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Learn how to add your stock products in QuickBooks Online Plus. Add everything you buy and sell in your stock into QuickBooks. Then, let QuickBooks update the quantity on hand as you work so you don't have to. Once you're set up, it's easy to track stock in QuickBooks and add products to sales forms. If you buy and sell products and services but don't track them as part of your stock, here's how to add them to QuickBooks. Learn about product and service types Stock: Products you sell and track quantities for. Stock features are available for QuickBooks Online Plus. Here's how to turn on and use stock features. Non-stock: Products or items you buy or sell, but don't need to track quantities. For example, nuts and bolts you use for installation jobs but don't sell directly. Service: Services you provide to customers. Bundle: Several products or services you sell together as a single item. For example, a gift basket. Step 1: Turn on stock tracking

What is happening? Note: Please note this article is for QuickBooks customers in Malaysia. The Royal Malaysian Customs Department (RMCD) expanded the list of electronic services provided by non-resident suppliers subject to Sales and Services Tax (SST). As a result, Intuit Limited, providers of QuickBooks, is now a SST registered entity in Malaysia. Starting on your next bill date on or after 01 March 2020, we will be required to collect 6% SST on all QuickBooks Online subscriptions. SST charges are collected by Intuit on behalf of the government and as such, should not be considered as a price increase. For more information, visit https://mysst.customs.gov.my What should I do? If you have a SST Registration Number, you must complete these steps for it to be reflected on your invoice. Sign in to your QuickBooks Online account. Select Settings ⚙, then select Account and Settings. In the Company name section, select the Edit ✎. Enter your SST Registration Number in the Sales and Ser

Learn how to filter the Profit and Loss report by bank account. QuickBooks Online does not have a way to filter your Profit and Loss report by bank account directly. However, you can use Location tracking to get essentially the same information. Bank accounts are classified as Balance Sheet accounts. The Profit and Loss report is driven by income and expense accounts, so Balance Sheet accounts don't affect it. With Location tracking enabled you can set up a location for each bank account. Assign each transaction you enter to one of those location/bank accounts. And filter the Profit and Loss report by location to see each bank account's PL. We show you how to do each of these steps. Step 1: Turn on Location tracking Before you can set up locations for your bank accounts, you must turn on the Location tracking feature. Note: The Location tracking feature is available only in QuickBooks Online Plus. To turn on Location tracking: Go to Settings ⚙.

Learn how to make accounts inactive from your chart of accounts. Keep your chart of accounts simple and organised. If you don't plan to use an account anymore, you can make it inactive. QuickBooks makes accounts inactive instead of deleting them so you have access to past transaction data for reporting purposes. If you've never used an account or its balance is EUR €0, you can easily make it inactive. However, active accounts will take a bit more work. Since accounts rely on each other to stay balanced, deleting data from one affects everything else. We'll guide you through what you can do so you can make the best choice. There's a big difference between disconnecting an account from online banking and deleting one from your chart of accounts. Here are a few tips to keep in mind. Note: If you are looking to make a banking account inactive, it's better to disconnect it. Then, QuickBooks stops downloading new transactions, but your existing accounting data won't change. Disconnectin

Amortisation of debts and assets in QuickBooks Online will have to be done through manual transactions, such as cheques and journal entries. For example, the amortisation of debts can be done with a cheque. To process amortisation of debts with a cheque: Select + New. Select Cheque. From the Payee ▼ dropdown menu, select a customer. From the Bank Account ▼ dropdown menu, select an account. Enter a Mailing address. If this is a hand-written cheque, enter a Cheque no. and an appropriate Payment date. Choose a Location ▼ if applicable. From the Amounts are ▼ dropdown menu, select the applicable tax. From the Category ▼dropdown, select the loan account. Enter a Description. In the Amount field, enter the amount paid off for the principal loan. From the VAT ▼ dropdown menu, select a rate. Select the Billable checkbox if needed. From the Customer/Project ▼ dropdown menu, make a selection. From the Class ▼ dropdown menu, make a selection. Enter the interes

Just like balancing your chequebook, you need to regularly review your accounts in QuickBooks. You need to make sure the amounts match your real-life bank and credit card statements. This process is called reconciling (or a reconciliation). Use this guide anytime you need help doing or fixing a reconciliation. We know this can be tricky. If you’re new to reconciliations or need more help, reach out to your accountant. This can get tricky and they know how to handle the next steps. Starting a new reconciliation Here's everything you need to know to get started. Check the opening balance When you create a new bank or credit card account in QuickBooks, you need to enter an opening balance. The first time you reconcile the account, always double-check the opening balance: Enter an opening balance in QuickBooks Online Reconcile an account Once you have your monthly bank statements, you can reconcile your accounts. You'll compare each transaction in

