Help Articles

Learn how to record a transfer between two accounts in QuickBooks Online. When you move money from one account to another, you will need to record the transaction as a transfer in QuickBooks. We’ll show you options for how to record transfers and best practices to avoid mistakes. Learn more about transfers When recording a money transfer between two accounts in QuickBooks, accidental duplication of the transaction is a common mistake. If both accounts appear in your Chart of Accounts (they usually do), you must enter the transfer as one transaction that affects both accounts, rather than entering a cheque in one account and a deposit in the other.You can create a transfer between two accounts using any of the following: Transfer Cheque Matching imported bank transactions* (only available if you have one or more connected banks) Journal Entry (Check with your accountant before making a journal entry) Record a new transferIf you haven’t imported the transaction from your bank

Learn how to set up and track a line of credit in QuickBooks Online. To track a line of credit, you need to set up two accounts if you don't already have them. One account is for tracking the principle, and the other is an expense account to track incurred interest. Step 1: Set up a liability account for the principle When you pay for things with your line of credit, you’ll record the transaction as a bill or expense in this account. Go to Settings ⚙, then select Chart of accounts. Select New. From the Account Type ▼ dropdown menu, select Current liabilities. From the Detail Type ▼ dropdown menu, select Line of Credit. (Optional) Change the account name. Select Save and Close. Step 2: Set up an expense account for the interest If you incur interest charges, you’ll record your paid interest in this account.  Go to Settings ⚙, then select Chart of accounts. Select New. From the Account Type ▼ dropdown menu, select Expenses. From the Detail Type ▼ dropdown menu

Learn how to automatically or manually send reminders to customers when their invoices are or soon to be overdue. There's an easy way to gently remind customers about invoice due dates. In QuickBooks Online, you can set up automatic reminders that go out a few days before or after the due date. No need to track the dates yourself or worry about sending too many reminders. And you can personalise the email message so it matches your business. Or, if you want to send an invoice reminder to a customer manually, we'll show you how to do that too. Set up automatic invoice reminders See who got a reminder Go to Settings ⚙ and select Account and settings. Select the Sales tab. In the Reminders section, select Edit ✏️. Turn on Automatic invoice reminders. Select the dropdown for Reminder 1, and turn on the toggle switch. From the dropdown fields, select days, and before or after to tell QuickBooks when to send the reminder. Note: You can schedule and send email

First In, First Out (FIFO) is a concept used by businesses that track stock. As the name implies, QuickBooks Online will always consider the first units purchased (First In) to be the first units sold (First Out) and will adjust your assets and Cost of Sales (COS) accordingly whenever sales of stock items are entered. Here are sample scenarios to help you understand the concept of FIFO in QuickBooks Online. Scenario 1: You purchased 20 widgets for $6 apiece. While they remain in stock, the widgets are considered assets and are valued at cost. (Since you haven't sold any widgets yet, your COS for widgets is $0.) Current Stock: 20 units at $6 each Total Widget Assets: $120 Total Widget COS: $0   Scenario 2: Your customers show great interest in widgets, and you realise you don't have enough. You order 30 more widgets, but the price from your wholesaler has gone up to $7 apiece since your last purchase. When you record the pu

Learn what to review so you can start reconciling. Each time you start reconciling an account, you review the beginning balance in QuickBooks. It's the amount in the account at the beginning of the time period you're reviewing. Think of it as a checkpoint. It lets you know if you're starting with accurate numbers. The beginning balance amount should match what's on your bank statement for the same start day. If it doesn't, don’t worry. QuickBooks lets you know if and what you need to change. Here's how to fix beginning balance issues so you can start reconciling. Tip: If you've never reconciled this account before, don't follow these steps. Here's what to review for the first time you reconcile an account. Or, if you're new to the entire process, start with our reconciliation guide. Learn what causes beginning balance issues Someone entered an incorrect opening balance when they created the account in QuickBooks. Someone added transactions that are olde

