling Your Client and Team Roster
Joining Team QuickBooks
Adding, Editing, and Removing Clients
Getting Oriented in QuickBooks Online Accountant
Transferring Admin Rights
Setting Up Your Team
Staying On or Leaving the Field
Chapter 18: Overhauling Books with Accountant Tools and Templates
Grabbing the Right Tool for the Job
Importing and Standardizing Charts of Accounts
Importing Bank Transactions Manually
Graphing Your Clients’ Financial Data
Exploring Accountant-Only Review Tools
Tidying the Tool Bench
Chapter 19: Taming the Herd with Practice Tools
Introducing the Work Screen
Managing Projects, Tasks, and Templates
Creating Client Requests
Keeping Team Members in the Loop
Rounding Up Related Topics
Part 6: Microsoft Excel Analysis
Chapter 20: Unleashing Your Data in Excel
Optimizing Reports for Data Analysis
Customizing and Exporting QuickBooks Reports
Transforming the Exported Report
Sifting Through Your QuickBooks Data
Summarizing Data with PivotTables
Chapter 21: Automating QuickBooks Analysis with Power Query
Rolling Up Your Sleeves with Power Query
Keeping Power Query Results Current
Revisiting Your Query
Part 7: The Part of Tens
Chapter 22: Ten Common Journal Entries
Documenting Ten Common Journal Entries
Creating Journal Entries
Decoding Debits and Credits
Connecting the Dots
Chapter 23: Ten-Plus Cool Chrome Shortcuts
Speeding Up Surfing
Accessing Downloads and History
Working with Tabs
Chapter 24: Ten Things QuickBooks Won’t Tell You
Expecting the Rent to Go Up
Escaping Intuit’s Endless Pitches
Living with Immortal List Entries
Discovering That Attachments Reproduce like Rabbits
Coping with Disappearing Features
Unearthing Hidden Fields
Resolving Character Flaws
Clicking Without a Safety Net
Untangling Interface Quirks
Mining Your Data
Index
About the Author
Connect with Dummies
End User License Agreement
List of Tables
Chapter 6
TABLE 6-1 Modern View vs. Classic View: The Tale of Two Report Styles
Chapter 8
TABLE 8-1 Authorized User Types by Subscription Level
List of Illustrations
Chapter 1
FIGURE 1-1: The new sidebar interface for QuickBooks Online.
FIGURE 1-2: The classic sidebar interface in QuickBooks Online.
FIGURE 1-3: The Chart of Accounts screen.
FIGURE 1-4: The task pane you use to create an account.
Chapter 2
FIGURE 2-1: A typical customer record page.
Chapter 7
FIGURE 7-1: The Create Rule task pane.
Chapter 10
FIGURE 10-1: The Add a New Product task pane.
Chapter 12
FIGURE 12-1: The New Budget screen.
FIGURE 12-2: The Budget input screen with a single reference data column.
Chapter 13
FIGURE 13-1: Each tab in the QuickBooks Online desktop app can display a differ...
FIGURE 13-2: The Restore Company Data task pane.
Chapter 15
FIGURE 15-1: The Batch Transactions screen.
FIGURE 15-2: Revenue recognition schedule for a service item that has been invo...
FIGURE 15-3: The Workflows visual editor.
FIGURE 15-4: One version of the Workflows questionnaire.
Chapter 16
FIGURE 16-1: Spreadsheet Sync task pane.
FIGURE 16-2: This is the starting point for every new Spreadsheet Sync report o...
Chapter 20
FIGURE 20-1: You can’t edit a workbook in a report when Protected View is activ...
FIGURE 20-2: A filtered Transaction List By Date Report.
FIGURE 20-3: Insert Slicers dialog box.
FIGURE 20-4: Slicers let you see at a glance what’s visible in your report and ...
FIGURE 20-5: PivotTables allow you to create instant summaries of your data by ...
FIGURE 20-6: Timelines allow you to control the contents of a PivotTable based ...
Chapter 21
FIGURE 21-1: The Power Query Navigator window.
FIGURE 21-2: The Power Query Editor shows the QuickBooks report you just import...
FIGURE 21-3: A status check on your data transformation.
FIGURE 21-4: The Choose Columns dialog box.
FIGURE 21-5: Power Query results are returned to a new worksheet by default.
FIGURE 21-6: Adjusting query properties enables you to have a self-updating rep...
FIGURE 21-7: You must also click Refresh Data When Opening the File to ensure P...
Guide
Cover
Table of Contents
Title Page
Copyright
Begin Reading
Index
About the Author
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QuickBooks® Online For Dummies®, 2026 Edition
Published by: John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030-5774, www.wiley.com
Copyright © 2026 by John Wiley & Sons, Inc. All rights reserved, including rights for text and data mining and training of artificial technologies or similar technologies.
Media and software compilation copyright © 2026 by John Wiley & Sons, Inc. All rights reserved, including rights for text and data mining and training of artificial technologies or similar technologies.
Published simultaneously in Canada
No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without the prior written permission of the Publisher or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, Inc., 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 750-4470, or on the web at www.copyright.com. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) 748-6011, fax (201) 748-6008, or online at http://www.wiley.com/go/permissions.
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Trademarks: Wiley, For Dummies, the Dummies Man logo, Dummies.com, Making Everything Easier, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and may not be used without written permission. All other trademarks are the property of their respective owners. John Wiley & Sons, Inc. is not associated with any product or vendor mentioned in this book.
