Help Articles

When you make changes to a team member's access within your firm, QuickBooks Online Accountant will notify the affected user of these changes automatically. Which users get notified automatically? A user will receive a notification based on the action taken regarding their access. The following is a list of scenarios where user notifications would be automatically generated as a result of access action taken: Access to client has been removed. Access to client has been granted. Team member is made inactive. Lead access is transferred.   Access to client has been removed If a team member's access to a client has been revoked, the team member will receive a "Your client access has changed" email notification. The notification email will contain a Removed access section. What you should know about the Removed access section: For situations where a user has had their access to multiple clients revoked the Removed access section can display up to 16 clients. If a use

Learn how to change user permissions for firm info and client companies. Firm admins decide what their team can see and do in QuickBooks. This includes access to firm info and admin tasks. You can also decide who gets access to your clients' books. Here's how to change permissions so each team member has the access they need for their role. Or, if you need to add, edit, or remove team members, learn how to manage users of your firm. Change your team's access to firm info Sign in to QuickBooks Online Accountant as an admin, or a user with full access permissions. Go to the Team menu. Find the team member and select Edit in the Action column. Select the Firm Administration and Books tab. In the Access dropdown, select an access level. You can also select specific permissions from the dropdowns in the Access column. Tip: Hover over each item to see details for each permission. When you’re done, select Save. Change your team's access to clien

Learn how to use the reclassify transactions tool to batch edit transactions. Need to change multiple transactions or move them to a different account? In QuickBooks Online Accountant, you don’t have to edit them one at a time. Use the reclassify tool to save time and make the same change to multiple transactions at once. Learn about types of transactions you can’t move You can use the reclassify tool for most transactions. However, there are a few you can't since they're tied to specific accounts and features: You can’t change the payment account (bank or credit card) for expenses. You can’t change the account or class for stock adjustments since they’re connected to your stock shrinkage and asset accounts. You can change the class for invoices, sales receipts, cheques, or bills with items (products or services) on them. However, you can’t change the accounts. You can change the expense account for billable expenses, but not the income account for the re

Learn how to create and review adjusting journal entries. An adjusting journal entry is a type of journal entry that adjusts an account's total balance. Accountants usually use adjusting journal entries to fix minor errors or record uncategorised transactions. Here's how to create adjusting journal entries and review them on an Adjusted Trial Balance report in QuickBooks Online Accountant. Note: This feature is only available in QuickBooks Online Accountant. If you're not an accountant, here's how to enter a regular journal entry. Learn more about adjusting journal entries You can create adjusting journal entries for a variety of reasons: Depreciation or amortisation Reallocating accruals and reversing accruals of prepaid income or expenses Adjusting tax payable for interest, discounts, or penalties Entering bank or credit card fees or interest You can also mark journal entries as adjusting journal entries. This allows you to easily identif

Learn how to add and edit user info for your accounting firm. Make sure everyone at your firm can access QuickBooks. Here’s how to add and update info for your team. Add a new team member Sign in to QuickBooks Online Accountant as an admin, or a user with full access permissions. Learn more about access levels for your accounting team. Go to the Team menu. Select Add user. Enter your team member's info. Then select Next. In the Access dropdown, select an access level. Then select Next. Select the clients you want your team member to have admin permissions for. When you're done, select Save. Edit a team member's info Sign in to QuickBooks Online Accountant as an admin, or a user with full access permissions. Go to the Team menu. Select the Access tab. Find the team member and select Edit in the Action column. Make any changes you need. When you're done, select Save. Update your team's permissions Does a te

Learn how to make accountants on your team lead accountant for clients. In QuickBooks Online Accountant, you can assign lead accountants to specific clients. Lead accountants act as the primary contact for their clients and handle their QuickBooks bookkeeping. Here's how to assign a lead accountant to a client. Step 1: Assign a lead accountant to a client There are two ways to automatically become a lead accountant: If you get an invite directly from a client to be their accountant. If you add a client and create a company file for them. In both cases, the lead accountant gets access to the client's books. Tip: Other accountants at your firm can also do bookkeeping for the client if they have access to review their books. Note: The lead accountant is completely separate from the primary admin role. Sometimes, the same person has both roles, but not always. Follow these steps to change the primary admin for a client's company file.

