Help Articles

Learn what to do if you have issues when you manually upload bank and credit card transactions into QuickBooks Online. In QuickBooks Online, you can manually upload your bank transactions. If you can't upload them, or you get an error, don't worry. These are usually temporary and easy to fix. Follow the specific steps below for the message you see. "The uploaded file contains invalid transaction amount information." This can happen if one of your transactions has 12 or more digits. QuickBooks can't upload transactions this large. To fix this, remove the transaction from the file. Then, enter the transaction as an individual sales receipt or expense in QuickBooks. Then upload the file again. If you need, you can also reformat your CSV before you upload them. "The uploaded file is of a different type than these accounts." This can happen if you're uploading a file for a different type of account than the one you selected. For instance, if you chose checking but you're

The multicurrency feature gives you the ability to record transactions in foreign currencies. If you have customers, suppliers, or bank accounts that use a currency other than your local currency, you can turn on the multicurrency feature to properly track these transactions, as well as exchange rate gains and losses.  Once you turn the multicurrency feature on you cannot turn it off again, so be absolutely sure you want to turn it on. The multicurrency feature and foreign currencies are available in QuickBooks Online Essentials and Plus. Notes Turn on multicurrency Warning: Once you turn multicurrency on, your Home currency is set and cannot be changed. Go to Settings ⚙. Select Account and settings. Select Advanced. Select Edit ✎ in the Currency section and choose your Home Currency. Select the Multicurrency checkbox and confirm that you understand that you can't undo this option. Select Save and close. The Manage Currencies link that appears takes

Learn how to get a new QuickBooks user account. Use your QuickBooks user account to manage settings for all of your QuickBooks Online products. It ties everything to one email address. Use this account any time you want to sign up for a new QuickBooks Online product. Follow these steps if you need to update an existing QuickBooks user account. Go to the Intuit accounts page. Select the Create an account link. Enter your email address and phone number. Note: If you see a "This user ID is already taken" message, you may already have an account. Select the I forgot my User ID or Password link and enter your email address. Create a password. When you're ready, select Create Account. We'll send you a link with instructions to verify your email address. Then you're all set.

You can track the value of your stock assets manually in QuickBooks Online following the steps below. Note: If you're using QuickBooks Online Plus, you can use the built-in stock feature instead of tracking stock manually. Create an account to track your stock value Select the Gear icon at the top, then Chart of Accounts. Select New. Select Current assets from the Account Type dropdown. Select Other current assets from the Detail Type dropdown. (Optional) Input a unique Name (system default will be Other current assets), Description, Default Tax Code, and Balance for the account. Select Save and Close. If desired, you can create an account for each type of stock. For example, if you sell used cars and motorcycles, you'd create an account for cars and another for motorcycles. Create an account to track your cost of goods sold Select the Gear icon at the top, then Chart of Accounts. Select + New.

Learn how to change your wholesale discount client's subscription level. Does your client need more from QuickBooks Online? Or is their current product more than they need? You can upgrade or downgrade your clients' QuickBooks Online subscription level so they get more (or fewer) accounting tools. Here's how to change subscription level between Simple Start, Essentials, and Plus. Upgrade a client's subscription level In QuickBooks Online Accountant, go to Settings ⚙️ and then Subscriptions and billing. Select the Accountant-billed subscriptions tab. Look for your client's name. Next to the client, select the arrow ▶ to display that client's product subscriptions. Next to the product you wish to upgrade, from the Subscription actions ▼ dropdown, select Upgrade. Tip: If you recently moved one of a client to your wholesale discount plan and their status is pending, you need to wait to upgrade them. Downgrade a client's subscription level Talk to your client before

Learn how to delete or disconnect a bank or credit card account from QuickBooks Online. When you connect an account to online banking, QuickBooks automatically downloads your recent transactions. If you decide you don't want to get new transactions from your bank, simply disconnect the account. We'll also show you how to completely delete accounts if you don't need the data from it anymore. 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. Decide what's best for you Disconnecting accounts connected to online banking Instead of deleting accounts that are connected to online banking, we recommend disconnecting it. This simply stops QuickBooks from downloading new transactions. If you disconnect an account from online banking, your existing accounting data won't change. You can reconnect it any time to start downloading transactions again. When you disconnect, Qui