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Library of Congress Control Number: 2025947880
ISBN 978-1-394-36717-7 (pbk); ISBN 978-1-394-36719-1 (ebk); ISBN 978-1-394-36718-4 (ebk)
Introduction
Welcome aboard! Whether you’re brand new to QuickBooks or have a few accounting scars to show for past attempts, this book is here to help you tame QuickBooks Online and get things done — without pulling your hair out. I’ll guide you through the features, pitfalls, shortcuts, and smart strategies so you can spend less time wrestling with your books and more time running your business.
QuickBooks Online is cloud-based, meaning your accounting files live in the great digital beyond, accessible from just about anywhere with an internet connection. This book focuses solely on QuickBooks Online. If you’re looking for help with QuickBooks Desktop, you’ve wandered into the wrong neighborhood. For that, check out Stephen L. Nelson’s QuickBooks All-in-One For Dummies 2026 (John Wiley & Sons, Inc.), where the Desktop edition gets its due.
QuickBooks Online means well. It’s built to take the sting out of accounting, and on a good day, it actually does. But like most software, it has its quirks and occasionally may cause you to gnash your teeth. I’ve done my best to point out common pitfalls and explain things clearly, but if you have a question that this book doesn’t answer, feel free to reach out. You can email me at [email protected], and I’ll do my best to help you get unstuck.
Some of the tasks in QuickBooks are delightfully simple. For instance, you can kick-start your recordkeeping by forwarding purchase receipts to a special address tied to your company — no paper cuts required. You can also lean on generative AI (artificial intelligence) to turn that chaotic jumble of notes about a project you just wrapped up into a polished invoice — because yes, even QuickBooks is getting in on the robot magic.
Other tasks, like setting up bank feeds to download transactions from your bank accounts and credit cards, become easier once you’ve done a little groundwork. And then there are the more intimidating chores, like entering journal entries, which might look like accounting wizardry if you’re not a numbers nerd. Don’t worry. I walk you through just about everything you may want to do in your accounting records and even a few power moves you can pull off in Microsoft Excel when QuickBooks doesn’t quite cut it.
About This Book
In the past, QuickBooks Online changed at a gentle, predictable pace. New features appeared gradually, and the interface stayed largely consistent. But now? These are uncharted waters. While writing this book, I watched features vanish and then mysteriously return — sometimes all in the same week — without so much as a heads-up. My editors and I have done our best to document a moving target. If something doesn’t look quite like it does in this book, it’s not you. It’s QuickBooks. For example, one day the sidebar sported a button called My Apps; the next, the same command was relabeled All Apps.
Before you dive into the inner workings of your accounting software, let me get a few technical conventions out of the way:
Text that you’re meant to type as it appears in the book is
bold
. The exception is when you’re working through a list of steps. Because each step is bold, the text to type is
not
bold. Tricky, eh?
Web addresses and programming code appear in
monofont
. If you’re reading a digital version of this book on a device connected to the internet, note that you can tap or click a web address to visit that website, like this:
https://www.dummies.com
.
Search keywords are
italic
. For example: Enter the keywords
IE allow scripted windows
in your favorite search engine.
Everyone can use QuickBooks Online in either a web browser or the mobile app:
On a desktop, Intuit recommends one of the following browsers:
Google Chrome version 78 or higher
Mozilla Firefox version 76 or higher (macOS users also need the Firefox PDF plugin)
Microsoft Edge version 75 or higher
Safari version 12 or higher (macOS only)
Advanced and Accountant subscribers also have access to a downloadable desktop app, which offers features that aren’t unavailable within the web browser version.
On a mobile device, you’ll need to be running iOS 11.1 or higher with the Safari browser or Android Nougat 7.1.1 or higher with the Chrome browser.
Most modern computers should easily exceed the minimum requirements for QuickBooks Online, but you can get the nitty-gritty computer specification details here: https://intuit.me/3yEaSJL.
When I discuss a command to choose, I separate the elements of the sequence with a command arrow that looks like this: ⇒. For example, when you see Sales ⇒ Invoices, you should click Sales in the left bar and then click Invoices in the dropdown menu that appears.
Foolish Assumptions
I had to assume some things about you to write this book, so here are the educated guesses I made:
You know that you need to manage a set of accounting records for one or more businesses, and you might even have some sort of setup in place already. I
did not
assume that you know how to do all those things on a computer.
You may want to analyze some of your accounting data outside QuickBooks, which is why I include chapters on using Microsoft Excel. Some of that information translates to Google Sheets as well.
You have a personal computer running Windows 11 (like me) or a Mac running macOS 10.11 or later.
You have a copy of Microsoft Excel on your computer, or you plan to use the free Google Sheets at
https://sheets.google.com
— because sometimes QuickBooks needs a little spreadsheet sidekick.
Icons Used in This Book
Throughout the book, I use icons to draw your attention to various concepts that I want to make sure you don’t skip in the main part of the text. Sometimes I share information to help you save time; in other cases, the goal is to keep your accounting records safe.
This icon highlights time-saving tricks and quirky shortcuts you might stumble across in QuickBooks. Who doesn’t love getting more done with less effort?
This icon flags the trickier bits of QuickBooks — things that might trip you up if you’re not paying attention. Keep it in mind before QuickBooks throws you a curveball.