Learn how to add clients to your firm. Getting a new client is great. Connecting to clients through QuickBooks makes doing their bookkeeping even easier. Add them to your firm so you have their info. You can also make direct edits to clients' accounts directly if they invite you to be their accountant. Here's how to add clients who already have QuickBooks Online. We'll also show you how to add clients who are brand new to QuickBooks. Add clients who already have QuickBooks If your client already has QuickBooks Online, ask them to invite you to become their accountant: Ask your client to send the invite to the email address you use for your QuickBooks Online Accountant firm. Open the invite email and select the Accept Invitation link. Sign in with your user ID and password. If you have multiple QuickBooks Online Accounting firms, select the one you want to connect your client to. When you accept the invite, QuickBooks connects their accounts to your firm and ad

Learn how to quickly review your client's open tasks and contact information. In QuickBooks Online Accountant, the Clients tab lets you quickly see your client's info and tasks. At a glance, you can see things like banking activity. Review client's info and open tasks Sign in to QuickBooks Online Accountant. Go to the Clients menu. Select the Overview or Bookkeeping tab. Note: Any changes you make in the Overview and Bookkeeping tabs update in real-time. But, bank transactions might be delayed since they come from your client's bank. Learn more about the Overview tab In the client overview, you can view and manage all your clients in one place. You can also customise your view of important client information and tasks. Email/phone - Easily access your client's contact info. Banking - Review client's uncategorised banking transactions. Lead - View the client's lead accountant. Learn more about the Bookkeeping tab In the bookkeeping tab, you can eas

Learn how to use the Write Off Invoices Tool. This feature is only available for accountant users. Does your firm have invoices you can't collect? Instead of handling them manually, use the Write Off Invoices tool. QuickBooks automatically applies discounts to zero-out bad invoices and posts them to your write-off account. This balances both your Accounts Receivable and expense accounts. Tip: Your clients can manually write off their bad invoices. Go to Accountant Tools and select Write off invoices. Set the Invoice Age, To Date, and Balance less than filters to find the invoice. Then, select Find invoices. Review the name in the Customer column. Select the checkboxes for the invoices you want to write off. Select Write off. In the Account ▼dropdown, select the account you use for bad debts. Select Apply. Note: You don’t need to enter your closing date password if you’re writing off invoices dated before your closing date.

Learn how to make changes to a stock quantity adjustment you made in QuickBooks Online Plus. Instead of creating a new stock quantity adjustment, you can just edit an existing one. You can also update the stock items or add new ones when needed. Here’s how: Select the Search icon. Select Advanced Search. From the All Transactions ▼ dropdown, select Stock Quantity Adjustment. Select the appropriate filters from the ▼ dropdown menus, then select Search. Select the adjustment you want to change. Change the Adjustment date and the Stock adjustment account if necessary. To add stock items, enter the details in the New adjustments section. To make changes to the previous adjustment, edit the details in the Previous adjustments section. (Optional) Enter a note why you edited the adjustment in the Memo field. Select Save and close.

Learn how to manage clients who are part of your QuickBooks Online Accountant discount plan and review charges. You can add clients to your accountant firm to get discounted rates on QuickBooks. Want to see how much your firm spends on QuickBooks Online discounts? Need to know which clients are already part of your discount plan? Here's how to review your client billing and discount plans. Caution: If you are not the primary admin with complete access, you will only see the clients which are assigned to you. Here is how to modify an employee access. Remember that making a customer inactive doesn't cancel their subscription. It also doesn't remove them from your QuickBooks Online Accountant discount plan (steps below). If you want to remove a client from your QuickBooks Accountant account, follow this article. In QuickBooks Online Accountant, go to Settings ⚙ and then Billing and subscriptions. Select the Billing details tab. Review your current

Learn how to record payments you make to your credit cards in QuickBooks Online. QuickBooks Online allows you to record credit card payments in multiple ways so you can keep track of your expenses and maintain accurate financial reports. In this article, we'll show you how. Pay down a credit card This is the main way to record your credit card payments in QuickBooks. Select + New. Under Money Out (if you’re in Business view), or Other (if you’re in Accountant view), select Pay down credit card. Select the credit card you made the payment to. Enter the payment amount. Enter the date of the payment. Select the bank account you paid the credit card with. If you made a payment with a cheque, select I made a payment with a cheque. In the Cheque no. field, enter the cheque number, or if you paid electronically, enter the EFT number. If you want to add notes or file attachments, select Memo and Attachments and follow the instructions on the screen. Select Save and Close. Alternativ

