Help Articles

Are your customers not receiving your invoices, sales receipts, estimates, statements, or reports via email? Here are three possible reasons why, and how you can fix the problem. Solution 1: Reset your email address If you recently imported data into a QuickBooks Online company, you may need to reset your email address: Go to Settings ⚙. Under Your Company, select Account and settings. Select Company, then select the edit icon in the Contact info section. Review each email address and make changes as needed. Select Save, then Done. Solution 2: Clear and re-enter your email address If solution 1 doesn't apply, ask your customers to check their junk mail and spam folders. If the email is still not found, clear and then re-enter your email address. Go to Settings ⚙. Under Your Company, select Account and settings Select Company, then select the edit icon in the Contact info section. Clear the Company email field and enter the desired address as is, even if

As the end of the year approaches, you need to complete certain tasks in QuickBooks Online to prepare for the new year. Use this guide to complete year-end tasks and end the year smoothly. Review the first month of your financial year It's important to check when your financial year starts. This lets QuickBooks Online clear accounting ledgers behind the scenes while you work on other year-end activities. To review or change the first month of your financial year: Go to Settings ⚙ and select Account and settings. Select the Advanced tab. In the Accounting section, select the pencil icon ✎ to change the month in the First month of financial year field. Select Save. Select Done. Review customer account balances and send statements At the end of the year, it's a good idea to check each client's account balance. Make sure this their info is up to date: Go to Business overview and select Reports (Take me there). In the sear

Learn how to record a retainer or deposit in QuickBooks Online. Some businesses receive retainers or deposits from customers before performing any services. When they invoice customers for services, those invoices are paid using the money from the deposits. You can set up a deposit or retainer process for your company in QuickBooks Online. The retainer or deposit is treated as a liability to show that, although your business is holding the money from a deposit or retainer, it doesn't belong to you until it's used to pay for services. When you invoice the customer and receive payment against it, you'll turn that liability into income. Step 1. Create a liability account First, you need to create a liability account to track the amount of the retainers you receive from your customers. Select Settings ⚙, then select Chart of accounts. Select New. From the Account Type ▼ dropdown menu, select Current liabilities. From the Detail Type ▼ dropdown menu, Client Trust Accounts - Liabilities

Learn how to import your lists (suppliers, customers, stock, and chart of accounts) to QuickBooks Online. You can move your existing lists from another QuickBooks Online company. This saves you from having to set up the items from your lists one by one. Need to import bank transactions too? Connect your account to QuickBooks to download transactions automatically. Step 1: Export your list reports to Excel Sign in to the account that has your lists. Go to Business overview and select Reports (Take me there). Depending on what list you need to export, search for and run Account List, Customer Contact List, Supplier Contact List, or Product/Service List report. Customise the list report's columns. Select each report below to check how their columns should be ordered. Note: The list of columns that you see in your report may vary depending upon the columns you've selected. To modify this selection, go to the gear icon in the report header and select or de-select the columns as

Learn how to create subaccounts to keep your chart of accounts organised. In QuickBooks Online, you can create subaccounts to break down your expenses, income, and other account types into more detail. For example, you can divide your utilities account into subaccounts so you can track different types of utility payments like gas, telephone, water, and so on. When you create a subaccount under a parent account, you can use them to keep your chart of accounts organised and create reports with greater detail. Create a new subaccount Go to Settings ⚙ and select Chart of accounts. Select New. Depending on your account, you’ll see a window labelled either Account or New category. Select the option you see below for your next steps. Follow the steps below to add a subaccount under an existing account. You can also create a new parent account first if you need to. Go to Settings ⚙ and select Chart of accounts. Select New. Select the account type and detail type. You can learn mor

Learn how to create a report in QuickBooks Online of cheques that haven't cleared yet. If you have old, uncleared cheques cluttering up your books, you can run a report to help you handle them. If you're not sure how to deal with an uncleared cheque, talk to your accountant. We can help you if you need one. There are two ways to run this report in QuickBooks. Method 1: Run a bank report filtered by cleared status Note: Only available in QuickBooks Online Essentials and QuickBooks Online Plus. How to create a report for all uncleared cheques. Go to Bookkeeping and select Chart of accounts (Take me there). Find the bank account you want to run the report for. In the Action column, select Run report in the dropdown menu. Select Customise. In the Report period dropdown menu, select All Dates. Select Filter. Select the Transaction Type checkbox. In the dropdown menu, select Cheque Expense, Bill Payment (Cheque), Liability Payment (Cheque), and Payroll payment. Sele

Learn how to change your closing date and password. Close your books with peace of mind. If you need to change the closing date, or forgot the password you used to lock your books, don't worry. You can easily edit both. Edit the closing date If you need to edit the closing date or forgot the closing date password: Before you start, sign in to QuickBooks Online as a primary admin or company admin. Only admins can make these changes. Go to Settings ⚙ and then select Accounts and Settings. Select the Advanced tab. Select Edit ✎ in the Accounting section. Change the closing date. Note: To change your password, just enter a new password and confirm it. Select Save and then Done. Track any changes made after you close your books You can use an Exceptions to Closing Date report to see any changes made after you close your books. Go to Business overview and select Reports (Take me there). In the search field, enter Exceptions to Closing Date and open the report.