This product can burn your eyes. Oops! Wrong type of warning! Your eyeballs are safe with me. That said, do pay close attention to warnings you come across. They’re here to help you steer clear of problems that could wreak havoc in your accounting records, or, more commonly, just drive you up the wall.
At times, I may wander into some geeky territory — esoteric stuff about QuickBooks, your web browser, or your computer. If that’s not your cup of tea (or double-shot espresso), feel free to skip those parts without guilt. Trust me, I won’t judge.
Beyond the Book
In addition to the book content, this product comes with a free, access-anywhere Cheat Sheet that lists keyboard shortcuts and toolbar buttons. The Cheat Sheet also covers how to convert a company from QuickBooks Desktop or Sage 50 to QuickBooks Online, and enter payroll history. To get this Cheat Sheet, go to https://www.dummies.com and search for QuickBooks Online For Dummies Cheat Sheet.
My technical editor extraordinaire, Dan DeLong, has two ways to help you learn more about QuickBooks:
QuickBooks Chooser Chatbot:
This interactive tool will ask you questions to help you determine the right subscription level for your business.
School of Bookkeeping:
Dan and his team offer up-to-date information and tutorials at
https://schoolofbookkeeping.com/
that break down every version of QuickBooks Online, QuickBooks services (Payments and Payroll), and other tasks into bite-sized lessons that you can watch and help you get back to business. Use promo code QBO4DUMMIES to save 20 percent on any membership.
If you’re looking for video-based Excel training, please visit my site at www.professionalsexcel.com. The same QBO4DUMMIES promo code enables you to save 20 percent on any individual videos or subscriptions here as well.
Where to Go from Here
You’ll find a breakdown of the QuickBooks Online subscription tiers, along with what each one includes and what it might cost you, in Chapter 1. Once you’ve picked a plan (or are still weighing your options), the rest of the book helps you get the most out of that choice. I’ve organized the chapters to align with the subscription ladder, so you don’t have to wade through features you’ll never use. Here’s how to chart your course through the chapters ahead.
Part 1
, “Core Functionality”:
Covers the features available to all QuickBooks Online users, regardless of subscription level.
Part 2
, “QuickBooks Online Essentials Features”:
Covers additional features that upgrading to an Essentials subscription adds, such as multicurrency functionality, product bundles, time tracking, applying billable time to invoices, and billable expenses to expense entries.
Part 3
, “QuickBooks Online Plus Features”:
Covers what you get when you level up to a Plus subscription. Topics include inventory management, purchase orders, classes and locations, project profitability tracking, and budgets.
Part 4
, “QuickBooks Online Advanced Features”:
This is the deep end. An Advanced subscription provides a desktop app, backups, customizable security, and enhanced reporting and charting tools, including PivotTable reports, tasks, workflows, revenue recognition, and depreciation. You’ll also see how Spreadsheet Sync lets you create self-updating reports, consolidate data, manage lists, create or edit transactions, and work with budgets — all within Excel.
Part 5
, “QuickBooks Online Accountant Features”:
Walks through accountant-specific features, such as client and team management, accountant tools and screens, and practice management screens.
Part 6
, “Microsoft Excel Analysis”:
Discusses ways that you can analyze your data in Microsoft Excel, including disabling the pesky Protected View feature, filtering your data, and creating summary reports with PivotTables. You also see how to automate repetitive analytical tasks with Power Query.
Part 7
, “The Part of Tens”:
Covers ten common journal entries and ten-plus shortcuts for the Chrome browser to help you optimize your use of QuickBooks. Plus, a list of ten things QuickBooks won’t tell you.
Part 1
Core Functionality
IN THIS PART …
Tailor the software to fit your company’s unique needs.
Record sales, handle estimates, and process customer payments.
Write checks, manage accounts payable, and record credit card transactions.
Run payroll and make payments to contractors.
Record bank deposits and reconcile bank accounts.
Review and utilize various reporting features.
Implement apps and automation to increase efficiency.
Chapter 1
Setting the Stage in QuickBooks
IN THIS CHAPTER
Picking the right subscription plan
Tailoring the QuickBooks interface to mimic the way you work
Tackling chart of accounts and custom fields
Attaching supporting documents to records and transactions
Making a change to your subscription
Buying a new pair of shoes can feel great — at least until you try walking in them. Maybe the fit’s a little off, or the insoles aren’t quite right. Fortunately, most shoes can be broken in or adjusted to suit your stride. The same goes for QuickBooks Online. While the platform comes ready to use, a few thoughtful tweaks can make your accounting experience far more comfortable. In this chapter, I walk you through picking the right subscription plan and key setup steps — like reviewing your chart of accounts and tailoring system settings — so QuickBooks fits your business (or your clients’) just right. With a few tweaks, QuickBooks can be like a well-worn pair of sneakers — ready to go the distance.
Establishing Your Subscription
A journey of 1,000 miles begins with a single step — or in QuickBooks Online, with picking a subscription level and setting up your Intuit account. Whether you’re starting fresh or coming from another system, you can jump into a plan right away or test-drive a Plus or Advanced sample company first.
Comparing subscription tiers
Cue up “For the Love of Money” by the O’Jays. Intuit wants more of yours, and you’d prefer to keep it for yourself. This section breaks down what each subscription level includes, what it costs, and how many users you can bring along for the ride. Every plan includes at least one accountant user who doesn’t count toward your limit; Simple Start and above include two. From there, the details start to diverge:
Solopreneur ($20/month, $240/year): Formerly known as QuickBooks Online Self-Employed, this plan is aimed at folks running a side hustle or solo gig.
