Help Articles

QuickBooks Online lets you add attachments to customer and supplier profiles, as well as their transactions. This allows for more organised recordkeeping. It can also help your accountant manage your books at the end of the financial year. Transactions that support attachments Attachments can be added to any of the following transactions: Bills Cheques Credit Card Credit Note Customers Delayed Charge Estimates Expenses Invoices Receive Payments Refund Receipt Sales Receipt Suppliers Supplier Credit Important: Attachments can't be attached directly to list items, such as Accounts or Employee Names. Also, attachments can't contain special characters in the file name. Learn more about special characters in QuickBooks Online. Supported attachment file types To protect the security of your QuickBooks Online account, the following file types are supported for attachments: PDF JPEG PNG DOC XLSX CSV TIFF GIF XML How to attach a document For a suppl

I am looking for some help with VAT please.  My client is registered is based in Northern Ireland and has voluntarily registered for VAT with HMRC.  They have customers and suppliers in both the UK and the Republic of Ireland.  Can someone please confirm how I would process VAT invoices for sales and purchases for ROI transactions - would I record as "No VAT" for those in order that they are not included in the VAT return? 

In the Chart of Accounts, all parent accounts and their subaccounts must have the same account type. If you need to change the type of account for an entire group, you must start with the subaccounts, reversing their subaccount status and then changing their account types. You can then change the account type of the parent account. Once all of the accounts reflect the new account type, you can link the subaccounts back to the parent account and return them to subaccount status. Warning: When changing account types, certain restrictions may apply. Change account types To change the account type of the accounts, start with the subaccounts, and then, when all of them have been changed, change the parent account: Go to Settings ⚙. Select Chart of Accounts. Locate the first subaccount to change. From the Action column dropdown menu, select Edit. Clear the Is subaccount checkbox. Select the new Account Type from the dropdown menu. Select the appropriate Detail

  Welcome to your Irish Quickbooks Online Community!    We’re here to get you the help you need, when you need it, so that you can get back to business. We’ve put together a list of FAQs from Irish customers that answer your most asked questions from the last quarter.   Help, I can’t sign in We know how important it is to get the help you need, especially if you are having trouble signing in. These  troubleshooting steps will help you get you back on track.    I invited a user, but they haven’t received an email invitation? Sometimes invitations can get misplaced. First, have the user check their junk folder. If the invitation is not in their junk folder, get them to add Intuit's service email addresses in their email's list of accepted senders. If they are still not receiving the email, go to the gear icon, manage users, delete the user. When you re-send the invite, ensure all the spelling is correct. If you are still having trouble adding your user

Learn how to add paid and unpaid invoices to projects in QuickBooks Online Plus or Accountant. Once you’ve set up your project, creating new invoices to add to a project is simple. But take care with existing invoices, especially invoices that are already linked to a payment. Editing invoices that are linked to payments will disconnect the payment. Don’t worry. We’ll show you how to add paid and unpaid existing invoices to your project and how to reconnect the linked payments. Add unpaid invoices to a project The best time to add existing invoices to projects is before they’re linked to a payment.Here’s how to add an unpaid invoice in QuickBooks Accountant: Go to Bookkeeping, select Transactions, then select All Sales (Take me there). Find and select the unpaid invoice. Select the Customer ▼ dropdown. Then select the project.  Select Save. Learn more about paid invoices before editing When you add a paid invoice to your project, the invoice disconnects from the attache

Learn how to build charts to see your business performance in QuickBooks Online Accountant. Every business tracks unique metrics to measure its performance. Create custom charts to track what matters most to your business. You choose the metric and the specific data the chart will include, like products, services, and locations. For some charts, you can even compare your numbers to other businesses in your industry. Here’s how to work with custom charts. Step 1: See your charts in the Performance centre The Performance centre shows all your charts in one place. To see it: Go to Business overview and select Reports (Take me there). Select the Performance centre tab. When you first visit the performance centre, QuickBooks has built-in charts ready for you. You can customise them to meet your needs. Step 2: Create a new chart You can track one metric in each chart, and create up to 25 charts. You can make charts to track these metrics: Expenses Revenue Gross profit Net profit

