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Learn how to write off stock items you used for promotional samples. Promotional samples given to customers count as stock items. We’ll show you how to adjust your stock and move the Cost of Goods to a Promotional Expense account. Note: Stock tracking is only available in QuickBooks Online Plus.If the amount you're writing off will significantly affect your gross sales amount, consult your accountant before making this entry. When creating these transactions, be sure that you have the same date for all of them. Create an expense account to track Here's how to create an expense account to track: Go to Settings ⚙. Select Chart of Accounts. Select New. For Account type, select Expenses. For Detail type, select Advertising/Promotional. Enter the name (ex. Promotional/Samples-Not for Sale). Select Save and close. Create an invoice for the item Here's how to create an invoice for the item: Select + New. Select Invoic

Learn how to use one email and user ID for all the QuickBooks Online companies you sign in to. Are you using more than one email address or user ID for different QuickBooks Online companies? Make things easier by using one to sign in to all of them. Step 1: Send an invite Choose the email address you’d like to use for all your companies. We’ll call this email A. The email you no longer want to use is email B. Sign in to one of your QuickBooks Online companies that you access with email B. Invite email A to the company. When you invite email A, you select a user type. Choose Company Admin if you want email A to be able to manage other users and company info. Note: If you can’t invite other users, you need an admin user to send the invite. Go to your inbox for email A and click the invite link you received there. Email A can now access the company. Note: You can change your email and user ID any time. Seeing a user limit? If you see a user limit message, it’s because QuickBooks

Learn how to use a journal entry to record a customer's bounced cheque in QuickBooks Online. Or follow these steps if you need to record one of your own bounced cheques. If a customer's check bounces, there are a few ways to handle the accounting. Review the overview guide so you know what's involved. Then follow these steps. You'll use a journal entry to create a record, balance your accounts, account for any bank fees, and send your customer. Note: These steps are complicated. The expense method is easier, but you can use a journal entry if you prefer. If you're unsure, reach out to your accountant. This can get tricky and they know how to handle the next steps. Step 1: Create an item for bounced cheque fees from your bank Tip: You only need to set up the item once. If you’ve done this before, skip to Step 2. Create a service item for bounced checks and fees. This lets you add them to an invoice you can later send to your customer. Create two items: one for the fe

Learn how to change a recurring transaction template in QuickBooks Online. Recurring templates can help you save time. You can make recurring templates to automatically create invoices, expenses, and other tasks you do regularly. Editing a recurring template can be tricky. Here's how to edit templates and how these changes may affect items, customers, and company settings. Note: Recurring templates are only available in QuickBooks Online Essentials and Plus. Edit a recurring template Go to Settings ⚙ and then select Recurring transactions. From the Action column, select Edit for the transaction you want to edit. Edit the template name, type, and the customer or payee name as needed. If you're editing a Scheduled or Reminder type template, you can adjust how far in advance QuickBooks creates the template or sends you a reminder. You can also set the frequency in the Interval section. Add or remove any product or service details in t

In general, it's good business practice to avoid mixing business and personal expenditures, and opening a business current account is one of the first things to do when starting a new business. While it is not advisable to mix personal and business funds, you may encounter situations that will require you to do so. In QuickBooks Online, your cheque and credit card accounts should be business-only accounts, but if you run into a situation where business and personal finances mix, the following articles can provide guidance on how to record such transactions. Mixing business and personal funds—owners or partners See the following articles for information about owners or partners mixing business and personal funds: How to pay for business expenses with personal funds How to pay for personal expenses from a business bank or credit card account Mixing business and personal funds—employees See the following article on how to reimburse employees who use their personal funds for business e

Learn how to add and use notes in QuickBooks Online. You can use notes to enter additional information in your suppliers, customers, employees, and contact list reports. Here's a quick guide. Add notes for customers Go to Get paid & pay and select Customers (Take me there). Select your customer from the list, then select Edit. Select the Notes tab, then add the information in the field. Select Save. Add notes for suppliers Go to Get paid & pay, and select Suppliers (Take me there). Select your supplier from the list, then select Edit. Enter the information in the Notes field, then select Save. Add notes for employees Note: If your payroll is active, the notes field won't be available. Go to Employees. Choose your employee from the list, then select Edit in the Action column. Enter the information in the Notes field, then select Save. Note: QuickBooks Online allows you to have a maximum of 4,000 characters in the Other Details/Customer Not

