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Learn how to use classes to track income, expenses, or profitability by business segment. You can do this in QuickBooks Online Plus. Get specific insights you need to plan ahead. Use classes to track your transactions by departments, product lines, or any other meaningful segments in your business. So when it’s time to run reports, you have a clear picture of each segment’s financial health. Then, you can use this info to set a budget goal for each class. We’ll show you how. Note: Don’t have QuickBooks Plus? It’s easy to upgrade your plan once you’re ready to use class tracking. Step 1: Pick the tool that’s right for you Think about what you want to track and what kind of insights you want to see. Class tracking is a flexible organisational tool. However, QuickBooks also has other features that might be more specific for your tracking and reporting needs: If you do business in multiple locations, you can use location tracking instead. This is a more specific way of tracking your sale

Learn how to include a service fee for products or services you sell to customers. In addition, there may be times when you need to include surcharges or service fees for products and services you sell. You can manually add these types of fees to new or existing invoices. We'll show you how to create a fee item in QuickBooks that you can add to an invoice as a line item. Note: It's a good idea to tell customers about surcharges and service fees before you invoice them. You may want to include this in the default email message you send along with invoices. Step 1: Create a service fee item In QuickBooks, create the fee as a service item. This lets you quickly add a standard fee with a clear, detailed description to invoices. Go to Get paid & pay and select Products and services (Take me there). Select New. Select Service. Give the fee a name. From the Category ▼ dropdown, select the category that best describes the fee. Learn more about item categories. Fill out t

Learn how to review downloaded bank and credit card transactions and put them in the correct accounts. After you connect your bank and credit card accounts QuickBooks automatically downloads the latest transactions. It looks for and tries to match them with transactions you've already entered into QuickBooks. If it can't find a match, it creates a new transaction record for you. Step 1: Download the latest bank and credit card transactions For most banks, QuickBooks downloads the latest available transactions every night around 10 PM PT. Some may take a little longer. You can also manually update your accounts anytime to get the latest available transactions: Go to Bookkeeping, select Transactions, then select Bank transactions (Take me there). Select Update. This updates all of your bank and credit card accounts. Tip: If you see a message about additional authentication, follow the on-screen steps to continue the update. Not all banks require this, but some do for added p

Learn how to add, manage, or delete user profiles. QuickBooks Online lets you add users who help with your company's bookkeeping. You can give each user certain permissions to do specific tasks. Your subscription level determines how many users you can add. Here's how to add or edit users in QuickBooks. Tip: To give an accountant access to review your QuickBooks company, you can invite them as a firm user. Add a QuickBooks Online user Step 1: Invite your new user Select Settings ⚙, then Manage users. If you can’t select this, you don’t have permission to manage other users. Contact an admin user for help. Select Add user. Select the user type you want to create.  More options will appear on the screen depending on the user type you select. Enter your new user’s name and email address, then select Save. Seeing a user limit? If you see a user limit message, it’s because QuickBooks Online has a maximum number of users depending on your subscription. Learn about l

Learn how to put payments into the Undeposited Funds account before you combine them into a deposit. The Undeposited Funds account keeps a record of payments in QuickBooks until you physically deposit the same payments at your real-life bank. Banks often combine all the payments you deposit into a single transaction. Once you have your deposit slip and know which payments your bank combined, you can do the same in QuickBooks. Put payments into the Undeposited Funds account until you're ready to combine them. When you have your deposit slip, you can combine payments from Undeposited Funds into a single record. This way, QuickBooks always matches your bank records. Here’s how to put payments into your Undeposited Funds account. Step 1: Put payments into the Undeposited Funds account You only have one Undeposited Funds account. Use it to hold all payments you need to combine and group together. You'll decide which account in QuickBooks to put the deposit into when you combine. F

Learn how to use projects to calculate your profits and costs by project. These "job costing" features are available in QuickBooks Online Plus and Accountant. You can use projects to quickly calculate your project income and costs. QuickBooks separates your hourly labour from other project costs so everything is easy to understand. This gives you a clear picture of your profits from every project. Step 1: Turn on and create projects If you haven’t already, here’s an easy step to turn on and create a new project. Step 2: Add project income and expenses Now that you’ve created your first project, start adding income and expenses. Adding transactions to projects won’t change how they’re categorised or affect your accounts. You’re simply tagging them so you can track specific project income and expenses. Open your project. Select the Add to project button to create a brand new transaction. Select Invoice, Receive Payment, Expense, Quote, Time, Bill or Purchase order. Yo

Learn how to change your billing info, payment method, upgrade and downgrade your subscription. If your personal or business information changes, you need to edit it in QuickBooks so everything stays accurate. Here's how to manage billing, payment, and subscription information directly from QuickBooks Online. Tip: Our in-product QuickBooks Digital Assistant can walk you through the process of updating your billing. Simply open the Digital Assistant, type "billing", and follow the instructions. Get started now. Update your credit card payment info Follow the steps based on how you subscribed to QuickBooks Online. If you subscribed through a mobile app store, follow the steps in that section. If you subscribed online directly through QuickBooks Online Sign in as a primary or company admin. Select Settings ⚙ in the top right, and then Account and settings. Select the Billing & Subscription tab. Select Edit ✏️ next to your payment method. Update your payment info.