The VAT  rate in Ireland is changing from 23% to 21%. QuickBooks sets the VAT items that are used most often where your business is located. However, for this VAT change, you will need to create a temporary VAT code and associated VAT items.  Create a new VAT Code and VAT Items To create a new VAT code: From the toolbar select VAT and VAT Code List Next select VAT Code and New Enter the new VAT code ID, eg S21 Next, enter a description and make sure tax is enabled Before we select OK we need to create the new VAT items. Follow this process for both your purchase and sales VAT items: Select the purchase/sales drop-down  and ensure VAT Item is selected Enter a VAT name. This name appears as one of the choices in the Tax field on your sales forms. The name may be seen by your customers on invoices or other forms. It's helpful for the name to indicate the VAT return line (Optional) Enter a description. The description is for your o

Learn how to create invoices from project expenses in QuickBooks Online Plus. Once you set up Projects, you can invoice customers for specific project-related expenses (including timesheets). You can use these steps whether you’re charging customers for time and materials, or a fixed fee. Step 1: Decide how you’ll charge for projects If you charge for time and materials, you usually invoice customers for specific project expenses and hours worked. You’ll need to make your project expenses and timesheets billable so you can add them to invoices. If you charge for a fixed fee, you typically don't invoice for specific project expenses. Instead, you send customers a quote for the entire project. You can convert the quote into an invoice when the work begins. However, there may be times when you need to charge for specific project expenses. A common example is when customers ask for extra work outside the original project plan. Step 2: Turn on billable expenses If you haven’t alre

The method for entering outstanding balances for customers and suppliers depends on when you started using QuickBooks Online. Generally, it depends on whether they had balances before your QuickBooks Online start date, or after your start date. Note: If you want to keep track of individual sales or bills that make up your customer and supplier opening balances, enter each unpaid invoice and unpaid bill instead of entering a total balance for each customer and supplier. Setting up a customer opening balance Go to Get paid & pay and select Customers (Take me there). Select New customer. Enter customer information. Go to the Payments and billing tab, then enter Opening balance and as of date (most likely the date you started your QuickBooks Online account). Select Save. Note: In QuickBooks Online, it’s important to enter an opening balance when you set up a customer as it is not possible to edit the customer opening balance once you begin pos

Learn how to use SmartLook to open Glance and share your screen when you're on a support call. SmartLook is a set of support features that provide a more interactive support experience during a call. You can utilise the co-browse, screen share, and one-way video interaction features when you're on the phone with our support team. Learn more about SmartLook features What is co-browse? Co-browse allows Quickbooks support agents to view only pre-selected web browser windows on your computer and interact with the screen in real-time. Their access is limited only to what’s in the web browser and only the pages you want them to see. Support agents can't open browser tabs or view anything else on your computer. What is desktop screen share? Screen share allows support agents to view your entire computer desktop, rather than just a designated web browser windows in co-browse. Support agents are able to see whatever you have on your desktop during the session. What is a one-w

The following sections review information about Home currency adjustments that can help you when using the Multi-currency feature in QuickBooks Online. Why do some of my Home currency adjustment journal entries have a 0.00 amount? When you create a Home currency adjustment, QuickBooks Online creates a journal entry with zero gain or loss for Accounts Receivable or Accounts Payable. The journal entries keep track of the date you revalued a currency, the currency you revalued, and the exchange rate. Reports use the exchange rate from such adjustments to calculate unrealised gains and losses. Home currency adjustment journal entries with non-zero dollar amounts indicate that you've run Home currency adjustments on bank or credit card accounts and have realised gains or losses. While you can edit the journal entry's number and Memo field, and add attachments for your records, you can't change the date, debit or credit amounts, or exchange rate for the journal entry to ensure th

To keep things less cluttered when you're looking at your reports, you can hide rows and columns with no activity or a total amount of zero. This ability is only available for some reports. To show only active rows and columns: At the top of the report, select the Show non-zero or active only drop-down. If you don't see Show non-zero or active only, it isn't an option for that report. Choose which rows or columns to show: Active: Hide empty rows and columns. All: Show all rows or columns. Non-zero: Hide rows and columns with a total of zero. Select Run report. That's it. Now you know how to show only active rows and columns in your reports.

If you have turned on the Multicurrency feature and have connected banks that use foreign currencies, you can add transactions in those currencies to QuickBooks Online. Note: Make sure Multicurrency is turned on to add an exchange rate. The Multicurrency feature and foreign currencies are available in QuickBooks Online Essentials and Plus. Add foreign-currency transactions To add transactions in a foreign currency: Open the transaction details and select Add. In the currency fields, enter the Foreign amount or the Exchange rate your bank provides. QuickBooks Online calculates the total, and the Bank Description or Detail fields display the transaction as your bank displayed it on your statement, usually with the amount and currency. Split transactions If you use foreign currency, you can still split deposit and expense transactions based on different account categories and tax, but you can't split a transaction based on different currencies. To split

Learn when and how to turn on Multicurrency in QuickBooks Online Essentials, Plus. All your transactions must be accounted for in your books. If you have transactions in different currencies, QuickBooks' Multicurrency feature helps you record them easily without worrying about exchange rate conversions. Note: If you use Simple Start, you can upgrade your QuickBooks Online subscription so you can start tracking your foreign currency transactions. When to turn on Multicurrency You can turn on Multicurrency if you have customers, suppliers, or bank accounts that don't use your home currency. Once it's on, you can add transactions in another currency and QuickBooks handles all currency conversions. Note: You can assign a single currency to most types of accounts, including customers, suppliers, bank and credit card accounts, accounts receivable, and accounts payable. You will have to add a new account for each different currency that you use in transactions. How to turn on Multicurrency St

Learn how to use bank rules to automatically categorise transactions from your bank. When you download transactions from your bank, you need to categorise them so they go into the right accounts. Bank rules speed up this review process. You can create rules that automatically categorise transactions for you. The more QuickBooks uses your bank rules, the better it gets at categorising. After a while, it can even scan transactions and add details like payees. Step 1: Create a bank rule Go to Bookkeeping and select Rules (Take me there). Select New rule. Enter a name in the What do you want to call this rule? field. From the Apply this to transactions that are ▼ dropdown, select Money in or Money out. From the In ▼ dropdown, select the bank account. Set the rule conditions. You can set a single rule with up to 5 conditions. Set and include the following, then select + Add a condition. In the Conditions fields, specify whether the rule applies to Description

If you've connected an accountant user to your QuickBooks Online company, you can use the My Accountant page to communicate and collaborate with your accountant directly from within QuickBooks. Your accountant can't view this page in your books — accountants work from a different page in their own firm's company — so if you have more than one accountant user, they won't be able to view each other's requests and documents, to keep your work safe and confidential. Requests from your accountant When your accountant sends you a request for a document or information, the request is displayed on your My Accountant page, from which you can view and respond to it.Your accountant sets a due date for the request and specifies what they need. You can't directly edit these requests, but you can respond to them with comments and documents. To respond: From the top right menu, select My Experts. Under My Accountant, select the link to go to the My Accountant page. On the Requests tab,

Learn how to fix Accounts Receivable (A/R) or Accounts Payable (A/P) balance on a cash basis balance sheet. An issue with the balance is typically caused by one of two things: an accounts payable or accounts receivable transaction has affected the balance sheet account, or there's an unapplied payment. Transactions affecting a balance sheet An accounts receivable or accounts payable balance on a cash basis balance sheet is often caused by Accounts Receivable (A/R) or Accounts Payable (A/P) transaction. As soon as the entry is saved, the accounts receivable or accounts payable account shows a positive balance until you receive payment or pay the bill. Common examples are: VAT: Normally reported under Tax Payable, a liability account. Note: The name of this account may vary as per the tax agency you've set up. Security Deposits: Often entered on invoices using a product/service item that is reported under a security deposit liability account. Retainers: Often entered usin

Learn how and where to find your company ID while you're in QuickBooks Online. Ever wonder how your company is identified? We use a number called the QuickBooks Online company ID. If you contact us, we may ask for it. There are two ways to get your company ID. Method 1: Use your keyboard With QuickBooks Online open, press the following keys on your keyboard. Windows: Ctrl + Alt + ? Mac: Control + Option + ? Method 2: Go to the Billing & Subscription page If you have admin rights to QuickBooks, you can get your ID from your preferences. Go to Settings ⚙ and select Account and settings. Select the Billing & Subscription tab. You'll see the company ID at the top of the Billing & Subscription section.