Learn how to write and enter cheques. Writing and recording cheques for your expenses keeps your current account organised in QuickBooks. If you make a purchase with a hand-written cheque or you want to print a new cheque, you need to enter a cheque in QuickBooks. This ensures your accounts are up-to-date and all of your business transactions are accounted for. Here's how to record and print a cheque. Tip: Learn more about the difference between bills, cheques, and expenses if you’re not sure which you need to use. How to record or create a cheque Follow these steps to record a hand-written cheque in QuickBooks. You can also follow these steps to create and print a brand new cheque: Select + New. Select Cheque. Choose the Payee from the dropdown ▼. From the Bank account dropdown ▼, select the account the cheque withdraws money from. Complete the cheque fields you need. Select the Print option. Select Save and close to close the cheque window. Or Save and new if you need t

Learn how to set up quotes in QuickBooks Online. Create a quote when you want to give your customer a quote, bid, or proposal for work you plan to do. The form looks similar to an invoice, but has a different purpose - it helps you start discussing details with your customer. When the work is done and you're ready to invoice your customer, you can convert the quote to an invoice so you don't enter it twice. Here's how to create a brand new quote, convert it, or attach it to an existing invoice. Step 1: Create a quote Select + New. Select a Quote. Select a customer from the Customer dropdown. If the work has already started, select a status from the Pending ▼ dropdown. This is optional. Set the Quote date and the Expiration date. Enter the products and services you plan to sell. Enter any other info you need. When you're ready, select Save and close. Step 2: Update a quote's status When your customer accepts the work, or decides they don't want to

Learn how to record a loan in QuickBooks Online. Did you recently get a loan? In QuickBooks Online, you can set up a liability account to record the loan and its payments. This account tracks what you owe. Here's how to set up your liability account to track the loan. We'll also show you one way to put that loan money into your bank account. Step 1: Set up a liability account to record what you owe First you need to create and set up a liability account so you can record the loan. Here’s how. Select Settings ⚙, then select Chart of Accounts. Select New to create a new account. From the Account Type ▼ dropdown, select Non-current liabilities. Note: If you plan to pay off the loan by the end of the current financial year, select Current Liabilities instead and from the Detail Type ▼ dropdown, select Loan payable. From the Detail Type ▼ dropdown, select Notes payable. Give the account a relevant name, like "Loan for a car" or "Covid-19 relief loan." Choose when you want to sta

Learn how to find transactions in your account history so you can review or edit them. Account history lists all past and current transactions associated with the account. If you need to review your transactions or make quick edits, you can do them right from an account history. It also has filtering and sorting tools that speed up your search. Find a transaction There are a few ways to find what you're looking for. Filter transactions Go to Bookkeeping and select Chart of accounts (Take me there). Find the account you want to review. Then, in the Action column, select Account history. Select the Filter icon. Then select the filters you want you to apply. You can use the Find field to search by amount, reference number, or memo. To remove a filter, select the X next to the filter name. Select Apply. Sort transactions You can sort and reorder the list of transactions by date, reference number, payee, or reconcile status. By default, your most recent transac

Do you need to make changes to your QuickBooks Online subscription? Manage your company details, view your subscription details, update your credit card, make changes to your billing information, or even cancel your subscription, all from within your account. To access your billing information page: Select the Gear icon in the toolbar, Select Account and settings, then Billing & Subscription. In the Company section you can view and edit the following info about your business : Company name Company type Contact info Address Communications with Intuit In the Billing & Subscription section, you'll be able to: View Company ID number. View your subscription information including products you are subscribed to and subscription status. View payment information (Billing frequency, Date you'll be charged, Payment history) You will also be able to :  Cancel your subscription. Update credit card information. Tip: If you can't access or

Learn how to enter a single timesheet in your QuickBooks Online. This is useful for your business when entering or editing a single day or event at a time. If you need to enter a weekly timesheet, get more help here. Note: Timesheets only allow a single hourly rate. What you should do? Select + New. Select Single time activity. Enter the date the activity occurred in the Date field. Note: The current date is automatically entered on the date field, but you can change it if necessary. From the dropdown ▼, select the name of the employee or supplier. For each type of activity, enter an activity line: Choose a customer from the dropdown ▼ if you want to bill the activity to the customer or track expenses for the customer. Complete the following optional fields. Note: If you don't see the fields, they are turned off. You can turn them on by going to your Account and settings. Service: If you use the services to enter time, choos