While there’s some feature overlap, Solopreneur uses a separate version of QuickBooks Online not covered in this book.
Simple Start
($38/month, $456/year): You get one full-access user. (That’s you!) Ideal for those who just need the basics — sending invoices, receiving payments, paying bills, and tracking bank transactions.
Essentials ($75/month, $900/year): Allows one full-access user and two additional users, plus extra time-tracking only users who can log their hours without touching the rest of your books (which stay walled off like Fort Knox).
In QuickBooks lingo, the lone full-access user is known as the primary admin — aka the big cheese, the super user, the Dude (or Dudette). Additional users can be set up as company admins (deputy cheeses, if you will) or limited to just certain areas of your books, depending on how much power you want to give them or how much trouble you’re trying to avoid.
Plus
($115/month, $1,380/year): This version pumps up the volume, er, price but allows one full-access user plus four additional users (for a total of five) plus unlimited “track time only” users. But wait, there’s more! You also get unlimited “view company reports” users who can peek at the numbers but not change a thing. This is the level that you need to buy in at if you track inventory, use purchase orders, track transactions by project or class, and create budgets.
Advanced ($275/month, $3,300/year): This is it — the whole enchilada when it comes to price and power. This buffet spread allows one full-access user plus 24 additional users (for a total of 25), along with unlimited “track time only” and “view company reports” users. Is it Taco Tuesday yet? Because this plan is fully loaded. At this level, a desktop app makes for more efficient company access. You can back up and restore your data, create custom reports and charts, sync data with Excel, shepherd transactions with workflows, and much more.
If you’re the type who says, “I’m not gonna pay a lot for this software,” I have good news: An annual subscription knocks 10 percent off your fees at any subscription level. Frugality for the win!
Accountant (free for QuickBooks Pro Advisors): This special version is designed for accountants and bookkeepers and includes a free Advanced subscription to manage your own firm’s books. You also get practice management tools and single sign-on access to your client’s books so that you can hop between companies without playing login roulette.
Visit https://quickbooks.intuit.com/accountants/proadvisor to sign up for the QuickBooks ProAdvisor program. No secret handshakes, passwords, credentials, or even credit cards required — just show up and you’re in.
Here’s how to start a QuickBooks subscription:
Go to
https://quickbooks.intuit.com
, and then click Plans & Pricing.
Choose between a 30-day free trial or a discounted rate for the first three months.
Intuit typically offers 50 percent off for the first three months, but you may be able to score a steeper discount during promotional events — such as a 90 percent Memorial Day Sale offer. Even better, if your accountant is part of Intuit’s ProAdvisor program, they can hook you up with a 30 percent discount — either for the first year or indefinitely. Not bad, right? Flip to Chapter 17 for the full scoop on how the magic happens.
If you go the free trial route, you’ll need to circle back in 30 days to officially start your subscription. Choose the discount instead, and your subscription kicks in right away and keeps rolling until you say otherwise.
Click Choose Plan for the subscription level of your choice.
TEST-DRIVING THE GOODS
Not quite ready to commit? QuickBooks offers sample companies you can explore — no signup, no credit card, no strings attached. These demo environments are fully loaded with sample data, so you can click around, test features, and see how each version feels before you sign the dotted line. It’s like taking a car for a spin, minus the sales pitch and air freshener:
Plus: https://qbo.intuit.com/redir/testdriveAdvanced: https://quickbooks.intuit.com/accountants/products-solutions/accounting/onlineIf you’d like to include payroll, select a payroll plan. Otherwise, click Continue without Payroll.
Chapter 4 delves into processing payroll in QuickBooks.
Create a new Intuit account, or sign in to an existing one.
Provide your payment information, and then click Subscribe.
Click Get Started to launch the onboarding wizard, which entails the following steps:
Enter your company name.
Indicate how you previously kept your accounting records.
QuickBooks Online can import accounting records from QuickBooks Desktop or Sage 50.
Choose your industry, business type, and last year’s revenue range.
Identify your role and the number of employees.
Optionally schedule a setup call with a live expert.
Pick a setup task, such as personalizing invoices or linking a bank or credit card account.
Intuit automatically opts in new subscribers to QuickBooks Payments, which explains the pop-ups urging you to finish setup. QuickBooks Payments lets customers pay you online, while QuickBooks Online Bill Pay (see Chapter 3) lets you pay vendors. Both are optional and carry extra fees, so activate them only if they fit your business needs.
When you see the Let’s Go button, congratulations — you’ve made it through the initial gauntlet, er, setup.
Click it to launch your QuickBooks dashboard.
Seeing Double, Triple, or Not?
When you log in to your company, you’ll see either the new QuickBooks sidebar (Figure 1-1) or the classic sidebar (Figure 1-2). The two look different, but they share the same core features. The new version breaks up the classic sidebar into smaller chunks — now shown as All Apps icons on the left and duplicated as buttons across the top. I refer to this throughout the book as the new sidebar to distinguish it from the old sidebar.
MANAGING PASSWORDS WITHOUT LOSING YOUR MIND
If you’re logging into QuickBooks regularly, a password manager can make life easier. Tools like 1Password and Dashlane help you create strong, unique passwords for each site and store them behind one master passphrase. Many also store authenticator codes for your Intuit account, which can eliminate the need for QuickBooks to email or text you verification codes every time you log in. I no longer recommend LastPass due to multiple security breaches, including storing user data in unencrypted form. I was a holdout on managing passwords myself until one day a colleague mentioned how much time a password manager saved. That was all it took.