Need to make a password, email address or user ID update? You can make changes to your accounts from your Intuit Account Manager. Change your QuickBooks user ID, email address, password, and other info Tip: Do you have multiple companies? Or see a message that your email is already being used? Consider consolidating them under a single user ID for a better sign-in experience. From QuickBooks Online Sign in to QuickBooks Online. Select your profile icon next to Settings ⚙. Select Manage your Intuit Account. This opens the Intuit Account Manager. Select the Sign in & security menu. Select the User ID, Email address, or Password section. Make your changes. When you're done, select Save. Note: If you changed your email address, make sure to also update your email address in the Manage users section of QuickBooks. This ensures you continue to receive emails for your QuickBooks subscription. From QuickBooks Online Accountant If you use QuickBooks Online

You don't need an accounting degree to do your bookkeeping in QuickBooks. However, it's good to know the basics. Use this glossary to learn more about what goes on behind the scenes in QuickBooks. A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z A Accrual method accounting If you use the accrual method, your business reports income and expenses for completed and pending transactions. That means you also report transactions in accounts payable (A/P) and accounts receivable (A/R). If you use the accrual method in QuickBooks, completed and pending transactions show up on financial reports. You see customer transactions even if you haven't been paid and bills you haven't paid yet. The accrual method gives you a complete view of your finances since you track current and future transactions. However, keep an eye on what you actually have in the bank. Since you also count unpaid transactions as income, it may seem like you h

Learn how to check the format of the CSV file you got from your bank to upload transactions to QuickBooks. Instead of connecting your bank and credit card accounts to QuickBooks, you can upload them manually. You usually download this file from your bank. Before you can upload it, you need to make sure the data is in the correct format. Here's how to check the format of bank transactions in a CSV file you plan to upload into QuickBooks. Learn about CSV formats You can upload CSVs with either the following 3-column or 4-column format. These are the only columns QuickBooks can handle and this order. Each bank formats CSV files differently. This means you may not be able to import CSVs from certain banks since files don't have the format QuickBooks needs. The 3 column format This format has a Date, Description, and Amount column. A B C 1 Date Description Amount 2 1/1/2018 Example of a payment -100.00 3 1/1/2018 Exa

To pay a subcontractor or a supplier for timesheet entries, create a report that totals the number of hours worked. Then enter a bill or write a cheque for that supplier. Step 1: Create a Time Activities by Employee report Go to Business overview and select Reports (Take me there). Find and open a Time Activities by Employee Detail report. Select Customise. Select a time period under Time Activity Date. Adjust the dates or enter the date range in the fields. In the Filter section, select the supplier from the Employee dropdown. Or if you want all of them on one report, check multiple names. Select Run report. Note: If the timesheet entries are billable, the Amount column will show what you are charging your customer, and most likely more than you are paying your supplier. This report is usually created to get total hours. But if you bill your customers the same amount as you pay your suppliers, you can use the amount column for the total owed to your subcontractor.

Learn how to record business expenses you made with personal funds in QuickBooks Online. Although we recommend not to mix business and personal funds, we know it happens sometimes. When you reimburse a personal expense, you can record it as a cheque or an expense. Here's how. Step 1: Record the business expense you paid for with personal funds Select + New. Select Journal Entry. On the first line, select the expense account for the purchase. Enter the purchase amount in the Debits column. On the second line, select Partner's equity or Owner's equity. Enter the same purchase amount in the Credits column. Select Save and close. Step 2: Decide how you want to reimburse the money For the reimbursement , you have two options. Option 1: Record the reimbursement as a cheque Select + New. Select Cheque. Or if you're in Business view, follow the steps to switch to Accountant view first. Then come back to these steps. Select a bank account to use to reimburs

Learn how to create and send invoices in QuickBooks Online. If you plan to get paid in the future for products and services you sell, send your customers an invoice. You can simply add the product or service you’re selling to an invoice and email it to your customer.  We'll also show you how to handle things if you use an external payment processing platform. Step 1: Create and send an invoice Select + New. Select Invoice. From the Customer ▼ dropdown, select a customer. Make sure all of their info is correct, especially their email address. Review the Invoice date. If you need to, change the due date in the Terms ▼ dropdown. Tip: Net refers to the number of days until the payment is due. The default is 30 days, but you can change the due date if needed. From the Product/Service column, select a product or service. You can also select +Add new to create a new product or service right from the invoice. Enter a Quantity, Rate and Change amount if needed. S

You can add banking details to your invoices by adding custom fields, headers or footers to the invoice. Here’s how to add the fields: Go to Settings ⚙ and select Custom form styles. Locate the Standard style and select Edit on the right-hand side of the column. On the style page, you can you can select a new style or select Next to stay with the one you have. Select Footer and add a custom message with the banking details or add the banking details in as a footer, select Save. Note: The change will only apply to newly created invoices after the invoice customisation was applied. You can also create your own invoice template in Word. For more information, see the article How to Import Template Styles from Word.