Learn how to add your bank and credit card accounts to QuickBooks Online and download your transactions. Online banking, or bank feeds, saves time so you don’t have to enter anything manually.  Once you connect your accounts, transactions will download and categorise. All you have to do is approve them. Step 1: Connect a bank or credit card account You can connect as many business and personal accounts as you want. Go to Bookkeeping, select Transactions, then select Bank transactions (Take me there). Select Connect account on the landing page if this is your first time connecting. Or select Link account if you've already created one. Search for your bank. You can connect most banks, even small credit unions. Note: If you can’t find your bank but still want to add your transactions to QuickBooks Online, you can also manually upload bank transactions. Select Continue. Then sign into your bank by entering your banking username and password.  Follo

Learn how to track your stock in QuickBooks Online Plus. QuickBooks Online has everything you need to manage your stock. Track what's on hand, get alerts when it’s time to restock and see insights on what you buy and sell. You can also enter non-stock products and services so you can quickly add them to your sales forms. We’ll help you set it all up and get going. Stock features are available for QuickBooks Online Plus. If you don’t have Plus, upgrade your QuickBooks plan to start tracking your stock. Step 1: Turn on stock tracking If you haven’t yet, turn on these settings so you can add your stock. Go to Settings ⚙ and select Account and settings. Select Sales. Select Edit ✎ in the Products and services section. Turn on Show Product/Service column on sales forms. Turn on both Track quantity and price/rate and Track stock quantity on hand. Select Save and then Done. Learn how QuickBooks handles your stock accounting QuickBooks always considers the first items you p

Learn how to review your beginning balance and look for issues for accounts you haven't reconciled before. If you're reconciling an account for the first time and the beginning balance is off, don't worry. Most beginning balance issues are caused by an incorrect opening balance. This is the account's starting point you set when you first created it in QuickBooks. Correcting the opening balance should also fix your beginning balance issues. Here's what to review so you can start reconciling your account for the first time. Tip: If you've reconciled the account in the past, don't follow these steps. Here's what to review for accounts you've already reconciled. Or, if you're new to the entire process, start with our reconciliation guide. Step 1: Review the opening balance in QuickBooks Double-check the opening balance for the account you're reconciling. Sometimes, the opening balance doesn't include transactions that were still pending when you created

Learn how to enter an opening balance after you already created an account to track transactions in QuickBooks. When you create a new account in QuickBooks Online, you pick a day to start tracking transactions and enter the balance for your real-life account for that day. This starting point is the opening balance. If you forgot to enter an opening balance when you created an account, don't worry. You can go back later and create a journal entry to record it. Then you can get back to business as usual. Important: Only use this method if you haven't reconciled the account yet. If you've reconciled it, or if you have questions, reach out to your accountant. This can get tricky and they know how to handle the next steps. Step 1: Make sure you don't already have an opening balance Before you go further, check your account register. Double-check that you don't already have an opening balance: Go to Bookkeeping and select Chart of accounts (Take me there). Find the account and sel

Learn how to set up and add accounts to your chart of accounts. The chart of accounts is a list of all of your accounts in QuickBooks. When you create your company file, QuickBooks automatically customises your chart of accounts based on your industry. You can add more accounts any time you need to track other types of transactions. Here's how to add more accounts to your chart of accounts. Add a new account to your chart of accounts Go to Settings ⚙ and select Chart of Accounts. Select New to create a new account. In the Account Type ▼ dropdown, choose an account type. In the Detail Type ▼ dropdown, select the detail type that best fits the transactions you want to track. Learn more about detail types. Give your new account a name. Tip: Use the detail type description to create a name that describes what you're tracking. Add a description. If this is a sub-account of an existing account, select Is sub-account and then enter the parent ac

From day one, your accounts in QuickBooks need to match the real-life bank and credit card accounts you're tracking.  When you create a new account in QuickBooks, you pick a day to start tracking transactions. Then, you enter the balance of your real-life bank account for whatever day you choose. This amount and start date set the account's opening balance. Learn how it works An opening balance is the starting point for the account. It summarises all past transactions in your up to the opening balance date. Think of it as a snapshot of the account's history. Pick an easy date to start your opening balance. If you just opened a new account at your bank, use the day you opened the account. If you've had the account for a while, start your opening balance on the same day as the beginning of your next bank statement. Whatever date you choose, use your bank statement to get the account's balance for that day. Tip: QuickBooks tracks all of your opening balances for all of you