QuickBooks also supports passkeys, which is a newer, more secure way to sign in without typing a password. Instead, you use something like Face ID, a fingerprint, or your device passcode. Passkeys are stored securely, can’t be reused or phished, and work well alongside password managers. If your browser or password manager offers to save one, it’s worth clicking yes.
FIGURE 1-1: The new sidebar interface for QuickBooks Online.
Here’s where things get blurry: Features like Sales, Banking, and Reports — once simple menu items — are now called apps. That’s a big shift from the way QuickBooks used to treat apps as third-party add-ons. Just to be clear: I’m talking about built-in tools, not the marketplace extensions. (Those are still around — see Chapter 7.)
FIGURE 1-2: The classic sidebar interface in QuickBooks Online.
The result? Two sets of navigation that lead to the same places. If you feel like you’re seeing double, you’re not imagining things.
Switching between the interfaces
If you’re a seasoned QuickBooks user and feel like you’ve been dropped into a video game level you never asked to play, relief may be just a couple of clicks away. To try to restore the classic interface, click Settings ⇒ Switch (not Switch Company). Keep in mind that Intuit is threatening to remove this option, although they often miss their own deadlines.
If the switch is available, an optional survey may appear. Just scroll to the bottom and click Skip if you’d rather keep your opinions between you and your beverage of choice. Either way, you’ll return to the familiar left-hand navigation panel and the classic QuickBooks layout. And if you ever want to step back into the future, just choose Settings ⇒ Switch again.
The view you choose doesn’t affect your data. It just changes how QuickBooks presents it.
Working in multiple windows
If you’ve ever wished you could look at a report while entering a transaction or compare two customers or invoices side by side, you’re not alone. The good news: You can open multiple browser windows for the same company.
To do so, just navigate to https://qbo.intuit.com in a new browser tab or window, and then sign in as usual. You can work in as many windows as your brain and bandwidth can handle. Want to see the Accounts Receivable Aging Detail report while sending out invoices? No problem. Running a report while reconciling a bank account? Go for it.
You’re still working in a single company file. Any change you make in one window is immediately reflected in the others, so if you’re testing something, tread carefully.
If you’re using Chrome, you can right-click a tab and choose Duplicate to quickly spin off a second copy of your session without needing to sign in again.
Banking on bookmarks
They may not earn interest, but bookmarks — both in QuickBooks and in your browser — can save you time every time you log in. Think of them as shortcuts to your favorite corners of QuickBooks, whether you’re already signed in or just getting started.
Creating QuickBooks bookmarks
Here’s how to customize your bookmarks:
Click Edit after you click Bookmarks.
The Bookmarks dialog box opens.
Search for and select the pages you want quick access to.
Optionally rearrange your list using the drag handles to put your go-to commands at the top.
Click Save to apply your changes, or Cancel if you change your mind.
You can also add bookmarks on the fly — just click + Bookmark This Page. Click Bookmarks to display the option.
To edit a bookmark, hover over the bookmark and click Edit. An Edit Bookmark dialog box opens, where you can rename or remove the bookmark as needed.
Adding browser bookmarks
Before you even reach your dashboard, a simple browser bookmark can shave precious clicks off your routine. Bookmarking the QuickBooks login page or, better yet, your company’s direct URL, makes it easy to jump in.
To bookmark your QuickBooks company directly:
Sign in to QuickBooks Online at
https//qbo.intuit.com
and wait until your company file is fully open.
Click the star icon in your browser’s address bar:
Chrome:
It’s on the far right of the address bar.
Safari:
Choose Bookmarks ⇒ Add Bookmark.
Firefox:
Click the star and then choose a folder or rename the bookmark.
Rename the bookmark to something clear, like
QuickBooks — [Your Company Name]
.
Choose a folder — like Bookmarks Bar or Favorites — for quick access.
Click Done (or Add), and you’re set.
If you’re working in multiple companies, save a separate browser bookmark for each one. It’s faster than switching between them manually by choosing Settings ⇒ Switch Company, waiting for the company list to load, and then finally making a selection.
To be logged into two companies at the same time, open one in your regular browser window and the other in an incognito or private browsing window. Otherwise, QuickBooks will just switch you back and forth instead of keeping both open. If you’re using an Advanced or Accountant subscription, the QuickBooks Online desktop app (see Chapter 13) makes this even easier. You can open windows in multiple companies at once without juggling browser sessions.
Slimming the sidebar down
If you’re sticking with the classic sidebar, you don’t have to settle for as-is. QuickBooks lets you tidy things up by hiding what you don’t need and bringing your favorite tools to the top. (Users of the new sidebar? Sorry — customization isn’t on the menu there. Yet.)
Here’s how to customize the sidebar:
Click Edit on the classic sidebar menu.
The Customize Your Menu dialog box opens.
To rearrange the menu, use the drag handles on the Sections and Menu tabs.
Click Save to apply your changes — or Cancel if you change your mind.
Turning commands off doesn’t remove any functionality from QuickBooks. It just tucks them into the More section at the bottom of the classic sidebar.
Dolling up your dashboard
Your QuickBooks dashboard is made up of a collection of widgets — small, interactive panels that display key financial info at a glance. Think of them as mini status boards for your money in, money out, bank balances, sales trends, and more. Depending on your subscription and setup, the exact lineup may vary, but commonly available widgets include these:
Invoices:
See which invoices are open, paid, or overdue.
Expenses:
Track recent spending activity.
Bank Accounts:
View balances and reconciliation status.
Profit and Loss:
Get a snapshot of income versus expenses.
Sales:
Monitor recent sales performance.
Tasks:
Stay on top of setup steps or QuickBooks nudges.
To rearrange or hide widgets, click Customize on the dashboard to open a task pane or dialog box, where you can toggle widgets on or off and drag them into the order that best suits your workflow. And if someone’s peeking over your shoulder, flip the Privacy toggle to blur out your financial stats — QuickBooks won’t spill your tea unless you say so.
Silencing the setup task pane
QuickBooks loves to help you get your ducks in a row — sometimes a little too eagerly. If your dashboard feels cluttered with onboarding prompts you’ve already handled (or never plan to), here’s how to hush them:
Click Tasks.
The Setup task pane appears.
For each category — such as Business Basics or Sales & Get Paid — click the See Tasks dropdown.
Click Hide Task for any item you don’t want to see again.
Repeat this step for as many items as you like.
Click Yes on the “Seriously?” prompt that appears.
(It’s technically an “Are you sure?” message, but still …)
When you’re done, close the task pane.
Your dashboard will breathe easier — and so will you.
To restore hidden tasks, click Tasks, expand the Hidden section, and then scroll down and choose Unhide Task from the See Tasks dropdown.
Refining QuickBooks to Fit Your Workflow
Once you’ve chosen a subscription and worked through the setup wizard, QuickBooks is ready to go, but a few small adjustments can make it feel more tailored to the way you work. You can even speed things up with keyboard shortcuts for common tasks, giving your mouse a well-earned break.
For even more ways to streamline your workflow, Chapter 7 introduces automation features available to all users, and Chapter 9 dives into recurring transactions and bundles for those using Essentials, Plus, or Advanced.
Adjusting company settings
To access global options that you can customize, choose Settings ⇒ Account and Settings. The screen that appears is organized into categories on the left side. Select a category, click Edit within any section to make changes, click Save, and then click Done when you’re finished. Here are some settings worth reviewing:
Company:
Add your logo, or adjust the company name and contact details.
Usage:
See how close you are to limits like the number of users or accounts.
QuickBooks Checking:
Explore QuickBooks’s integrated business bank account.
Sales:
Customize invoices, enable features like progress invoicing or late fees, and set default messages. (See
Chapter 2
.)
Expenses:
All users can set default bill payment terms. Additional options — available only in Essentials, Plus, and Advanced — are covered in their respective sections later in the book.
Payments:
Activate QuickBooks Payments or link an existing account so you can accept credit cards or bank transfers.
Time:
Set up basic timesheet options, including billable time and service fields. This feature requires the Essentials plan or higher. See
Chapter 9
for details.
Advanced:
This is where the more technical settings live — fiscal year start, accounting method (cash or accrual), and your business’s tax form.
Let’s drill in a little deeper on a few of the Advanced settings that particularly deserve special consideration:
Fiscal Year:
This is the 12-month period your business uses to track income and expenses. In QuickBooks, the fiscal year helps organize your reports and tax documents. It starts in January by default, but you can change it to match your business’s reporting cycle — for example, July to June if that’s what your accountant uses.
Accounting Method: This setting in QuickBooks determines when your income and expenses appear on reports — not when you’re allowed to enter transactions. You can enter invoices, bills, payments, and expenses at any time. QuickBooks uses your accounting method to decide when those entries show up on financial reports:
Cash method:
Income appears when you receive payment, and expenses appear when you pay bills.
Accrual method:
Income appears when you send an invoice, and expenses appear when you record a bill — even if no money has changed hands yet.
You can choose the way reports display your data (cash or accrual) and work with your accountant to select the right method for your business’s tax filings.
Sign Me Out if Inactive: This setting controls how long QuickBooks waits before signing you out automatically. It defaults to one hour, but you can extend it to two or three hours — handy if you step away for a coffee break or lunch. If you’re inactive too long, QuickBooks signs you out and tosses whatever you were working on, so adjusting this setting can help you avoid losing work.
If you’re using an Advanced or Accountant subscription, consider switching to the QuickBooks Online desktop app. (See Chapter 13.) It only requires you to sign in once every six months — unless you manually log out.
Communications with Intuit:
Cut down on inbox clutter by adjusting your marketing preferences. Nobody needs more email they didn’t sign up for. Now, if only they’d add an option to block pop-up ads in QuickBooks, we might actually get some work done.
Customizing sales forms
Sales forms in QuickBooks are the documents you send to customers to show what you’re billing them for — things like invoices, estimates, and sales receipts. Each type of form serves a different purpose, but all follow a similar format and can be customized to reflect your brand, communication style, and level of detail you want to include.
Tailoring sales forms
QuickBooks gives you multiple ways to preview these forms depending on your needs:
Edit:
The form you use to enter or update the transaction.
Email View:
A preview of what your customer will see in their email.
PDF View:
A downloadable, printable version of the form.
Payor View:
What the customer sees after clicking View Details from the email. It’s a more interactive summary that they can review online.
To personalize a sales form, follow these steps:
Choose Create ⇒ Invoice, Estimate, or Sales Receipt.
The corresponding form opens onscreen.
Click Manage to display a design task pane that contains four sections:
Customization:
Use this section to turn fields and columns on or off, as well as modify column headings in the body of the transaction form.
Payment Options:
Manage your subscription to the QuickBooks Payment service, and configure fields to handle deposits, discounts, and shipping fees.
Design:
Choose from existing templates, including the default Modern format, or click Add/Edit to display the Custom Forms Style screen, which enables you to add or edit sales form templates.
Scheduling:
Activate the Recurring Invoice setting to schedule an invoice to generate automatically, mark an invoice as Print Later or Send Later, and manage invoice reminders.
Simplifying your invoicing process
QuickBooks offers a limited ability to add subtotals to invoices for time activities only.
To add a subtotal, follow these steps:
Choose Settings ⇒ Custom Form Styles.
The Custom Form Styles screen displays any form styles you’ve set up.
Select a form to customize, and then click Edit in the Action column.
The Customize Form Style screen contains three buttons in the top-left corner: Design, Content, and Emails.
Click Content.
The Content screen opens, with all sections disabled.
Click Edit within the Table section.
The Table section is where you see column titles such as Date, Product/Service, and Description.
Scroll down the screen and click Show More Activity Options in the bottom-left corner.
Additional options for the Table section are displayed.
Click the Group Activity By checkbox and make a choice from the dropdown menu.
You can group items by day, week, month, or type. For this example, choose Type.
Click Subtotal Groups.
Click Done in the bottom-right corner of the window to save the settings.
Although you can click Preview PDF, there’s not much point in this context because QuickBooks doesn’t show you the subtotals in use until you actually create an invoice.
You must repeat the preceding steps to include subtotals for estimates and sales receipts if you want to have a consistent look and feel across all the forms you use.
Customizing list columns
You can tailor the appearance of QuickBooks lists — including customers, vendors, products and services, accounts, and more — to show just the information you need:
Click List Settings above the Action column.
Use the checkboxes to show or hide columns, include inactive records, or adjust how many rows display per page.
Click List Settings again to close the menu.
Your choices remain in place the next time you open the list, so you can focus on the details that matter most.
Speeding things up with keyboard shortcuts
One of the fastest ways to make QuickBooks feel like your own is to cultivate a go-to set of keyboard shortcuts. I hear you grumbling — you can’t even remember to pick up milk from the grocery store, so how are you supposed to remember a bunch of keyboard combos?
Easy: by using a cheatsheet. Press Ctrl+Alt+/ (Windows) or Cmd+Options+/ (macOS) to summon the Additional Options dialog box, which is rife with shortcuts tailored specifically to QuickBooks.
Chapter 23 takes your keyboard shortcut game even further with ten cool Chrome shortcuts.
Exploring Your Chart of Accounts
When you create a new company, QuickBooks automatically builds a chart of accounts tailored to the industry you selected. Think of this as your business’s financial filing cabinet — it helps you track everything from income and expenses to assets and liabilities. You have a few options from here:
Keep QuickBooks’s default setup.
Tweak it manually (I’ll walk you through how).
You’re limited to 250 active accounts unless you’re using an Advanced subscription.
Swap it out entirely by importing from your own list from Excel, CSV, or Google Sheets, or, if you’re using QuickBooks Online Accountant, by applying a standardized chart. Both approaches are covered in
Chapter 18
.
Reviewing and customizing the chart of accounts
It’s a good idea to review the chart of accounts that QuickBooks created for you. To do so, choose Settings ⇒ Chart of Accounts. You’ll land on the screen shown in Figure 1-3, where you can do all sorts of things:
Click Run Report to generate a clean, printable list of your accounts.
Chapter 6 walks you through several ways to customize your QuickBooks reports so they show exactly what you need.
Click New to add an account manually.
Click Batch Edit to rename multiple accounts at once.
Click Print to generate a clunky printout of the Chart of Accounts screen.
Click Settings (adjacent to Print) to choose which columns you want to see, manage account type badges (BAL for balance sheet accounts and P&L for profit and loss accounts), and determine whether inactive accounts are visible.
Accountants often use the terms profit and loss (P&L) and income and expense interchangeably. They both refer to the same thing: accounts that flow into the Profit and Loss report, as opposed to balance sheet accounts.
Account type badges only appear on the Chart of Accounts screen. They don’t show up on any reports.
Select one or more accounts using the checkboxes, and then choose Batch Actions dropdown ⇒ Make Inactive to hide accounts you don’t need anymore.
Click View Register for balance sheet accounts or Run Report for profit and loss accounts to see their transaction history.
Click the View Register or Run Report dropdown to reveal additional options, such as these:
Connect Bank:
Sync the account with your bank or credit card.
Edit:
Update the account’s name, type, or other details.
Make Inactive: Hide the account from use in future transactions.
Making an account inactive zeroes out its balance. Before you do this, move any balances using a journal entry (see Chapter 22) or another type of transaction.
Run Report:
View a report showing all activity for a balance sheet account.
FIGURE 1-3: The Chart of Accounts screen.
Adding new accounts
Need to create an account that isn’t already in your chart of accounts? Here’s how to add one:
Choose Settings ⇒ Chart of Accounts ⇒ New.
The New Account task pane shown in Figure 1-4 appears.
Fill in the Account Name field.