Learn how to track bills and record the payments. In addition to tracking sales, QuickBooks Online makes it easy to record business expenses. Entering your income and expenses gives a more complete picture of your business and profit. If you plan to pay for the expense in the future, enter it as a bill. You can record bills one at a time, or record multiple bills for multiple suppliers at once. On the other hand, if you've already paid for a business expense, enter it as an expense. These specific transaction types tell QuickBooks how to record everything. Here's how to enter bills and record payments towards them in QuickBooks. Or, learn the difference between bills, cheques, and expenses. Enter bills into QuickBooks After you get a bill from a supplier, here's how to record it: Select + New. Select Bill. From the Supplier ▼ dropdown, select a supplier. From the Terms ▼ dropdown, select the bill's terms. This is when your supplier expects to be paid. Enter th

Learn how to make quick changes to invoice templates while you're on the go. Want to make quick updates to your invoice template? You can customise it right from the mobile app. There are fewer options than what's available online. But you can still change things like your logo and default message. If you want to customise other sales forms, like sales receipts or expenses, use QuickBooks Online on the web. Customise your invoice template on the mobile app (iOS only) Note: This option is not available on Android. Select Settings ⚙ and then Sales Forms. Select the Customise Invoice template. Follow the onscreen steps to change your company's default logo, colour, and footer message. Change your sales form delivery method on mobile While you can't customise estimates or sales receipts on the app, you can update how QuickBooks delivers all types of sales forms. Follow these steps for each type of transaction: Select Settings ⚙ and then Sales Forms. Select Default email

Learn how to get the most out of your financial reports. Financial reports in QuickBooks give you tons of great info about your business. There are many ways to customise your reports. Filter them to show specific accounts or customers, or format the layout so the right data shows up in the right place. Here's how to customise reports and focus on the details that matter the most to you. Step 1: Run a report Go to Business overview and select Reports (Take me there). Find and open a report. Use the basic filters on the report to adjust things like the report dates. Select Customise in the top right hand corner of the page . This opens the customisation window. Step 2: Customise a report You can apply multiple filters to customise your report. Most reports have the same set of filters. Some filters are only available on certain reports. Here's an overview of what you can customise: General section: Change things like the accounting method, reporting period, and

A note on COVID-19:We recognise that with the constantly changing COVID-19 situation, this is an unprecedented time for everyone. If you think you may need to cancel your subscription due to impacts from COVID-19, please contact us. We’re here to help you look at pricing options, answer questions, or just make sure things go smoothly if you need to cancel. Learn how to cancel or unsubscribe from QuickBooks Online through the iOS or Android app store. If you use the web version of QuickBooks Online on a computer or laptop, see Cancel your QuickBooks Online Company. If you signed up for QuickBooks Online through an app, follow these steps. Cancel QuickBooks Online through an iPhone or iPad Go to Settings on your iPhone or iPad. Select iTunes & App Store. Select your Apple ID. Select View Apple ID. Enter your password. Select Subscriptions. Choose QuickBooks Online. Select Cancel. Cancel QuickBooks Online from iTunes on your computer Open iTunes on your com

Learn how to create purchase orders and send them to suppliers. In QuickBooks Online, you have the tools to run all parts of the sales cycle, including purchasing. You can create and email purchase orders (PO) directly to suppliers when you're ready to buy more products. Purchase orders tell suppliers your intent to make a purchase. On purchase orders, you can enter specific items you want to buy and the quantity. When your supplier accepts the purchase order and agrees to the given terms, you can quickly add it to an expense or bill transaction in QuickBooks. This keeps all the transactions connected and your accounts balanced. Note: Purchase orders are only available in QuickBooks Online Plus. Step 1: Turn on the purchase order feature If you haven't already, turn on the purchase order feature: Go to Settings ⚙ and select Account and settings. Select the Expenses tab. In the Purchase orders section, select the edit ✎ icon. Turn on the

Frequently, business owners need to edit a customer's information, such as preferred payment method and billing address. Customer updates across your company file When you edit customer information, the changes will be reflected in other areas of your company file including previously sent invoices. QuickBooks Online also updates any recurring templates that use previous information such as: Billing Address Shipping Address Email Is Taxable Preferred Payment Method Terms Preferred Delivery Method Update customer information Here's how to update customer information: Go to Customers & leads and select Customers (Take me there). Select the Customer you need to update the information of. Select Edit.