Learn more about sending invoices from your Gmail address. To manage your business emails easier, connect Gmail to your QuickBooks company. Here are some helpful tips to make the connection easier. Setting up invoices to send from your Gmail address How do I send invoices with my Gmail address? To get started, learn how to set up QuickBooks to send invoices from your Gmail address. Can I use an email provider other than Gmail? Not yet. We hope to add more email providers in the future. Do I need to sign in to my Google account every time I send invoices? No. Once you connect your Gmail account, you can automatically send invoices from QuickBooks Online. Can I add more than one Gmail address to use in QuickBooks Online? No, you only use one Gmail address per company. Can I connect my Google account to more than one QuickBooks Online company? Yes, you can connect the same Gmail account to multiple companies. What Gmail ac

Learn how to record journal entries in QuickBooks Online. Journal entries are the last resort for entering transactions. They let you move money between accounts and force your books to balance in specific ways.  Use them only if you understand accounting or you’re following the advice of your accountant. You should also have a good understanding of debits and credits. Here are a few reasons to create a journal entry: Enter debits and credits manually, like in traditional accounting systems. Transfer money between income and expense accounts. Transfer money from an asset, liability, or equity account to an income or expense account. Create a journal entry Select + New. Select Journal entry. On the first line, select an account from the Account field. Depending on if you need to debit or credit the account, enter the amount in the correct column. On the next line, select the other account you're moving money to or from. Depending on if you entered a debit or cre

Learn how to enter a weekly timesheet in QuickBooks Online. With weekly timesheets, you can enter the total number of hours worked by your employee or supplier for the week. If you need, you can also learn more about entering a single time activity sheet. Select + New. Under Employees, select Weekly Timesheet. From the small arrow ▼ icons, select the name of the employee or supplier and the week you want to record. Complete the rest of the fields. Note: To change the days available, select Settings ⚙ below the the Total Hours. Customer or project. Select the customer or project you want to bill the activity to, or track expenses. Service. Select the service that represents the activity. Billable. Select the checkbox and enter the rate, if you want to bill the activity to the customer. Location and Class. Check out how to turn on these features if they're not available. Description. Enter a description of the activity. Time F

Learn how to change the item type for a product or service. When you add products and services as items in QuickBooks, you give them a type. There are four item types: stock, non-stock, services, and bundles. These help you categorise the products and services for better tracking. If you picked the wrong type, you can change it later on. There are a few things to keep in mind and we'll help you make the best choice. Change item types You can change non-stock and service items to any other type. That means you can change a non-stock item to a service or an stock item. Or you can change a service item to an stock or non-stock item. Note: You can't change bundle items. QuickBooks automatically assigns them a category. Learn about product and service types Stock: Products you sell and track quantities for. Stock features are available for QuickBooks Online Plus. Here's how to turn on and use stock features. Non-stock: Products or items you buy or sell, but don't need to track

We're sorry to see you go. If QuickBooks Online isn't the right fit for you, we want to help you find the right tools. Here's how to cancel your subscription or trial. Downgrade your subscription level If you need fewer features, consider downgrading your plan. This saves you money and you only keep what you need to do your bookkeeping. Cancel your QuickBooks Online subscription The steps for cancelling QuickBooks Online depend on where you signed up for your subscription. If you signed up through a mobile app store, you’ll need to go to your app store to cancel.  Follow the steps based on where you bought your QuickBooks Online subscription. Cancel an account purchased online, directly from Intuit Open a web browser on your computer, not a mobile device. Sign in to QuickBooks Online as the primary or company admin. Go to Settings ⚙ and select Account and settings. Go to Billing & subscription. In the QuickBooks section, select Cancel subscription or Canc

