Help Articles

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

We are not providing products, services, technical assistance, or support to individuals or organizations in some countries as regulated by the United States Government. For more information and to see the list of sanctioned destinations, visit the United States Dept of Treasury website.

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

Learn how to set up an asset account to track depreciation over time. You can create an asset account in QuickBooks Online to track the current value and depreciation of your assets or the things that your company owns, like the following: Land Vehicles Buildings Machinery and equipment These assets gradually lose value over time. This decrease in value is known as depreciation. Note: If you need to calculate your asset’s depreciation, we recommend you work with your accountant who knows the best methods. You may also want to check the chart of accounts so you can better understand what each account is for and what it does. Set up an asset account Go to Settings ⚙, then select Chart of Accounts. Select New. From the Account Type ▼ dropdown, select Fixed Assets. From the Detail Type ▼ dropdown, select the option that closely describes the asset. Name the account, then select the Track depreciation of this asset checkbox. Enter the current value

Learn how to transfer app ownership or disconnect an app in QuickBooks Online. If you find yourself needing to disconnect a third-party app or transfer the ownership to another user, you can quickly do this in QuickBooks. Here's how. Note: Your data may be separately maintained by apps after transferring or disconnecting. Reach out to the app developer to manage your data rights. How to transfer an app connection QuickBooks Online If you'd like to continue using the app, you'll need the administrator to transfer the ownership. This allows you to take over the app connection for your company. Go to Apps and search for the app you're transferring. Select the app, then select Get App Now. Review the message details and select Connect anyway. Adjust the settings as necessary, then make sure the app is now associated with the new user ID. How to disconnect an app QuickBooks Online If you'd like to disconnect an app from your company and stop the app's functionality: Go to Apps, sele

Learn how to add, edit, delete, or merge customers in QuickBooks Online. As your business grows, it's important to stay organised and keep track of your customers. In QuickBooks Online, you can add customer profiles so you can add them to transactions or invoices. Here's how to add customers and keep your customer list up-to-date. Add a new customer Add your customers to the customer list so you can track their future transactions in QuickBooks Online. When adding for the first time, Go to Get paid & pay and select Customers (Take me there). Select Add customer manually. Enter your customer's information. Select Save. To add more customers, Go to Get paid & pay and select Customers (Take me there). Select New customer. Enter your customer’s info. Select Save. Tips: You can add more information about your customer at any time by going back to the customer record. Or if you need to keep

If you are new in using accounting applications, here are some terms that can help you identify the forms in QuickBooks Online. For more information in creating these forms, signed in your QuickBooks Online, select the Help (?) icon in the upper right. Invoice An invoice is a bill for an account between a customer (buyer) and a supplier (seller) indicating what was sold and how much is owed. These are sent when your customers are not paying immediately for goods/services sold and you are expecting a payment at a later date. Receive Payment Receive Payment is used in conjunction with Invoice. When a customer is paying an invoice, you can record receiving the payment. Estimate is created when you want to give your customer an estimation of how much a job will cost. The estimate form looks very much like an invoice, but its purpose is to help you begin negotiations with your customer. Later, once the estimate is accepted and you're ready to bill your customer, you can add data from the e

Learn how to delete browser cache and Intuit-specific cookies to quickly fix issues when using QuickBooks Online. QuickBooks Online uses browser cache and cookies to run faster. But sometimes these can also block web pages from loading. If you’re experiencing any of the problems below, don’t worry. We’ll help you clear your browser’s cache and cookies to fix them. QuickBooks keeps asking you to sign in, even after signing in multiple times. You can't view forms (like your annual payroll forms or invoice preview), or your browser is taking an unusually long time to download forms. You’re having trouble exporting data (for example, exporting a report to Excel or transactions to another accounting program). You're having trouble loading specific pages in QuickBooks. Note: To have the best and most secure experience with QuickBooks Online, use a supported, up-to-date browser. Step 1: Clear your browser’s cache Your browser’s cache saves files on your computer to load w