Learn how to delete a customer with unbilled charges in QuickBooks Online. There are ways to delete a customer without getting “ Error: This customer cannot be deleted because there are unbilled charges for this customer.” Here’s how. You’re unable to delete a customer with unbilled charges if: Track expenses and items by customer and Make expenses and items billable preferences are disabled.  A charge, credit, or a billable expense attached to the customer you’re trying to delete has no invoice. Step 1. Check your Bills and expenses preferences Go to Settings ⚙ and select Account and Settings. From the left menu, select Expenses. Under Bills and expenses, check if the following are turned on: Track expenses and items by customer Make expenses and items billable If not Select Edit ✎. Select the checkboxes for Track expenses and items by customer and Make expenses and items billable. Select Save. Step 2. Manage your customer’s charge, credit, or

Learn how to change the income account for any of your product or service items in QuickBooks Online. Need to use a different income account for your product or service item? Follow the steps below to change it in just a few steps and ensure your company has an accurate record of your transactions. Change the income account for your items Go to Settings ⚙ and select Products and services. From the Action column of the appropriate item, select Edit. From the Income account▼ dropdown, choose the account you want to use. Note: Can't see the account? Make sure the account's detail type is Sales of Product Income. Select Save and close. To check: Go to Settings ⚙ and select Chart of accounts. From the Action dropdown of the account, select Edit. Change the detail type to Sales of Product Income if necessary. Select Save and close. Note: You can only change the account for an item one at a time. Do you want to update past transactions? For service and non-stock it

QuickBooks Online does not have a specific Missing Cheques report that identifies all cheques sorted by number or one that lets you scan for missing or duplicate cheque numbers. However, you can easily customise the Account QuickReport for your bank account to help you find information about missing cheques. Note: This functionality is not available to Simple Start users. To create a missing cheques report: Go to Settings ⚙. Select Chart of Accounts. Locate the appropriate account in the list. Select the Account history dropdown list in the Action column. Select Run report. The Account QuickReport appears. Select Customise. From the Report period drop-down list, select All Dates. Select the Rows/Columns item to open the section. Select None from the Group by dropdown list. Select the Filter item to open the section. Select All from the Distribution Account dropdown list, and select the required bank account from the Acc

Learn how to use projects instead of sub-customers in QuickBooks Online Plus. If you currently use sub-customers to track customer jobs, you can convert them into projects and use the job costing features to keep everything in one place. Here's how to convert sub-customers, or move only specific transactions, into projects. Convert a sub-customer into a project Step 1: Turn on Projects If you haven't already, turn on the Projects feature. Step 2: Review your sub-customer settings Before you can convert a sub-customer, adjust these settings: Go to Get paid & pay and select Customers (Take me there). Find and open the sub-customer. If it's inactive, select Make Active. Select Edit. Make sure you select the Is sub-customer checkbox. Review and select the main customer. This is the account that's connected to the project. Select Bill with parent from the dropdown menu. Step 3: Check the main customer for the su

Learn how to get your data out of QuickBooks Online. There are a few ways to get your data out of QuickBooks. Many forms, lists, and reports have a download button. You can save copies of these onto your computer's hard drive. If you need to export more data, you have a few options. Looking to export data for anything including audit purposes to sharing it out to stakeholders? We have a new streamlined feature to simply download some of the most needed lists and reports to make this even easier. Looking for a continuous backup of your data? There are apps in the QuickBooks App store that provide this continuous backup.