Learn more about the difference between Cash and Accrual methods for QuickBooks Online. Cash, accrual, and cash only are three methods of reporting income and expenses. The same report can paint a different picture depending on the method you pick. Tip: Talk to your accountant about which method is most appropriate for your company. Cash (Mixed Mode) When you use the cash (also known as "money received") method in reports: Your report will count income/sales transactions on cash basis and expenses/purchases on an accrual basis. Your report will count your income/sales only when you have received the payment. Your report will count your expenses even when they haven’t been paid. Note: By choosing the cash accounting method, all your VAT reports will automatically change in line with the new basis. For VAT Exceptions, QuickBooks will automatically figure out if a transaction should be marked as an exception based on its payment status and the reporting mode. Accrual When you use th

Learn how to set up alerts for low or out of stock products in QuickBooks Online Plus. Do you track your products’ quantity on hand? Set up reorder points to keep tabs on your stock. A reorder point is the threshold when you should reorder more of an stock item. QuickBooks uses reorder points to let you know what’s running low and what’s out of stock. We’ll help you set them up, so you’ll always have what your customers want. Here's how. Set up your products’ reorder points You have two ways to set up your products’ reorder points. If you have new products, you can enter reorder points when you add what you sell in QuickBooks. If you have saved products that don’t have reorder points, edit those products to add. Follow the steps below to do this. Edit a product to add a reorder point Go to Get paid & pay and select Products and services (Take me there). Find the product you want to have a reorder point. Select Edit ✎ in the Action column. In the Reorder point field,

Learn how and when to create a sales receipt. In QuickBooks, create a sales receipt any time your customer immediately pays for products or services at the time of sale. This is in contrast to invoices, which you give to customers who plan to pay for their purchases later on. Here's how to create sales receipts and send them to your customer. Select + New. Select Sales receipt Select the customer from the Customer dropdown. Note: If you haven't set them up in QuickBooks yet, select Add a new customer. Enter the sales info, such as the payment method. Enter line items for the products and services you sold. When you're done, select Save and send to email the receipt.

Learn how to view date ranges side-by-side in reports. Some reports let you compare time periods side-by-side. This lets you easily see how things have changed over time. We'll show you how to run this comparison. Compare time periods At the top of the report, select the menu under Compare another period.Note: If you don't see Compare another period, then it isn’t an option for that report. Select which time period to compare. Previous period: The period right before the report period.Example: If the report period is February, the previous period is January. Previous year: The same period the previous year. Year-to-date: From the start of the year to the start of the report period. Note: Not all reports have this option. Select how you want to compare the difference. € change: The difference as amount. % change: The difference as a percentage. Select Run report.And, you'll be able to see your changes.

Once you memorise a report, you can send it by email on a recurring schedule. You can send an individual report or a group of reports. Go to Business overview and select Reports (Take me there). Select Custom Reports. Find the report you'd like to schedule for email and in the Action column, select Edit ✎. Select Set email schedule to turn it on. Set the email recurrence based on your needs. Enter the email information for sending the report. If you want to send the report as an Excel file, select the Attach the report as an Excel file checkbox. Otherwise, the report is sent in HTML format. Select Save. Tips and tricks: To set a quarterly schedule, choose Monthly and Every 3 months for the interval. For Monthly reports, you can't choose the 29th, 30th, and 31st day of the month because these days aren't in every month. It's best to set Next Date to the 1st day of the following month to capture all transaction activities

Learn how to record and track gift certificates you purchase from suppliers in QuickBooks Online. If you purchase or receive gift certificates from your suppliers, you can create a cash account to record them. And when you’re ready to use them, you can track the balance and redeem them in QuickBooks Online. How to record a purchased gift certificate Here’s how to create a cash account that you’ll use to record and track the balance of your gift certificates. Select + New. Choose Cheque or Expense depending on how you paid for the certificate. From the Payee ▼ dropdown, select the supplier you got the certificate from. From the Bank account (cheque) or Payment account (expense) ▼ dropdown, select the account used to purchase the gift certificate (current, credit card, petty cash, etc.). In the Category details section, select the Category ▼ dropdown to select the gift certificate account for this supplier. If you don’t have an account for the supplier yet, here

Learn how to group your products and services in QuickBooks Online. Get helpful insights into your sales and stock when you run reports. Group your products and services into categories to keep things organised. We’ll show you how. Create a category Use categories to group items of the same type. If you want to be more specific with grouping items, you can also create sub-categories. Go to Get paid & pay and select Products and services (Take me there). Select the dropdown More ▼, then Manage categories. Select New category, then enter the name of the category.Note: If you need a create a sub-category, select Is a sub-category checkbox and the main category. Select Save. Categorise the products and services you sell Add a new product or service to a category You can select a category when you add a new stock product, service, or non-stock product. Add an existing product or service to a category If you have an uncategorised item, here’s how to add it to a category.