Learn how to fix bank error 187. Do you see error 187 when you sign in to do online banking? Don't worry. This means your financial institution’s additional security requirements, such as security questions or one-time passcodes, weren't entered correctly. To fix this error follow the onscreen steps to enter the correct info. If you still see error 187,  go to your bank's website. Make sure your security questions and answers are correct. Here are additional troubleshooting steps you can follow to fix online banking errors in QuickBooks Online.

Learn what bank and account histories are and what you can do with them. QuickBooks uses account histories to track transactions based on where they came from. They list an account's complete transaction history and current balance. Your cheque account history is a good example - it keeps track of all transactions you identify as a cheques. All of your account histories make up your chart of accounts. Learn how account histories work Account histories let you review everything about an account. You can open the account history to get a detailed, transaction-level view of your books. This is also where you can edit existing transactions. In the account history, you can: See all the transactions in an account Edit, delete, or void transactions Filter accounts to find specific types of transactions Reconcile individual transactions Review reconciliation adjustments Learn about reviewing account histories Reviewing your account history regularly helps you catch errors and 

Learn how to change your accounting method from cash to accrual (or vice versa) in QuickBooks Online. Need to change your company's accounting method? You can do it in QuickBooks in just a few steps. Just remember that each method reports your income and expense differently. Once you change your accounting method, accounts and balances in your reports might show up differently. Which accounting method should I use? Each method has its own pros and cons. It's important to understand how each method works so you can choose the best bookkeeping practices for your business. If you're unsure which method to use, talk to your accountant. Or, find an accountant if you need one. Change the accounting method for your company Select Settings ⚙, then select Account and settings. Go to the Advanced tab. In the Accounting section, select Edit ✎ icon. Choose the Accounting method. Select Save, then Done.

Learn how to void or delete invoices, expenses, and other transactions in QuickBooks. Did you create a transaction by accident? You can void or delete it so it doesn't affect your account balances or reports. If the transaction is recurring, you can also turn it off to prevent it from being created again. If a transaction isn't a mistake, find out the best way to handle it. Talk to your accountant or do a little research. For example, if a customer owes you money but you know you won't be paid, learn how to write off bad debt. If you’re ready to void or delete a transaction, continue with the steps here. Understand the difference between voiding and deleting transactions When you void a transaction in QuickBooks, you still have a record of the transaction, but it won’t affect your account balances or reports.When you delete a transaction in QuickBooks, the transaction is completely erased from your books, and it won’t appear on any reports or in any accounts. You can recover some detai

Learn how to add, delete, or restore a class in QuickBooks Online Plus. New to class tracking? Classes represent meaningful segments in your company, like store departments or product lines. Check out our class tracking overview to learn if it’s the right tool for you and how to get started. After you turn on class tracking, create a class for each segment in your business. You can organise your customer and supplier transactions by class. This lets you get clearer insights on your sales, expenses, or profitability by business segment. We’ll help you set up your classes. How to add a new class Remember, it’s best to keep it simple. Too many classes can sometimes become time consuming to work with. And the more straightforward your classes are, the easier it is to understand your reports. Note: Only admins in QuickBooks Plus can create classes. If you don’t have Plus, it’s easy to upgrade your plan once you’re ready to use class tracking. Go to Settings ⚙ and select All Lists. Select

To get a report on all money paid to a supplier for the year, you can run a Transaction List by Date report. Once the appropriate customisations are made it will reflect all payments made to suppliers. Note: The Expenses by Supplier Summary report only reflects payments coded to expense accounts and not true supplier totals. To get your supplier totals: Go to Business overview and select Reports (Take me there). Enter the report name as Transaction List by Date. Choose Transaction List by Date. Select a Report period to the year. For Group By, select Supplier. Select Customise. Filter by the following Transaction Types: Bill Payment (Cheque) Bill Payment (Credit Card) Cash Expense Cheque Credit Card Expense Credit Card Credit Supplier Credit (Optional) If you want to report on a particular supplier or group, select the Name ▼ dropdown menu, then select the appropriate supplier(s). Select Run Report. Select Save