This article defines an invoice, sales receipt, bill, and statement so you can properly enter these transactions in QuickBooks Online.   What is an invoice? An invoice is for when you want to collect funds from your customers. It is a transaction you create to receive money from your customers. It is a transaction you send to your customers who haven't paid yet when specific work items or goods/services sold are completed or fulfilled. It is an individual sales transaction that can partially comprise a statement of your customer's account. What is a sales receipt? A sales receipt is used for goods/services rendered at the time of a purchase (sometimes referred to as a "point of sale" purchase), or if your customers give you immediate payment. What is a bill? A bill is used to describe transactions that are owed to suppliers. It is an invoice your suppliers send to collect money from you. It is an invoice that you need to enter as a bill that they expect you, as their custo

You can add a QuickBooks Online shortcut icon to your desktop screen in just a few clicks. These steps will work for all browsers, whether you’re using a Windows computer or a Mac (OS X). To add a QuickBooks Online shortcut to your desktop screen Close or minimise any open windows until you can see the desktop screen. Open the browser you normally use QuickBooks Online with, but make sure it is windowed such that you can still see the desktop screen behind it. Sign in to your QuickBooks Online account. On the address bar, you will see a QuickBooks icon right beside the website address. Drag and drop it onto the desktop screen. Note: The icon may appear as a lock icon, depending on the browser you are using. You can now double-click the new desktop icon to open QuickBooks Online in your default browser any time you need it.

Stock tracking has specific impacts on your Balance Sheet and Profit & Loss reports. Note Stock tracking is only available in QuickBooks Online Advanced and Plus.   Impacts on Balance Sheet The Balance Sheet shows the Stock Asset accounts that are associated with your stock-enabled Product/Service items. You'll find these grouped under Other Current Assets. The asset balances show the cost of your current (unsold) stock. If your business operates on a cash basis, you'll need to customise the Balance Sheet report and change the accounting method to Accrual in order to see these balances. Impacts on profit & loss report The Profit & Loss report shows the Sales of Product Income accounts and the Cost of Goods Sold (COGS) accounts that are associated with your stock-enabled Product/Service items. COGS accounts are displayed in a separate section of the report between the Income and Expense sections.

QuickBooks Online can show you how many customers you have in your company file. Go to Get paid & pay and select Customers (Take me there). To change the number of rows shown on the list, select the Gear icon above the Action column, then select the Rows dropdown. To see the total customer count, scroll to the bottom of the Customers screen. Note: If there are more customers in your QuickBooks Online company file than what shows on the first page, select Last and the complete customer count will be on that page. If you would like a report of customers for mailing lists or to have all of their info on a list, you can export your Customer Contact List to Excel. Go to Business overview and select Reports (Take me there). Locate and choose the Customer Contact List report. (Optional) To customise the report, select Customise at the top. Select Email, Print, or Export. If exporting, select Export to Excel. Once the file has been exported

Ageing reports are best utilised to keep track of customer payments and supplier bills that are past due. Sometimes there is a confusion between Current and the 1-30 day columns. Current column is anything that is not yet due. The due date is in the future of the report date and the ageing is based on the due date of a transaction. 1-30+ is anything past due by the number of days that passed after the due date. If there is NO due date, the transaction is considered due upon receipt and is driven by the transaction date, once a day has elapsed, the transaction will be noted as past due.

A sales tax agency is the government organisation that collects taxes and controls tax laws for an area. Your default sales tax agency is determined by the location of your business and the type of sales tax you collect. You can set up additional agencies on the Tax page if necessary (for example, if your industry requires you to collect special taxes or levies).

If you are a VAT registered company in the EU region, you will be exempted from being charged VAT by Intuit on your QuickBooks Online subscription. To ensure that you are not charged VAT, you need to update your billing information on the Accounts and Settings page with your valid VAT number. You can do this by going to Settings ⚙, choosing Account and Settings, and selecting the Company menu. Then select VAT and enter the VAT number accordingly. Select Done to save the information.