Learn how to write off bad debt in QuickBooks Online. Bad debt means a customer owes you money but you can't collect it. They have a debt with you, but you know you aren't going to get paid. If your business uses accrual method accounting, you can sometimes write off bad debt as a deduction. When invoices you send in QuickBooks become uncollectible, you need to record them as a bad debt and write them off. This ensures your accounts receivable and net income stay up-to-date.  Step 1: Check your ageing accounts receivable Review other invoices or receivables that should be considered as bad debt using the Accounts Receivable Ageing Detail report. Go to Business overview and select Reports (Take me there). Find and open an Accounts Receivable Ageing Detail report. Check which outstanding accounts receivable should be written off. Step 2: Create a bad debts expense account If you haven't already, create a "bad debts" expense account. Go to Settings ⚙ and&nbsp

Learn how to send invoices over time as you work off an quote in QuickBooks. Progress invoicing lets you split a quote into as many invoices as you need. Instead of asking for full payment at the beginning of a project, you can invoice customers for partial payments. As you complete work, add items from the initial quote to progress invoices. This keeps project payments organised and connected from start to finish. Step 1: Turn on progress invoicing If you haven’t already, turn on progress invoicing. Go to Settings ⚙ and select Account and settings. Select the Sales tab. In the Progress Invoicing section, select Edit ✎. Turn on the switch to Create multiple partial invoices from a single quote. Select Save and Done. Now you can create multiple invoices from your quotes. Step 2: Create a progress invoice template Once you have turned on this feature, QuickBooks will create a default progress invoicing template. You can use the premade Airy new style template any time you cre

Learn how to turn on class tracking in QuickBooks Online Plus. Classes represent meaningful parts of your company, like store departments or product lines. You can use them to get deeper insights into your sales, expenses, or profitability for each part of your business. Once you turn on the feature, you can assign classes to transactions. Here's how to turn on class tracking, so you can start organising your transactions by class. New to class tracking? Check out our class tracking overview to learn if it's the right tool for you and how to get started. Step 1: Turn on class tracking Go to Settings ⚙ and select Account and Settings. Select Advanced, then select the Categories section to edit. Check Track classes. Check Warn me when a transaction isn't assigned a class. This is optional, but it's good to turn on, so when you look at reports, you know everything got classified. Under Assign classes, select One to entire transaction or One to each row in transaction.* Select Save

Learn how to record, edit, and delete expenses in QuickBooks Online. 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've already paid for a business expense, enter it as an expense. On the other hand, if you plan to pay for the expense in the future, enter it as a bill. These are specific transaction types that tell QuickBooks how to record everything. Here's how to enter and manage expenses in QuickBooks. Or, learn the difference between bills, cheques and expenses. Record an expense Follow these steps if you already paid for a business expense and need to record it in QuickBooks: Tip: If you have lots of expenses to record, you can also enter them directly to the account history. Select + New. Then select Expense. In the Payee field, select the supplier. Tip: If the transaction covers multiple petty cash expenses, leave

Learn how to enter and give mileage reimbursements to your employees. Employees should use company vehicles for business trips. If an employee used their personal car for business, you can reimburse them for the mileage. Here's how to track mileage reimbursements and pay employees for the expenses. Note: Follow these steps if your employee paid for a company's vehicle expense out of pocket, like an oil change. Step 1: Set up manual tracking for mileage reimbursements If you haven't already, set up a supplier profile for your employee and a special expense account to track the reimbursements. Set up a supplier profile for your employee This supplier profile is separate from the regular employee profile used for payroll. Only use it to track reimbursements. Keep using employee profiles for everything else. Go to Get paid & pay and select Suppliers (Take me there). Select New supplier. Enter your employee's info. Give your employee's supplier account a un

Find out how to record your total daily sales in QuickBooks Online using a single sales receipt. You can enter a single sales receipt to report the total daily sales in QuickBooks if you use a separate Point of Sale system. Or if you simply don't invoice customers. This saves you time, while still keeping your income reports accurate. Here's a step-by-step guide to help you get you started. Step 1: Create a customer for daily sales You'll only use this customer account on your "end of day" sales receipt. Go to Get paid & pay and select Customers (Take me there). Select New customer. In the Display name as field enter "Daily Sales". Select Save. Step 2: Set up accounts for daily sales Make sure your Daily Sales accounts are set upright. Doing so can help you a lot with accurate income reporting. To set up daily sales accounts: Go to Settings ⚙ and select Chart of Accounts. Select New at the top right. Set up these accounts: Name Category Type / Account