Changing the way you manage your business can seem like a big step. By importing your data from another software into QuickBooks using Excel, you can get up and run faster. Learn what data you can bring over to QuickBooks Online, and how to import your data to get started quickly. You can manually import your existing lists (suppliers, customers, products and services, and chart of accounts), as well as your opening balance, invoices and bills from another software into QuickBooks using Excel CSV files. How to import your data into QuickBooks Online Sign in to QuickBooks Online. Go to Settings ⚙ and select Import data. Select the data you wish to import. Note: Once you have selected a data type, you can select Download a sample file. This will help you in formatting your data correctly. To make sure your data imports correctly, import each Excel spreadsheet in this order: Chart of Accounts Customer Suppliers Products and services Invoices Bills Import your Chart of Account

Learn how to review and edit your opening balance if you recently added older transactions to your account. The opening balance tells QuickBooks when you want to start tracking transactions in an account. It summarises all of your older transactions up to that point. Later on, you may want to add transactions that are older than the opening balance. Some users need more transactions than QuickBooks automatically downloads when they first connect their online bank accounts. If you do, you'll need to adjust your opening balance. There are a few ways to handle this and we'll show you both options. New to reconciling? Start with our reconcile guide. Track older transactions the easy way Since your opening balance summarises all of your older transactions, you don't have to enter them at all. They're already in QuickBooks. You can simply leave your opening balance alone and start tracking new transactions going forward. Learn more about opening balances When you c

Learn how to reconcile your accounts so they always match your bank and credit card statements. Just like balancing your chequebook, you need to review your accounts in QuickBooks to make sure they match your bank and credit card statements. This process is called reconciling. When you have your bank statement in hand, you'll compare each transaction with the ones entered into QuickBooks. If everything matches, you know your accounts are balanced and accurate. We recommend reconciling your current, savings, and credit card accounts every month. Here's how to get started. Or check out our complete reconciliation guide. Step 1: Review your opening balance If you're reconciling an account for the first time, review the opening balance. It needs to match the balance of your real-life bank account for the day you decided to start tracking transactions in QuickBooks. Tip: When you connect your bank and credit cards to online banking, QuickBooks automatically downloads tran

Learn how to use classes to track income, expenses, or profitability by business segment. You can do this in QuickBooks Online Plus. Get specific insights you need to plan ahead. Use classes to track your transactions by departments, product lines, or any other meaningful segments in your business. So when it’s time to run reports, you have a clear picture of each segment’s financial health. Then, you can use this info to set a budget goal for each class. We’ll show you how. Note: Don’t have QuickBooks Plus? It’s easy to upgrade your plan once you’re ready to use class tracking. Step 1: Pick the tool that’s right for you Think about what you want to track and what kind of insights you want to see. Class tracking is a flexible organisational tool. However, QuickBooks also has other features that might be more specific for your tracking and reporting needs: If you do business in multiple locations, you can use location tracking instead. This is a more specific way of tracking your sale

Learn how to include a service fee for products or services you sell to customers. In addition, there may be times when you need to include surcharges or service fees for products and services you sell. You can manually add these types of fees to new or existing invoices. We'll show you how to create a fee item in QuickBooks that you can add to an invoice as a line item. Note: It's a good idea to tell customers about surcharges and service fees before you invoice them. You may want to include this in the default email message you send along with invoices. Step 1: Create a service fee item In QuickBooks, create the fee as a service item. This lets you quickly add a standard fee with a clear, detailed description to invoices. Go to Get paid & pay and select Products and services (Take me there). Select New. Select Service. Give the fee a name. From the Category ▼ dropdown, select the category that best describes the fee. Learn more about item categories. Fill out t

Learn how to review downloaded bank and credit card transactions and put them in the correct accounts. After you connect your bank and credit card accounts QuickBooks automatically downloads the latest transactions. It looks for and tries to match them with transactions you've already entered into QuickBooks. If it can't find a match, it creates a new transaction record for you. Step 1: Download the latest bank and credit card transactions For most banks, QuickBooks downloads the latest available transactions every night around 10 PM PT. Some may take a little longer. You can also manually update your accounts anytime to get the latest available transactions: Go to Bookkeeping, select Transactions, then select Bank transactions (Take me there). Select Update. This updates all of your bank and credit card accounts. Tip: If you see a message about additional authentication, follow the on-screen steps to continue the update. Not all banks require this, but some do for added p