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Learn about the Undeposited Funds account and how to combine multiple payments together in QuickBooks. When you put money in the bank, you often deposit several payments at once. For example, let’s say you deposit five $100 checks from different customers into your real-life checking account. Your bank records all five checks as one $500 deposit. So, you need to combine your five separate $100 records in QuickBooks to match what your bank shows as one $500 deposit. You don’t need to do this if you’re downloading transactions directly from your bank. Learn how it works Use the Undeposited Funds account to hold invoice payments and sales receipts you want to combine. It’s like the lockbox (or drawer) you keep payments in before taking them to the bank. When you have your deposit slip, make a bank deposit in QuickBooks to combine payments in Undeposited Funds to match. This two-step process ensures QuickBooks always matches your bank records. It also makes your reconciliations much e

Learn how to manage your QuickBooks plan to add more or have fewer accounting features. We want to help you find the best accounting tools for your business. As your business grows, QuickBooks grows with you. When you're ready for more features, you can to upgrade your subscription. Or, if your current subscription isn't a good fit, we can help you switch to a different plan. Here's an overview of the key differences between each subscription plan: Here’s how to upgrade or downgrade your QuickBooks Online subscription. Note: If you’re an accountant, learn how to upgrade or downgrade your client’s QuickBooks Online subscription.  Upgrade your subscription Step 1: Choose a new plan Check out the available pricing plans to see which subscription level is right for you. Step 2: Upgrade your subscription Sign in to QuickBooks Online as a primary or company admin. Select Settings ⚙ and then Account and settings. Select the Billing & subscription tab. Make

Learn which reports are available for your version of QuickBooks Online. Financial reports give you snapshots of different areas of your business. Most reports are available for all QuickBooks Online users. Some, however, are only available for certain subscription levels. Here's what's available for Simple Start, Essentials, and Plus users. REPORT NAME SIMPLE START ESSENTIALS PLUS Business Overview Audit Log X X X Balance Sheet Comparison X X X Balance Sheet Detail X X X Balance Sheet Summary X X Balance Sheet X X X Business Snapshot X X Profit and Loss as % of total income X Profit and Loss Comparison X Profit and Loss Detail X Profit and Loss year-to-date comparison X Profit and Loss by Customer X X X Profit and Loss by Month X

Learn how to refund a customer. If you need to return your customer's money, don't worry. Here's how to record a refund based on various scenarios. This ensures your books are up-to-date. Customer refund if invoice has been paid Select + New and select Credit note. In the Customer field, select the appropriate customer. Enter the Credit Note Date, Amount, VAT, and Product/Service (This is the category, product, or service you’re getting a credit for). Select Save and close. Note: If the customer has overpaid – you do not need the credit note as you will already have an unapplied credit that acts as your credit note. Select + New and select Expense. In the Payee field, select or enter the desired customer. In the Payment account field, select the bank the money is being refunded from. In the Category field, select the Debtors account (Accounts receivable). In the Amount field, enter the amount of the refund. In the V

As part of our process to upgrade to open banking connections, customers who currently have Allied Irish Bank connections are require to re-validate your account in QuickBooks. To upgrade your existing, follow the steps below: Go to Bookkeeping, select Transactions, then select Bank transactions (Take me there). On your AIB bank card, go to the For review section and accept or exclude all the transactions. Once done, you need to disconnect the account: Select the pencil ✎ icon in the account card and select Edit account info. When the account information window appears, scroll to the bottom and select on Disconnect this account on save. Select Save and close. Note: this will make the card icon disappear from the banking screen. The account has not been deleted and can be found in your chart of accounts along with any transactions. You can now reconnect the bank account. To do this: Go to Banking and select Add Account. Search for AIB (ROI) and fo

Learn how bank deposits work with the Undeposited Funds account in QuickBooks. Let’s say you physically put several payments in the bank: you deposit a few checks and some cash for a total of EUR €100. Your bank may record everything as one single EUR €100 deposit. Or it may record the checks and cash separately. When you should do it In QuickBooks, you need to record your deposit to match your bank statements exactly. If your bank records multiple payments as a single deposit, you’ll do the same in QuickBooks. If your bank records payments separately, enter each one separately. Learn how it works Use the Bank Deposits feature to group payments together into a single bank deposit record. First, put the invoice payments and sales receipts you need to combine into your Undeposited Funds account. Then group them together on the Bank Deposit screen and move the single bank deposit it into an account. This process ensures QuickBooks always matches your bank records. (It also makes account