If you followed the instructions in Manually upload transactions into QuickBooks Online, but you are not able to import your file, here are a few things to check before trying again. Incorrect mapping Make sure you have chosen the correct columns in the mapping stage. QuickBooks will not be able to read the data otherwise. To make the mapping stage easier, you can do the following: Delete columns you do not need from your CSV to avoid any confusion. The columns that are required by QuickBooks are: Date Description Amount Change the names of the columns in your CSV to match the titles in QuickBooks. Formatting Not all banks create their CSV files the same way, so you may need to make extra changes to get your transactions in. Here’s a few things to look out for: Currency symbols and commas: it is best to keep the amounts column as simple as possible. To change this, highlight the column in your CSV, right-click your mouse and select Format Cells. If the categor

Using keyboard shortcuts to speed up navigation within QuickBooks Online is easy. These shortcuts will work in the following browsers: Internet Explorer Firefox Chrome (except where noted) Note: Mac users can try these shortcuts using the CMD ⌘ key instead of Alt or CTRL when noted below. Keyboard shortcuts reference guide: Download or Access from within QuickBooks You can download and print a copy of the QuickBooks Online Keyboard Shortcuts reference guide. QuickBooks Online Keyboard Shortcuts for PC and Mac Users. Note: This reference guide is available in English only. You can access the quick reference guide within QuickBooks Online: To access this screen, simply hold Control + Option (Alt) + ? (for Mac). Keyboard shortcuts available in QuickBooks Online How to open a second window For Internet Explorer: Press Ctrl + N. (Note: You will be signed in to the existing company on both windows.) For Firefox: Press Ctrl + N. (Note:

Welcome to QuickBooks Online! When you first sign in to your QuickBooks Online account, you'll be directed to the homepage dashboard. Your dashboard displays an overview of your company, giving you a quick business update (like the status of your income and expenses, your bank accounts, and more). Note: If you're a new user, your dashboard won't have any data. But once you enter transactions, the dashboard updates, displaying a real-time overview of your company finances. Get to know your Home DashboardThe QuickBooks dashboard includes two different tabs: Get things done (Take me there) and Business overview. These tabs focus on your main reasons for using QuickBooks Online to help speed up the work. We’ve sorted critical actions such as set up, get things done, and explore how my business is doing, into different pages to help minimise information overload and make set up a breeze. Get things doneCreate an invoice, review banking transactions or record a bill on the fly with

Learn how to enter a split transaction in QuickBooks Online. When you enter a transaction into the account history, only one account can be associated with it. But if you need to list multiple accounts, here’s how. Record multiple accounts in a transaction Note: If you didn’t enter the transaction yet, it’s best to open the Invoice, Bill, etc. and associate multiple accounts. Go to Bookkeeping and select Chart of accounts (Take me there). Find the account for the transaction. Under the Action column, select Account history. Select the transaction, then select Edit. The entry screen for that particular transaction opens. Enter the other accounts to add with the amount. Note: The amounts for each account should add up to the total amount of the transaction. Select Save. The transaction now displays Split in account column.

You can assign a preferred supplier to specific stock items to save time when reordering those items and also create a purchase order using the preferred supplier you assigned. Note: Supplier specific stock items are only available in QuickBooks Online Plus. To add a preferred supplier You won’t be able to assign preferred suppliers if you have not yet entered them in QuickBooks Online. Here are the steps to do that: Select Settings ⚙ on the toolbar, then select Products and services. In the Products and Services screen, select New then choose the appropriate product type. Enter all necessary information. In the Preferred Supplier dropdown, choose the name of the supplier you usually purchase  items from. Select Save and close. To create a purchase order using your preferred supplier Here's how to create a purchase order using your preferred supplier: Go to Get paid & pay and select Products and services (Take me

Learn how to receive and record invoice payments in QuickBooks Online. In QuickBooks Online, you can record sales transactions in two ways. If your customer paid for the product or service at the time of the sale, you can create a sales receipt, which completes the transaction and records it in your books. But if your customer plans to pay you in the future, you can create and send them an invoice. When the customer makes a payment on the invoice, you need to record the payment in QuickBooks. This connects the payment transaction to the original invoice so your accounts stay balanced. Here's how to record invoice payments. Record invoice payments After you process a payment from a customer, you need to record it in QuickBooks so the invoice is marked as paid. Otherwise, the invoice stays open and remains unpaid on your reports. You can record the full or partial payment on an invoice. Here’s how: Record payment for a single invoice Select + New. Select Receive payment. Fr