Learn how to get transactions from your bank or credit cards and manually import them into QuickBooks Online. Online banking is one of the biggest timesavers in QuickBooks Online. When you connect your bank and credit card accounts, QuickBooks automatically downloads transactions up to a certain date. If you want to enter older transactions, or if your bank or credit card can't connect to QuickBooks, you can still upload transactions manually. Before we go any further, watch the short video below which gives a full overview of how to import your bank transactions: To watch more how-to videos, visit our video section. Step 1: Pick a start date To avoid entering duplicates, you need to know the date of the oldest existing transaction currently in the account: In QuickBooks, go to Bookkeeping and select Chart of accounts (Take me there). Find the bank or credit card account you want to upload the transactions into. Select Account history. Find and write down the d

Learn what to do in QuickBooks Online when a customer overpays you. Customers can pay you too much for several reasons. When this happens, you can use the credit toward an invoice, refund the customer, or enter the overpayment as a tip in QuickBooks. Option 1: Apply the credit to an invoice Apply the credit to an invoice you already created Select + New. Select Receive payment. Select the customer, then the credit and the invoice. Select another pending invoice and enter the overpayment amount in its Payment column. Select Save and new or Save and close. Apply the credit to a new invoice Select + New. Select Invoice. Create the invoice. Select + New. Then select Receive payment. Select the credit and then Save and new or Save and close. Option 2: Refund the customer for the overpayment If your customer overpaid you on accident, you can give them a refund. Option 3: Record the overpayment as a tip If your customer paid more than their total on

Learn how to set up and manage projects in QuickBooks Online Plus and Accountant. Use projects in QuickBooks Online to track your project’s profitability. You can add project income, expenses, and labour expenses, add old transactions to new projects, and run project-specific reports from a single dashboard. Projects is only available in QuickBooks Online Plus and Accountant. Step 1: Turn on projects If it isn't already, turn on the Projects feature: Select Settings ⚙, then select Account and settings. Go to the Advanced tab. Find the Projects section and select Edit ✎ to expand it. Turn on Organise all job-related activity in one place. Select Save and then Done. Turn off projects You need to be a primary admin to turn off the Projects feature: Go to Settings ⚙ and select Accounts and settings. Select the Advanced tab. Find the Projects section and select Edit ✎ to expand it Select the green toggle option to turn off Organise all job-related activ

Learn how to send statements to show customers summaries of their invoices, payments, credits, and balances. When customers have outstanding balances or invoices that will soon be overdue, you can send them a customer statement. These are gentle, detailed reminders about upcoming deadlines. There are three types of customer statements in QuickBooks. Here's how to create Balance Forward, Open Item, and Transaction Statements. Create a customer statement Go to Get paid & pay and select Customers (Take me there). Select the checkboxes for the customers you want to make statements for. In the Batch actions dropdown ▼, select Create statements. In the Statement Type dropdown ▼, select the customer statement type: Balance Forward: Lists invoices and payments with outstanding balances for a specific date range. Open Item: Lists all open, unpaid invoices from the last 365 days. Transaction Statement: Lists all transactions for the selected date rang

Learn how to unreconcile an individual transaction from a completed reconciliation. When you reconcile an account, you compare each transaction on your bank statement with transactions entered into QuickBooks. If everything matches, you know your accounts are balanced and accurate. But if you’ve reconciled a transaction by mistake, we’ll show you how to remove individual transactions from the reconciliation. Keep in mind, even small changes can unbalance your accounts. To minimise the impact, you can only unreconcile one transaction at a time. If you need to completely start over, reach out to your accountant. Only accountants can undo entire reconciliations. Step 1: Review the account Before changing anything, make sure you're making the right changes. We always recommend talking to your accountant if you're unsure. There are a few reasons for unreconciling a transaction. You reconciled it by accident, or it's an error and needs to be deleted. Review the opening, beginning, and e

Invalid characters in your QuickBooks Online company name, or in the name of one of your list items (such as Customers, Suppliers, Products and Services, or the Chart of Accounts), can lead to server errors or other problems in the application. To avoid or remedy these errors, make sure your company name in QuickBooks Online only contains accepted characters from this list. Here is a list of accepted characters: Alpha-numeric: A-Z, a-z, 0-9 Comma: , Dot or period: . Question mark: ? At symbol: @ Ampersand: & Exclamation point: ! Number/pound sign: # Single quote: ' Tilde: ~ Asterisk: * Space: ( ) Underscore: _ Minus sign/hyphen: - Semi-colon: ; Plus sign: + If you have any special characters in your company name that aren’t listed above, edit the company name: Go to Settings ⚙, then select Account and settings. From the left menu, select Company. Select Edit ✏️ in the Company Name section to edit the entry. Remove any invalid special characters