If you report on a cash basis, you may see two accounts for unapplied cash payments. These accounts are automatically created by Quickbooks Online for cash-basis reporting and cannot be deleted or changed. Here are explanations for each of the two account types: Unapplied Cash Payment Income This account is used to report cash basis income from customer payments that are received but not applied to any sales form. Simply put - you took the money in, but never declared the income on a sales form. Usually, the date of the payment is before the invoice date it's applied to. Example: Receive payment today, invoice next week. It's "unapplied" until next week when the invoice hits the books. If an incorrect amount is showing in this account, you'll need to apply the payment to an invoice dated prior to the date of the payment. Otherwise, Unapplied Cash Payment Income is correct. Another possible cause is that the product or service item on th

Learn how to file and pay the Tax/GST you owe using QuickBooks Online International version.   Filing and paying Tax/GST is part of business. In this article, we'll show you how. How do I file? To access the Tax centre, go to VAT and select Prepare return. Make sure the date range matches the filing period for which you're filing. Check all amounts are correct and click Mark as Filed. Print a copy of the tax return and go to your tax office to submit your tax return. Pay the Tax/GST you owe Go to VAT. Select Payments then Record payment for the filing period for which you wish to record payment. Select the name of the bank account used at the top. Enter the payment date and the amount before saving. Select Save and close.

Find out what to do if your subscription is suspended and you can't use QuickBooks Online. If you recently received an email saying your subscription is suspended because we couldn't process a payment, don't worry. All you have to do is update your billing information. To change or update your payment details Select the Gear icon, then choose Account and Settings. Select the Billing & Subscription tab. Under Payment method, select Edit. Enter the full credit card information by typing in the complete card number, name on the card, expiration date, and security code. Verify that the billing address in QuickBooks Online is the same on your credit card statement. Select Save Changes. Frequently Asked Questions Will you charge me for prior months and what will I get charged?We will not charge you for prior months where you received QuickBooks Online for free. On the Accounts and Settings (or Your Account) page where you update your payment details, you will see exactly how much

Find out how you can print delivery notes in QuickBooks Online. A delivery note is a document that contains item, quantity, and other important shipping information when shipping goods to your customers. Print a delivery note in QuickBooks Online Go to Customers & leads and select Customers (Take me there). Select the customer's name to display a list of their transactions. From the Transaction List tab, select the box next to each invoice or sales receipt for which you want to print a Delivery Note. Select the Batch actions dropdown, then choose Print delivery note. The print preview screen will open so you can select printing options, preview, and print.

Find out what to do if you have issues updating your QuickBooks Online subscription. If you receive a "My subscription payment failed" email, it means we can't charge the billing account for your subscription. The card on file may be out of date, invalid, or the card issuer may have declined the payment. All you need to do is update your billing info. Step 1: Update your billing info Sign in to QuickBooks Online. Select Settings ⚙ and then Account and settings. Select the Billing & Subscription tab. Select Edit ✎ for your Payment Method. Update your billing info. Select Save. Once you update your billing info, it can take up to 24 hours to activate your account. If you still see an error, move on to Step 2. Step 2: Review your billing info If you updated your billing info but still have issues, go back and edit your payment method again. Here are a few things to check: Make sure there are no special characters or symbols (such as @ or *) in your billing address. Special c

Most printing problems in QuickBooks Online can be resolved by updating Adobe Reader/Acrobat to the latest version or by repairing your Adobe installation. Updating, repairing, or re-installing your Adobe Reader/Acrobat is simple and can be accomplished by following a few simple steps. Note: This article discusses printing in Windows. For help printing in Mac OS X, see Troubleshoot printing issues in Safari.         Automatic updates for Adobe Acrobat and Adobe Reader Adobe Acrobat and Adobe Reader will automatically detect if a new version of the software is available. The program will check for a new version when you launch either Acrobat or Reader as an application, and will prompt you to install a new version when it's available. How to update Adobe Reader/Acrobat Check the Adobe website for detailed instructions. How to repair Adobe Reader/Acrobat If you've updated to the latest version of Adobe Reader/Acrobat and it hasn’t fixed the p