Learn how pay rates, cost rates, and billable rates impact profitability. Pay, cost, and billable rates are important accounting terms. They tell you about the money coming in and going out of your business (cash flow). And together, they determine your profits. Here’s an overview of what they are and how you can manage them. Learn about cost types and terms What’s pay rate? Pay rate is the amount you pay a worker (employee or independent contractor) to do work for a set amount of time. This is also known as a wage. For hourly workers, the pay rate is their wage per hour. For salaried employees, the pay rate is usually calculated by month or year. Pay rate is only what you pay your workers. It doesn’t include the additional costs to your business such as benefits, overhead, or employer taxes. What’s cost rate? Employee cost rate is the total cost for an employee to do work for your business. This typically includes wages (“pay rate”), benefits, overhead, and taxes.

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Learn how to import your phone's contact list into the QuickBooks Online app. There's no need to add customers manually if they're already in your device’s contact list. In this article, we'll show you how to easily import contacts into the Quickbooks Online app. To import your contacts into the QuickBooks Online app using your Android device, follow these steps. Open the QuickBooks Online app. From the Menu ☰, select Customers. Select ⋮, then select Import device contact. Choose who you want to add, then select Done.

From the Menu ☰, select a transaction (Invoices, Estimates, Sales Receipts, Invoice Payments). Select Add Attachment. Select Create Note or Attach existing Note. For a new note: Write something and add an attachment (if applicable). For an existing note: Choose your note, then select Attach.

Learn how to add or edit a sales tax rate using the QuickBooks Online app. Do you want to add or change a sales tax rate using your iPhone or iPad? In this article, we'll show you how using the QuickBooks Online app. Add a sales tax iPhone From the Menu ☰, select Settings. Select Tax Rates. Note: If this is your first time, you'll see an introductory screen: select Add tax rate to get started. Select Add a new tax rate, then select whether that rate is Single or Combined. Select +, then select Single sales tax rate or Combined sales tax rate. Enter the following information about the sales tax rate: Single rate: Add the information for each component (Tax Rate name, Agency, and Rate). Combined rate: Add the information for each component (Combined Tax Rate name, Tax Rate Name, Agency, and Rate). Note: Combined sales tax rates can include new and existing rates. Select Save. iPad From the Menu ☰, select Settings. Se

After you turn on multicurrency (which you can do from a web browser by following the steps here), you can choose who pays you with a foreign currency. From the Menu ☰, select Customers. Fill out the customer's details. Under Customer pays me with, choose the currency. Select Done. Read more about multicurrency here. Note: Use the same steps to assign a foreign currency to a customer by selecting I Pay This Supplier With and then select the currency.

Learn how to enter a new tax rate for a transaction using the QuickBooks Online app on your Android device. Enter a new sales tax rate If during a transaction you need to change a sales tax rate, this can be be done easily before completing the transaction. Just set up a new sales tax rate in order to complete the transaction. Add a new sales rate while entering a transaction From the Menu ☰, select Estimates or Invoices. Select Edit ✎. Select Add Item, then select +. Select the Is Taxable checkbox, then select Add. Select Add Tax. Enter your tax rate info. Select Done. Your new sales tax rate will appear in your existing list of sales tax rates.

Learn how to add a note to a transaction using the QuickBooks Online app for iOS. It's easy to include a note with an existing transaction in the QuickBooks Online app. In this article, we'll show you the steps to do that using your iOS device. iPhone Here's how to add a note to an existing transaction on an iPhone. From the Menu ☰, select Invoices, Estimates, Sales Receipts, or Invoice Payments (whichever has the transaction you want to attach a note to). Select the transaction. Select Add notes or attachments. To create a new note: select Create Note. Write your note, then select Save. To attach an existing note: select Attach Existing note. Select the note you want to attach, then select Attach. To see the attached note, select ACTIVITY. iPad Here's how to add a note to an existing transaction on an iPad. From the Menu ☰, select Sales. To select the type of transaction, select Estimates, Invoices, Sales Receipts, or Invoice Payments from the drop-down ▼ men