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From the Menu ☰, select Notes & Attachments, then select +. Choose Assign To:, then select the customer you want to assign this note to. Write the note text. If you want to attach a photo or image, select the paperclip icon, then select Camera or Files. Find and select your attachment. Select Done.

iOS From the Menu ☰, select Customers. Select the customer name you want to edit. Select Details, then select Edit ✎. Make your changes, then select Save. Android From the Menu ☰, select Customers. Select the customer name you want to edit. Make your changes, then select Done.

Learn how to capture signatures using the QuickBooks Online app. Let your customer sign an estimate or invoice with your QuickBooks Online app for a fast and secure transaction. iOS From the Menu ☰, select Estimates or Invoices. Select an existing transaction, or create a new one. Add any necessary information. Select Save. Select Get Signature. Have your customer sign with their finger. Select Done. Android From the Menu ☰, select Estimates or Invoices. Select an existing transaction, or create a new one. Add any necessary information. Select Done. Select Get Signature. Have your customer sign with their finger. Select Done.

When you look at the status of your invoices in the QuickBooks Online mobile app, you can see at a glance if your invoices are open, overdue, or paid. You can also see more specific details like if you sent the invoice to your customer and if they’ve viewed it. We’ll go over how to view the invoice status and what the statuses mean. View the status of an invoice In the QuickBooks Online mobile app, tap on Menu ☰. Then select Invoices.  Find the invoice you want to view the status of. In the invoice list, the status of the invoice is displayed under the customer name. If the invoice hasn’t been paid yet, you’ll also see the due date, or how many days overdue the invoice is. Select the invoice to see more details about the status like the date it was sent, viewed, or info about partially paid invoices. Learn more about invoice statuses Invoices are marked as open, overdue, and paid. Open means that the invoice has an open balance but is not overdue. Paid means that the in

Learn how to add a new supplier using the QuickBooks Online app. Adding new suppliers using your iOS device is easy with the QuickBooks Online app. In this article, we'll show you how. Add a supplier From the Menu ☰, select Suppliers. Select +. Enter the necessary information. Select Save.

iOS From the Menu ☰, select Product and Services. Select +, enter the item name, rate or price for each, and sales info. Select an account.  Add a description. Select Save. Android From the Menu ☰, select Product and Services. Select +, enter the item name, rate or price for each, and sales info. Select an account.  Add a description. Select Done.

Learn how to run a Profit and Loss report using the QuickBooks Online app. Do you want to run a Profit & Loss report to get the latest update on your business's finances? You can easily do this using the QuickBooks Online app. In this article, we'll show you how. Run a Profit and Loss report To run a Profit & Loss report, you'll need Admin or Accountant permission. iPhone From the Menu ☰, select Profit & Loss. Select points in the graph to see the income and expense details for the month. Select the report filter icon and choose a different date range or enter a custom range. Select View Report to see your income, expense, and gross profit breakdowns. Pull the arrow down to return to the graph. iPad From the Menu ☰ or the Home page, select Reports. By default, the Profit & Loss report displays. Select points in the graph to see the income and expense details for the month. Select the default date range to choose a different date range or enter a custom range.

Learn how to accept matching transactions in QuickBooks Online mobile. QuickBooks Online matches up transactions for you. For example, if an invoice payment matches a downloaded income transaction, QuickBooks Online suggests it as payment for the invoice. In this article, we'll show you how to quickly scan matched transactions and approve them using the QuickBooks Online app. Select Banking. Choose a bank. Note: Use the list icon to get a better view of all connected accounts. Select New Transactions. This will bring up a list of suggested matches. If a match is correct, swipe right to accept it. If you want to see transaction details, select the transaction. If there's just one match and it's correct, select Accept. If there are multiple matches, choose the correct one, then select Accept. If none are correct, search to find other possible matches. Choose the correct one, then select Accept.

To set up a time with your customer: From the Menu ≡, select Customers. Select a customer. Select +, then choose Add Appointment. Complete the appointment details, then select Save.

For the best experience... make sure your login has Company admin rights. If your company restricts user access, ask to be set up as a Standard user with limited rights to customers and suppliers. If your account has limited access, you may see: The message "Sorry! You don't have permission to access this information. Ask your QuickBooks Online admin to fix your permission, and then try signing in again." The Company Activity screen contains incomplete data (for example, no expenses when there should be some or no data at all). You may be able to download sales transactions by swiping down on the empty area to refresh your data. Tapping Choose an Account or What was it for? on a new expense shows an empty account list or expense category list. Here's how a Company Administrator can change privileges for other accounts: Sign in to QuickBooks Online on the web from a Mac or PC. Go to Settings ⚙️, select Company, then select Manage Users. Choose the user whose permissions you wan

Learn how to create and customise accounts receivable ageing reports in QuickBooks Online. Ageing reports give you an overview of your customers' outstanding balances, who are falling behind their payments, how much are still due, and how long they’re past due. We'll show you how to run these reports. Accounts receivable ageing summary report You can run an A/R Ageing summary report to see the total outstanding balances and how long they’re past due. Go to Business overview and select Reports (Take me there). In the Who owes you section, select Accounts receivable ageing summary. Customise the report as needed: Report period Date (or time range) the report covers. Show non-zero or active only What to do with rows and columns with zero amounts. Ageing method How to categorise outstanding receivables by days past due. - Current. Based on today’s date (current status). - Report date. Based on the report date (status on a specific date). Da

Learn what the audit log can do and how to use it to keep an audit trail. QuickBooks Online keeps track of your activities in the audit log. You can see who made changes to your books and what they did. Learn more about the audit log QuickBooks Online records all your financial transactions in your chart of accounts. But it also records all account activity in the audit log such as user sign-ins, changes to QuickBooks settings, edits to customers, suppliers, employees, and payroll submissions. QuickBooks records the following in the audit log: The date of any change to your books The name of the user who made the change The type of change or event The name of any customer or supplier related to the change Any original transaction date and amount Events recorded in the audit log are available for two years. Note: Sign-outs are only recorded in the audit log when you select Sign out. Sign-outs aren’t recorded if you close your browser, go to another website, or when QuickBook

Learn what reconciling is and how reconciliations keep your QuickBooks accounts accurate. When you reconcile, you compare two related accounts make sure everything is accurate and matches. Just like balancing your chequebook, you need to do this review in QuickBooks. You should reconcile your bank and credit card accounts in QuickBooks frequently to make sure they match your real-life bank accounts. How it works When you reconcile, you compare your bank statement to what’s in QuickBooks for a specific period of time. Your task is to make sure everything matches. In the end, the difference between QuickBooks and your bank accounts should be $0.00, although processing payments can sometimes cause a small gap. When to reconcile It’s a good idea to reconcile your accounts every month. You’ll learn more about your business each time, and rest easy knowing your info in QuickBooks is 100% accurate. Reconciliations also help you: Know your business' net worth in real-time. Catch e

Learn how to refresh your data to see the latest available information in your QuickBooks Online app. As long as you’re connected to the internet, you should be able to update your data. Here’s how to do it on different mobile operating systems. iOS Go to Menu ☰ and tap Help & Feedback. Tap Refresh Data.Note: A message appears “Caution. If there was a problem getting your latest QuickBooks Online data, you can refresh it now. It may take a few minutes.” Tap Refresh to confirm. Android Go to Menu ☰ then tap More Options ⋮. Tap Settings then Refresh Data. Tap YES to confirm.

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

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

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.