Learn how to combine multiple transactions into a single record so QuickBooks matches your real-life bank deposits. When you deposit money at the bank, you often deposit multiple payments from sources all at once. The bank usually records everything as a single record with one total. If you enter the same payments as individual records in QuickBooks, they won’t match the way your bank recorded the deposit. In these cases, QuickBooks has a special way for you to combine transactions so your records match your real-life bank deposit. Here’s how to record bank deposits in QuickBooks Online. Put transactions you need to combine into your Undeposited Funds account.  Then use the bank deposit feature to combine them. Or learn more about bank deposits in QuickBooks Step 1: Put transactions into the Undeposited Funds account If you haven’t already, put invoice payments and sales receipts you want to combine into the Undeposited Funds account. This account holds everything b

Learn what to do if QuickBooks Online doesn't match your bank statement at the end of a reconciliation. When you reconcile an account, you compare transactions in QuickBooks with the same ones on your bank statements. After you review everything, the difference between the ending balance in QuickBooks and your bank statement should be EUR €0.00. If the ending balances don't match, don't worry. Here's how to find and fix issues so you can finish reconciling. Tip: If you haven't already, start with our reconciliation guide. There may be other issues you need to fix first to get a correct ending balance. Learn what causes ending balance issues Someone entered an incorrect ending balance at the start of the reconciliation. There are missing or duplicate transactions in QuickBooks. Someone entered transactions into QuickBooks that haven't cleared your bank yet. Step 1: Review the opening and beginning balance If you haven't already, review the open

Learn how to import a list of your products and services from Excel or Google Sheets to QuickBooks Online. Importing a spreadsheet of your products and services into QuickBooks can save you time. We’ll show you how to format your spreadsheet in Excel or Google Sheets and import it directly into QuickBooks. Format your spreadsheet You can create a spreadsheet of your products and services in Excel or Google Sheets. Our sample file shows you how to format your spreadsheet so it imports correctly. Here's how to download the sample file and formatting tips: Sign in to QuickBooks Online. Select Settings ⚙. Then select Import Data. Select Download a sample file and open the file. Formatting tips: Product/Service Name: 100 character limit. Avoid special characters. See the approved characters list for more info. Income Account: You can't use sub-accounts. Quantity as-of Date: Format like this: MM/DD/YYYY or DD/MM/YYYY Income and Expense account: You can't use sub-acco

Learn how to manage multiple company files. You can have multiple companies under the same QuickBooks Online account. Each company file is it's own paid subscription, but you access them with the same sign-in info. This lets you quickly switch between companies so you can manage everything more efficiently. Move existing company files to same account If you have multiple companies under separate accounts in QuickBooks Online, here's how to move them all into one account. Add a new company Visit the QuickBooks pricing page and select the subscription option you want. When you are on the login page, select the Sign in link next to Already have an account? with the same credentials you have for your current company. If you want to have two separate sets of credentials, enter a new user ID.Follow the on-screen instructions to create a new company file. Switch between company files Whenever you sign in, QuickBooks asks which company file you want to open. To sw

Enter a credit from a supplier How you enter the credit depends on how you record your purchases. Choose the section below that applies to you. If you’re not sure, ask your accountant. If you enter bills you plan to pay later Use these steps if you enter bills to track your expenses. This makes sure the credit hits the expense account you use for this supplier. Create a supplier credit Select + New. Select Supplier credit. In the Supplier dropdown, select your supplier. Depending on how you record purchases with this supplier, enter the Category details or Item details. Usually, this is the category, product, or service you’re getting a credit for. Select Save and close. Apply supplier credits to a bill You can apply a supplier credit toward any open or future bill. When you’re ready to use the credit, here’s how to do it. Select + New. Select Pay bills or Pay bill. Select a bill for your supplier from the list. You'll see the ava

In QuickBooks Online, after you set up your assets, you can record their depreciation. QuickBooks Online doesn't automatically depreciate fixed assets. Instead, you need to manually track depreciation using journal entries. Note: Calculating asset depreciation is difficult. Your accountant knows the best methods. We recommend working with them to regularly review how you track depreciation. Step 1: Check to see if you already have a depreciation account To avoid creating duplicates, make sure you don’t already have a depreciation account. Go to Settings ⚙ and select Chart of accounts. In the Filter by name field, enter “depreciation”.  If you see an account with “Depreciation” in the Name column, “Other Expense” in the Type column, and “Depreciation” in the Detail Type column, then your chart of accounts is already set up. You can skip to Step 3. Step 2: Set up a depreciation account If you haven’t already, create an account to track depreciation. If you don’t have one alrea