Learn how to transfer the primary admin user in your account. The primary admin is the main user who has access to every part of the QuickBooks account. This user type has the highest level permissions. They can manage all users and other admin tasks. By default, the primary admin is the person who set up the account. If you need to change the primary admin, here’s how to transfer this role to another QuickBooks user. Note: If you’re using QuickBooks Online Simple Start, contact us to transfer the primary admin. Assign the new primary admin You can transfer the primary admin role to an existing QuickBooks user. Or, if the person isn’t a QuickBooks user yet, you can add them as a new user. Then, transfer the primary admin role to them after they’re added. You must be able to sign in as the primary admin to transfer the primary admin role. If the current primary admin is no longer with the company, you can request to be the primary admin. Here’s how to transfer the role to an existing us

Learn how to personalise and add specific info to your sales forms. QuickBooks Online gives you the tools to create attractive, professional-looking invoices, quotes, and sales receipts. Customising the appearance and layout of sales forms is a simple yet effective way to enhance your business' communications. You don’t need to be a designer to make eye-catching forms. And you get to decide what info your customers see and only add the info that matters most to your business. You can create and customise invoice, quote and sales receipt templates. Here’s how to customise your sales forms. Step 1: Create a new template Go to Settings ⚙ and then select Custom form styles. Select New style. Select a sales form type you’d like to create a template for. Step 2: Customise the appearance Let's start with the layout and the design. As you make changes, you'll see a preview of the changes in the template. Select the Design tab. Give your template a name. Select Change u

For bills to be paid later, use Bill, then Pay bills. For expenses to be paid immediately or that have already been paid, use Cheque or Expense depending on how you made the payment. When to enter bills Enter bills from suppliers to accurately report your Accounts Payable, especially if you run your reports on an accrual basis. If tracking Supplier balances, entering bills is essential for knowing how much you owe your suppliers. Record a bill for any services or items received that you will pay for later - whether or not there is an actual bill received from the supplier. For example, when you receive your electric bill, which is not due until the end of the month, use Bill to track what you owe. Then, use Pay bills to clear the bill and generate the cheque. Learn how to enter bills to keep track of your payables. When to enter bill payments If you originally recorded a bill in QuickBooks, use Pay bills to close the bill. You can print a bill p

Learn how to import your chart of accounts to QuickBooks Online from a spreadsheet. QuickBooks uses your chart of accounts to organise all your accounting. When you set up your company, QuickBooks customises your chart of accounts for you. Here's how to import your accounts from a spreadsheet. Tip: The best time to import accounts is when you’re still setting up your company in QuickBooks. If you don’t have a lot of accounts to add, you can create new accounts instead. Step 1: Format your spreadsheet You can import your chart of accounts using an Excel CSV file. Here's how to format your spreadsheet so you can import it to QuickBooks. Open your existing spreadsheet of accounts or create a new one. Make sure you have these columns in your spreadsheet: Account Name Type Detail Type Number If you organise your accounts by number, add an Account Number column. Or skip this if you don’t use account numbers. If you have different currency accounts, add a Currency c

Learn how to set up product and service items you buy and sell, but don't track as part of your stock. In QuickBooks Online, it’s easy to track how much you make and spend on each product or service. You can also enter these products and services you sell as items so you can quickly add them to sales forms. This gives you more detailed financial reports and helps you complete transactions faster. Here's how to add services and products you don't plan to track stock for (also known as non-stock items). Note: If you want to track product quantities, add them as stock items instead. Step 1: Add a new product or service item You only have to create a product or service once. After you create them, you can add them to sales forms as many times as you need. Tip: Already keeping track of your products and services in a spreadsheet? Save time and import them all at once. