Help Articles

Do you want to know how to record a bank service fee while using a third-party merchant service in QuickBooks Online? This article will show you how. If you are using a third-party merchant service for accepting credit card payments from your customers, there are bank service fees that the credit card company will deduct from the payment. As a result, the payment amount that shows on the bank register will not match the deposit amount in QuickBooks Online. If you know the amount of the bank service fee, you can enter it directly into the register so that the register balance matches the bank statement balance. After entering the bank service fee, you will then enter the fee as a negative amount on the Bank Deposits screen when depositing a payment. To record a bank service charge as a negative amount Select + New. Select Receive Payments, then enter all the payment information. Select the checkbox next to the invoice you would like the payment to be applied to. Sele

Learn how to exclude a downloaded bank transaction. From your browser or app, you can connect your bank account and download transactions automatically into QuickBooks. Sometimes, though, you may want to keep a downloaded transaction from going into your company expenses. Here’s how to exclude it and keep your books in order. Step 1: Check if you should exclude the transaction Before you exclude a downloaded transaction, make sure it’s the right thing to do for your accounting. When you exclude a transaction, it doesn’t appear in any account registers or financial reports. Depending on the type of transaction, this may make it easier or harder for you to reconcile an account. Here are a couple situations to consider. If it's a duplicate transaction If a downloaded transaction is a duplicate of one you already recorded in your books, excluding it makes sense. You can go on to step 2. If it's a personal expense If the downloaded transaction is a personal expense, it’s best to add it to Q

Learn how to account for a withholding tax deduction on a customer invoice. Some customers are required to deduct tax from their invoice payment and then pay that tax to the government. This is sometimes called "withholding tax." If your customer pays their invoice but withholds tax, use a credit note to charge off the withholding tax as an expense. This also marks their invoice as paid in full. We'll show you how to get this done. Step 1: Set up a withholding tax expense account From the Gear menu, select Chart of Accounts. Select New. From Account Type drop-down, select Other Expense. From Detail Type drop-down, select Other Miscellaneous Expense. Name the account "Withholding Tax Expense," then Save. Step 2: Set up a withholding tax expense item From the Gear menu, select Products and Services. Select New, then choose Service. Name the item "Withholding Tax." From Income account drop-down, select the withholding tax expense account that you’ve just created. Save and clo

Learn how to record a cash back to your credit card account in QuickBooks Online. If you receive a cash back or a refunded amount of the purchases made on your credit card, we're here to help. You can easily record it to balance your transactions flow. What you should do: Select + New. Select Credit card credit. Find the appropriate account from the Bank/Credit Account drop-down box. Under the Category details, select the account that you have for your cash back rewards whether expense/income account as you see fit. Note: If you don't have an account to track your cash back rewards, you need to create one. Please see How to create a new parent account or subaccount. Enter the other needed information. Select Save and close.

In Quickbooks Online Plus and Essentials, you can track billable time by job by setting up jobs as sub-customers. Then you can track and invoice your billable time, and keep all your billable expenses organised. Step 1: Add a sub-customer To track your billable time by job, you can enter the job as a sub-customer of the customer you’re doing the work for. Go to Get paid & pay and select Customers (Take me there). Select New customer. Enter all the appropriate info for the sub-customer. Select the Is sub-customer check box. From the Enter parent customer dropdown ▼, select the parent customer. Choose Bill with parent. Select Save. Step 2: Turn on billable time If you want to bill your customer directly from tracked time, you’ll need to turn on the billable time setting. Here’s how: Select Settings ⚙. Then select Account and settings. Select the Time tab. In the Timesheet section, select Edit ✎. Turn on the Allow time to be billable setting.  If

Learn how to turn on and set up time tracking in QuickBooks Online Essentials and Plus. Use this feature to track and bill customers for the number of hours consumed in a project or activity. Here’s how. Turn on time tracking Here's how to turn on time tracking: Go to Settings ⚙ and select Account and settings. Select the Time tab. In the General or Timesheet section, select Edit ✏. Set your time tracking preferences: First day of work week▼dropdown - This affects how employees and contractors view weekly time sheets. Show service field - When this switch is on, employee and contractors who fill out timesheets can specify services performed. Allow time to be billable - When this switch is on, employees and contractors who fill out timesheets can specify if activities should be billed to a customer. Show billing rate to users entering time (optional) Select Save, then Done. Add a Time Tracking user Here's how to add a time tracking user: Go to Settings ⚙ and

Once you delete a transaction, there's no way to restore it. Using the Audit Log, however, you can recover the details of the deleted transaction so you can re-enter it. Here's how to locate and re-enter deleted transaction(s): Go to Settings ⚙. Select Audit Log. From the Filter ▼ dropdown menu, select the appropriate user, date, and event(s). Select Apply. Locate the deleted transaction. (Tip: To easily find deleted transactions, use the browser search Ctrl + F and type "deleted"). Under the History column, select View. All the information needed for the transaction can be found under the Event column. Using the information from the Audit log, you can re-enter the transaction with its original transaction date. Note: Audit Log only works for transactions that were saved.There is no available report for deleted transactions. Consider voiding a transaction instead of deleting or completely removing it from your records. Now you’re ab

Have you been locked out of your account after failed login attempts? If so, correcting the issue is quick and easy. When you're locked out of your QuickBooks Online account you'll see the following message: You have tried to sign in more than 5 times. After you see this message, you can continue to sign-in by entering the special code below the message. Note: The code that appears below the message is made up of characters that are a CAPTCHA code. A CAPTCHA code is used to secure your account from unauthorised access from automated bots. Type the letters and/or numbers that appear squashed or distorted. Enter the correct user ID and password on the sign in page. Tip: If you're having trouble remembering your user ID or password, see Reset your password or recover your user ID. Now you have secure access to your account.

You may want to track the sales of your salesman for the month for the commission payout, but you have already used the Class/Location tracking for other purposes. To record the sales for the salesman without Class/ Location tracking: Select + New. Select Invoice. Fill in the customer’s name, terms and date. Select the small Gear icon on the top right, then Add your own field. Create a field such as Salesman to input the name of your salesman. Close the sliding pop up screen. Input the name of your salesman at the new custom field. Fill in the information for the Product/Service and the amount. Select Save and close. To generate the total sales made by the salesman for a particular period Go to Business overview and select Reports (Take me there). Enter Invoice list in the search bar. Select the small Gear icon, and tick on the new field created. (ie. Salesman) The corresponding name of the salesman will appear in the respective invoice line. To filter the na

To transfer the credit from one customer to another, you must first create a journal entry and then apply the credit. Create a journal entry First, you'll need to follow these steps to create a journal entry for the transfer: Select + New. Select Journal Entry. Enter the date in Journal date. On the first line item, select Accounts Receivable (A/R) from the Account drop-down list. In the Debits field, enter the amount being transferred. In the Memo field, note the reason of the journal entry. From the Name drop-down list, select the name of the customer the credit is being transferred from. On the second line item, select Accounts Receivable (A/R) from the Account drop-down list. The credit amount and the memo auto populates. From the Name drop-down list, select the name of the customer the credit is being transferred to. Select Save. Apply the credit Next, you'll apply the credit by following these steps: Select + New. Under Customers, choo

You can track stock items that you're donating or giving away. Follow these steps to track donated stock: Select + New. Under Customers, choose Sales Receipt. From the Deposit to drop-down, select your bank account. This will create a zero dollar transaction in your bank register that can be reconciled at any time. In the Product/Service section, select the product you are donating. Change the Rate of the selected product to zero, then select Save. Select X to close out the screen. Select + New. Select Journal Entry. In the Account section of the first line, choose the expense account used to track charitable contributions (for example, Charitable Donations Expense). Enter the cost of the product in the Debits field. On the next line, choose the Cost of Goods Sold (COGS) account for the item you donated. The cost of the product entered on the line above will populate the Credits field. Select Save and close.

In QuickBooks Online, you can quickly create a report of voided cheques. Note: This report is only accurate if Void was used on all voided cheques. Cheques can also be voided by journal entry in the current period if void or voided was entered in the Memo field. To create and run a report that tracks voided cheques, follow these steps: Go to Business overview and select Reports (Take me there). In the search bar, type Transaction. Select Transaction List by Date from the search results. Select Customise. Choose your desired date range. Select Filter. From the Transaction Type dropdown, select Cheque Expense. Type Void in the Memo field. Select Run report. That's it. You now know how to create a report of your voided cheques.

You may encounter situations wherein you need to record bounced cheques and new customer payments. The outlined steps in this article will help you record these kinds of transaction. Enter the Returned Cheque with Write Cheque Select + New. Under Suppliers, choose Cheque. Enter the date that the cheque bounced. Uncheck Print Later at the top, then enter a note in the cheque number field (e.g. NSF cheque) Add the name of the customer who issued the bounced cheque at the Payee field. Set the account to Accounts Receivable. Enter the amount of the cheque that bounced. Select Save and close. Change the payment entry to apply to the bounced cheque entry Go to Get paid & pay and select Customers (Take me there). Select the name of the customer that issued the bounced cheque. Locate and select the payment record for the bounced cheque. Add a check on the bounced cheque (NSF cheque) entry. Uncheck the invoice that the payment was originally applied to. Select S

Learn how to keep your accounts, customers, and suppliers organised. If you have duplicate accounts, customers, or suppliers, you can merge them. This moves all the data into the one you want to keep and removes the duplicate. Keeping your lists clean speeds up your bookkeeping and makes bookkeeping easier. Important: Be careful merging. Only merge duplicates that were created in error. This is good bookkeeping practice. If you're an accountant, follow these steps to consolidate multiple client lists at your firm. Merge duplicate accounts Keep in mind merging accounts is permanent. You can't undo this later on. QuickBooks uses some accounts as the default for certain features. These, like accounts connected to online banking, can't be merged or deleted. If you're merging accounts that have reconciliation reports, save those reports first. The transactions remain on the merged account and stay reconciled. Go to Settings ⚙ and then select the Chart of Accounts

Learn how to update your business info in QuickBooks Online. Here’s how to change your business info in QuickBooks Online. This is for the info that customers see on sales forms and invoices, or your internal info on file with Intuit. Change your business info in QuickBooks Online Use these steps to update your business contact email, address, phone number, VAT, and more. Go to Settings ⚙ and choose Account and settings. Select the Company menu. Select any item you want to update. More fields will appear when you select an area, and the question mark for each field will tell you what it’s for. See the sections below for more info on some items. Select Save and Done to finish. Changing email When you use the steps above, you can change the email address customers see on your sales forms and where you get emails from Intuit. Note: you should only list one email in the Company email field.For other email changes, see: Change the email address for your user ID. T

Learn how to categorise bank transactions on your iOS or Android device. You can quickly categorise bank transactions from any mobile device. In this article, we'll show you how. From the Menu ☰, select Transactions. If multiple banks are connected, select the bank you want to work with. Select the transaction you want to categorise. Depending on your mobile device: iOS: Tap > beside a field then select an option. Select Accept. Android: Under Category, tap >. Select a category and then select Confirm. Select Accept.

Sign in to QuickBooks Online from a Mac or PC. If your credit card has expired, you'll be prompted to enter updated credit card information. If you still can't sign in to the QuickBooks Online app or if you have a different issue with your subscription, please online.

Learn how to make a recurring sales receipt in QuickBooks Online. Do you need to collect payments from your customers every month? Don't worry. QuickBooks lets you schedule recurring sales receipts so you don't have to create one every time. Here’s how. Create a recurring sales receipt A recurring sales receipt automatically charges a customer at a given interval.  Note: If you enter a number in the days in advance field, the charge will process on the date you created the transaction. For example, if you created a sales receipt on the 5th that recurs on the 15th of each month, the charge will process on the 5th. Go to Settings ⚙ and select Recurring transactions. Select New. Select the Transaction Type▼ drop-down menu, select Sales Receipt, then OK. Enter a template name. This won’t appear on the transaction. From the Type▼ drop-down menu, select Scheduled. Choose the customer’s name from the Customer ▼drop-down menu. Then, verify the email. Note: You ca

If you're seeing duplicate transactions from your recurring template, it may be that you have two or more templates created for the same customer. These templates could be named differently.  Note: Recurring templates are only available in QuickBooks Online Essentials and Plus. Search for duplicate template To check for the duplicate template: Go to Business overview and select Reports (Take me there). In the "Find report by name" field, enter Recurring Template List. Select Customise. On the Customise report window, select Filter, then the Name checkbox. In the Name field, select the customer’s name. Select Run report. Delete duplicate template Notice that each item listed is a separate template for the customer. If you see a duplicate template, make note of the template name. To delete the duplicate template: Go to Settings ⚙. Under Lists, select Recurring transactions. Locate the Template Name that is causing the duplicate t