Stick to words here — no numbers yet. (You’ll learn how to turn on account numbers later in the chapter.)
Choose an option from the Account Type field.
This list includes the major categories found on balance sheet and profit-and-loss reports.
Select a Detail Type.
Depending upon the account type you chose, you may see just one Detail Type to choose from — or several.
Optional: Check the Make This a Subaccount box to roll the account up into a parent account on your reports.
If you do check this, make sure to select the parent account as well.
Optional: Specify an opening balance and an as-of date if you’re creating a balance account (like an asset, liability, or equity account).
If you’re unsure about this, check with your accountant or bookkeeper.
Optional: Enter a description for the account.
Click Save to add the new addition to your chart of accounts.
FIGURE 1-4: The task pane you use to create an account.
Implementing account numbers
Using account numbers can help keep your chart of accounts organized — especially as your list gets longer. They make it easier to group similar accounts and can be helpful when working with an accountant or importing data from another system.
By default, QuickBooks doesn’t use or display account numbers, but you can turn the feature on with just a few clicks:
Choose Settings ⇒ Account & Settings ⇒ Advanced.
In the Chart of Accounts section, click Edit.
Turn on the Enable Account Numbers toggle.
Check the Show Account Numbers box so they appear in your Chart of Accounts and on forms.
Choose Save ⇒ Done.
To assign numbers to your accounts, choose Settings ⇒ Chart of Accounts ⇒ Batch Edit.
Click Save periodically as you enter account numbers — just in case you get pulled away. This prevents QuickBooks from signing you out and losing your progress.
Once you’ve added numbers, click the Number heading in the Chart of Accounts to sort your list in account-number order.
Removing accounts
With apologies to the Eagles, adding new accounts to QuickBooks is like checking in to the Hotel California: You can add them any time you like, but they can never leave. In most cases, QuickBooks doesn’t let you delete accounts (or other list items) outright. Instead, you must mark them as inactive. Here are more things to keep in mind when deactivating accounts:
The only way to permanently delete an account is to merge it into another account.
You can’t mark a parent account inactive if it still has subaccounts — reassign or remove the subaccounts first.
Transactions remain in inactive accounts. That means they’ll still show up on your reports. If you need to edit any of these transactions, you’ll have to reactivate the account first.
Before deactivating a balance sheet account, make sure its balance is zero; otherwise, QuickBooks creates an offsetting entry in Opening Balance Equity, which might affect your tax return. If you’re unsure how to handle the adjustment, check with your accountant.
Here’s how to mark an account as inactive:
Choose Settings ⇒ Chart of Accounts.
The Chart of Accounts screen opens.
Click the Run Register or View Report dropdown ⇒ Mark Inactive (Reduces Usage).
In companies with an Advanced subscription, the option is simply labeled Mark Inactive since there’s no account limit.
Choose Yes, Make Inactive.
The account remains in your chart of accounts but only appears when the Include Inactive setting is turned on.
If you prefer to burn any evidence that an account ever existed, you can merge it into another account:
Choose Settings ⇒ Chart of Accounts.
The Chart of Accounts screen opens.
Click the Run Register or View Report dropdown ⇒ Edit for the account you want to merge into.
Make note of the account name and detail type, and then click Cancel.
Click the Run Register or View Report dropdown ⇒ Edit for the account you want to make vanish.
Edit the Account Name and Detail Type accounts to exactly match the account you want to keep.
You can’t merge parent accounts that have subaccounts. And if you’re merging subaccounts, make sure they share the same parent account.
Click So It Is Written, So It Shall Be Done, er, I mean Save ⇒ Yes, Merge Accounts.
All transactions from the account you’re retiring are automatically moved into the account you kept.
Enabling Custom Fields
Custom fields in QuickBooks Online let you capture information beyond the standard fields found on forms like invoices, sales receipts, estimates, and purchase orders. Whether you’re tracking project IDs, salesperson names, delivery instructions, or internal notes, custom fields help tailor QuickBooks to your business.
However, Simple Start has a couple of caveats:
You can add up to 30 custom fields to your customer profile screen.
You can add one additional custom field, which can appear on up to ten transaction forms.
All custom fields you create can also appear on reports — Chapter 6 shows you how.
As you’ll see in Chapter 8, Essentials and Plus users gain some expanded custom field capabilities. Then in Chapter 15, you’ll see the capabilities for Advanced users.
With those limits in mind, here’s how to create custom field:
Choose Settings ⇒ Custom Fields.
The Custom Fields screen opens.
Click Add Field.
The Add Custom Field task pane opens.
Fill in the Name field.
Select either Text and Number or Dropdown from the Data Type field.
Dropdown lists can contain up to 100 options.
Select the form(s) where the custom field should appear onscreen.
Click Save to close the Add Custom Field task pane.
Your new field appears on the Custom Fields list.
Like most list records in QuickBooks, custom fields cannot be deleted, only made inactive. You can still edit a custom field to change its name and adjust what appears in its dropdown list.
Starting Your Attachment Journey
If the word attachment has you thinking about emotional bonds and relationship patterns, you’re in the wrong book again. For that, see Emotionally Focused Couple Therapy For Dummies — and if that topic hits close to home, here’s to finding the clarity and support you deserve.
In QuickBooks, attachments are supporting documents, like receipts, invoices, contracts, and photos. You can upload as many as you like as long as each one is 20MB or smaller and in an accepted format.