Learn how to use the Custom transaction numbers feature to set your own numbering preference. This feature is activated by default. If you do not want QuickBooks to automatically assign numbers to your sales forms, you can turn off this feature. Set your own numbering preference Use the Custom transaction numbers feature to set your own numbering preference. This adds an Invoice no. field where you can enter any number or letter format you want. Go to Settings ⚙ and select Account and settings. Select Sales, then select anywhere within the Sales form content section. Turn on Custom transaction numbers. Select Save, then select Done. Go to Sales and select All Sales (Take me there). Open an invoice or any sales form. In the Invoice no. field, enter the custom number or letter sequence you want to use for your forms. The sequence you set here applies to all sales forms. Select Save or Save and close. Note: Once you ha

Learn about the different options for user roles and access permissions. When you add a user in QuickBooks online, you can manage their roles and limit their access to specific tasks. You can also choose what users can see and do within different areas of QuickBooks, like customers and sales, or suppliers and purchases. Learn more about user roles QuickBooks user roles are customisable permissions you can give your team. User roles are either billable or non-billable. Billable users count toward your user limit, while non-billable users don’t. Roles that count toward user limits Learn more about each billable user role that counts toward your user limits. Primary Admin The primary admin is the main user who has access to every part of the QuickBooks account. They can manage all users and other admin tasks. By default, the primary admin is the person who initially set up the account. If you need to assign a new primary admin, you can transfer the role to another user. Comp

Learn how to find missing transactions downloaded from your online bank and credit card accounts. When you first connect your online bank and credit card accounts, QuickBooks Online downloads past transactions up to a certain date. QuickBooks then automatically downloads the latest transactions every night. If you can’t find transactions you recently downloaded, or don’t see new ones, don't worry. Here’s how to check different areas of your accounts to find missing transactions. Step 1: Get the latest transactions If you don’t see a transaction you expect to see, manually download the latest ones available. Go to Bookkeeping, select Transactions, then select Bank transactions (Take me there) Select Update. Feel free to keep working during the update. When it's finished, check the Banking menu again for the missing transaction. It's likely in the For review section. If the download seems stuck, here's what to do if bank transactions won’t download. Step 2: Check around

Learn how to void or refund payments you process through QuickBooks Online. Sometimes you may need to void or refund payments. Here's how to void or refund a payment transaction in QuickBooks Online so everything is processed and your accounting stays accurate. We'll also show you how to give partial refunds. When you can void or refund a transaction Payment transactions batch at 3:00 PM PT every business day. If the payment transaction hasn’t batched, you can void the transaction.  If you are able to void the transaction prior to the payment processing, you will avoid a fee. If the payment transaction has already batched, you will need to give your customer a refund. You can refund the whole amount or refund specific products, services or fees. Also, keep in mind there are fees for refunding payment transactions. Note: If you are signed up for Instant Funding and apply it to a transaction, the payment is automatically considered batched. Void a sales receipt paid by cre

Learn how to fix an issue with your device’s sound when you capture receipts in the QuickBooks Online or QuickBooks Self-Employed mobile app for Android. Do you hear a beeping sound when you capture receipts in the QuickBooks Online or QuickBooks Self-Employed mobile app? This is the auto focus sound that’s built in to the camera on your Android device. Here’s how to turn it off if you want to. Turn off the auto focus sound for your camera On your Android device, open the camera app as if you’re going to take a photo. Select the gear icon in the app to go to the camera settings. Look for an option like Camera Sounds or Shutter sound. Turn the sound option off. Now when you capture receipts, your device’s camera will be silent. Note: If you can’t find an option to turn off the sounds for your camera, you can always put your phone in silent or vibrate mode while you capture receipts.

Learn how the dashboard works in the QuickBooks Online app. You can use the dashboard to see at-a-glance the health of your business as well as if you need to take action on an account or invoice. In this article, we'll take you through its key features. The dashboard cards provide shortcuts to the information you need to scan swiftly. Last month's Profit and Loss. Know what you're making and spending (if you connected your bank accounts).The Net profit total is based on money deposited and added for the last month, minus the last 30 days of expenses. Review and accept bank transactions. Last 30 days, 3 months, this year or the previous year of expenses by category. How many invoices are open, and which ones are overdue. Your latest account balances. Add new customers.

Learn how to view your balance sheet using the QuickBooks Online app. Do you want to check out your balance sheet quickly? You can easily view it using the QuickBooks Online app. In this article, we'll show you how. In the app, the balance sheet is only As of Today. To see a different date range, sign in to QuickBooks Online from the web. To see today's balance sheet in the app, follow these steps: iPhone From the Menu ☰, select Balance Sheet. Scroll to see your assets and liabilities. iPad From the Menu ☰, select Reports. Profit & Loss opens by default. To switch to Balance Sheet, select the title of the report, then select Balance Sheet.