Learn how to add, manage, or delete user profiles. QuickBooks Online lets you add users who help with your company's bookkeeping. You can give each user certain permissions to do specific tasks. Your subscription level determines how many users you can add. Here's how to add or edit users in QuickBooks. Tip: To give an accountant access to review your QuickBooks company, you can invite them as a firm user. Add a QuickBooks Online user Step 1: Invite your new user Select Settings ⚙, then Manage users. If you can’t select this, you don’t have permission to manage other users. Contact an admin user for help. Select Add user. Select the user type you want to create.  More options will appear on the screen depending on the user type you select. Enter your new user’s name and email address, then select Save. Seeing a user limit? If you see a user limit message, it’s because QuickBooks Online has a maximum number of users depending on your subscription. Learn about l

Learn how to put payments into the Undeposited Funds account before you combine them into a deposit. The Undeposited Funds account keeps a record of payments in QuickBooks until you physically deposit the same payments at your real-life bank. Banks often combine all the payments you deposit into a single transaction. Once you have your deposit slip and know which payments your bank combined, you can do the same in QuickBooks. Put payments into the Undeposited Funds account until you're ready to combine them. When you have your deposit slip, you can combine payments from Undeposited Funds into a single record. This way, QuickBooks always matches your bank records. Here’s how to put payments into your Undeposited Funds account. Step 1: Put payments into the Undeposited Funds account You only have one Undeposited Funds account. Use it to hold all payments you need to combine and group together. You'll decide which account in QuickBooks to put the deposit into when you combine. F

Learn how to use projects to calculate your profits and costs by project. These "job costing" features are available in QuickBooks Online Plus and Accountant. You can use projects to quickly calculate your project income and costs. QuickBooks separates your hourly labour from other project costs so everything is easy to understand. This gives you a clear picture of your profits from every project. Step 1: Turn on and create projects If you haven’t already, here’s an easy step to turn on and create a new project. Step 2: Add project income and expenses Now that you’ve created your first project, start adding income and expenses. Adding transactions to projects won’t change how they’re categorised or affect your accounts. You’re simply tagging them so you can track specific project income and expenses. Open your project. Select the Add to project button to create a brand new transaction. Select Invoice, Receive Payment, Expense, Quote, Time, Bill or Purchase order. Yo

Learn how to change your billing info, payment method, upgrade and downgrade your subscription. If your personal or business information changes, you need to edit it in QuickBooks so everything stays accurate. Here's how to manage billing, payment, and subscription information directly from QuickBooks Online. Tip: Our in-product QuickBooks Digital Assistant can walk you through the process of updating your billing. Simply open the Digital Assistant, type "billing", and follow the instructions. Get started now. Update your credit card payment info Follow the steps based on how you subscribed to QuickBooks Online. If you subscribed through a mobile app store, follow the steps in that section. If you subscribed online directly through QuickBooks Online Sign in as a primary or company admin. Select Settings ⚙ in the top right, and then Account and settings. Select the Billing & Subscription tab. Select Edit ✏️ next to your payment method. Update your payment info.

Learn more about sending invoices from your Gmail address. To manage your business emails easier, connect Gmail to your QuickBooks company. Here are some helpful tips to make the connection easier. Setting up invoices to send from your Gmail address How do I send invoices with my Gmail address? To get started, learn how to set up QuickBooks to send invoices from your Gmail address. Can I use an email provider other than Gmail? Not yet. We hope to add more email providers in the future. Do I need to sign in to my Google account every time I send invoices? No. Once you connect your Gmail account, you can automatically send invoices from QuickBooks Online. Can I add more than one Gmail address to use in QuickBooks Online? No, you only use one Gmail address per company. Can I connect my Google account to more than one QuickBooks Online company? Yes, you can connect the same Gmail account to multiple companies. What Gmail ac

Learn how to record journal entries in QuickBooks Online. Journal entries are the last resort for entering transactions. They let you move money between accounts and force your books to balance in specific ways.  Use them only if you understand accounting or you’re following the advice of your accountant. You should also have a good understanding of debits and credits. Here are a few reasons to create a journal entry: Enter debits and credits manually, like in traditional accounting systems. Transfer money between income and expense accounts. Transfer money from an asset, liability, or equity account to an income or expense account. Create a journal entry Select + New. Select Journal entry. On the first line, select an account from the Account field. Depending on if you need to debit or credit the account, enter the amount in the correct column. On the next line, select the other account you're moving money to or from. Depending on if you entered a debit or cre