Learn how to void a cheque that was already recorded in QuickBooks Online. Void a cheque from the Cheque page You can void a cheque from the Cheque page, which lets you review the details of the original transaction. Go to Bookkeeping, select Transactions, then select Expenses (Take me there). On the Expenses tab, select Filter. In the Type field, select Cheque. Select the date range in which the cheque was received and select Apply. Select the cheque to void from the Expense Transactions list to open it in the Cheque screen. Select More, and select Void from the pop-up menu. When prompted, select Yes to confirm you want to void the cheque. Void a cheque without opening the transaction You can void a cheque from the Expense Transactions list, without opening the transaction. Go to Bookkeeping, select Transactions, then select Expenses (Take me there). In the Expense Transactions list, locate the cheque to void. From the Action column, select Voi

Learn how to change what email address appears on your sales forms. Want your customers to see a different email address? You have a few options. You can customise your sales form templates and change the email address that appears. Or you can edit the email address of the user sending sales forms from QuickBooks. Keep in mind, these options only change what your customer sees. To update the user ID you sign in with, go to Intuit Account Settings page. Learn more about updating the user ID you sign in with. Change the email address your customers see on sales forms For detailed steps, here's how to customise your templates and change the email address that appears on forms. If you don't want to use templates, change the email address for the user account you use to send sales forms. This is usually the first admin account on the Manage users list: Select Settings ⚙ and then Manage users.  Find the user account and select Edit. Change the email add

Learn how to change settings and turn on features. Personalise QuickBooks Online to work the way you want it to. Here's how to change your settings and turn features on and off. Change settings Go to Settings ⚙. Select Account and settings. Select a tab. Note: If you want to learn what settings you can change, check out the section Settings you can edit below. Select Edit ✏️ in a section. Select an item you want to update. Fields will appear when you select an area, and the question mark will tell you what it's for. Make your edits and then select Save. Select Done to close your settings. Settings you can edit Here's a quick overview of the settings and features you can adjust. Company The Company tab is where you can view and edit your company name, address, contact info, or VAT. For more information, see Update company info in QuickBooks Online page. You can also adjust your Intuit marketing preferences. Billing & Subscription The Billing & Subscription tab is where y

Location tracking is used to categorise data from different locations, offices, regions, outlets, or departments of the same company. This feature lets you see all the payments for one location and deposit them as a group. Note: This feature is only available for QuickBooks Online Plus. Turn on location tracking Go to Settings ⚙, then select Account and settings. Select Advanced. In the Categories section, select the Edit ✎ icon. Select the checkbox to track locations. Select Save, then Done. Add a location Go to Settings ⚙️, then select All lists. Select Locations. Select New, then add the Name of the location you want to track. Select Save and close. Edit or delete a location Go to Settings ⚙️, then select All lists. Select Locations. Select the location you want to edit or delete, then from the ▼ dropdown menu in the Action column, choose Edit or Make inactive. Select Save or Yes. Make an inactive location active Go to Settings

Find out how to create and send the same invoice to multiple customers in QuickBooks Online Essentials and Plus.  You don’t need to create the same invoice every time. You can set up an unscheduled recurring invoice so you can edit the template and send it to different customers when you need to. We’ll show you how. Do you have customers you invoice regularly? Find out how to create a scheduled recurring invoice.  Note: If you use QuickBooks Online Simple Start, you can upgrade your plan if you're ready to set up recurring invoices. Create an invoice template Use an unscheduled recurring invoice when you charge different customers the same items or services on different dates. Here’s how to create one: Go to Settings ⚙️, then select Recurring Transactions. Select New. From the Transaction Type ▼ dropdown, select Invoice. Then, select OK. Enter a template name. From the Type ▼ dropdown, select Unscheduled. From the Customer ▼ dropdown, select +Add new. Enter