Learn how to schedule recurring transactions created with a template using QuickBooks Online Essentials and Plus. You can set the timing for your recurring transaction templates. In this article, we'll explain the feature and show you how to set it up. Set your schedule for "Days in advance" You can take advantage of the Days in advance to create option on scheduled recurring templates. This gives you visibility into future cash flow as well as the ability to send reminders to clients before the transaction date. You can enter the value for this field when editing the schedule of a recurring template. You can create transactions (from scheduled recurring templates) for a specified number of days before the actual transaction date. The values for Previous Date and Next Date that appear on the Recurring Transaction List and on reports are based on the transaction date, not the date when the transactions were created. We also have a Reminder type of recurring template that yo

Learn where to find your QuickBooks Online subscription renewal date. Are you looking for your QuickBooks Online subscription renewal date? In this article, we'll show you a couple of places where you can find it. From the QuickBooks Online app If you're using an iPhone or iPad, use the QuickBooks Online mobile app to find your subscription renewal date. If you're using an Android device, you'll need to use a web browser. See the steps in the next section. iPhone and iPad users, follow these steps: From More Options ⋮, select Settings. Select Subscription. Your renewal date displays. From QuickBooks Online on the web Log in to QuickBooks Online from a web browser and follow these steps: Go to Settings ⚙. Select Account and settings. Select Billing & subscription. Your renewal date will be displayed with your subscription status.

You can edit sales receipt or invoice payment information that doesn't affect the charge or payment such as the date, reference number, and memo. In this article, we'll show you how. Note: For payments that are already processed, go to QuickBooks Online on the web to make changes. Here's how to edit the information. In the QuickBooks Online mobile app, tap Menu ☰. Select the ALL tab. In the Money in section, select Sales receipts or Invoice payments. Select the sales receipt or invoice payment that you want to edit. Select Edit ✎. Make changes, then select Save. Note: Don't try to edit fields that affect the charge. You won't be able to save them.

All you do is choose a customer and select their address. The map pops up so you can see their location, and from there you can get directions. iPhone From the Menu ☰, select Customers. Select the customer you'd like to see an address for. Select Details, then scroll down to see their location on the map. iPad From the Menu ☰, select Customers. Select the customer you'd like to see an address for. Tap the visible location. Android From the Menu ☰, select Customers. Select the customer you'd like to see an address for. Tap the location icon to see their location.

Learn how to review and accept bank transactions using the QuickBooks Online app. Did you know you can update and accept any changes you make to bank transactions on your mobile device? In this article, we'll show you how. To review and accept bank transactions in the QuickBooks Online app follow these steps: From the Menu ☰, select Banking. Note: On the iPad, if you have multiple accounts, select the drop-down ▼ arrow to see your list of bank accounts, then you can choose the one you want. Select New Transactions. Select Recognised to review transactions QuickBooks Online has already recognised, categorised, and matched for you. If the transaction is correctly categorised and matched, swipe right to accept it. If the transaction is incorrectly categorised and matched, select the transaction and make the necessary changes. Select Accept. Select All to see any remaining, uncategorised transactions. Select the transaction, then review and add categories as necessary.

Learn how to turn a customer overpayment or credit into a tip in QuickBooks Online. When a customer overpays an invoice to give you a tip, you need to record the income. Here’s how. Step 1: Add an income account to track tips Go to Settings ⚙ and select Chart of accounts. Select New. For Account Type, select Other Income. For Detail Type, select Other Miscellaneous Income. Enter a Name, like "Tip Revenue" and select Save and Close. Step 2: Create a tip item Go to Get paid & pay and select Products and services (Take me there). Select New, then Non-stock. Enter a Name, like "Tips." For Income account, select the account you created in step 1. Select Save and close. Step 3: Record the extra money as a tip Go to Get paid & pay and select All Sales (Take me there). Select New transaction, then select Invoice. Enter the Customer. In the Products/Services field, select the tip item you created in step 2. Select Save. If your credits are set up to a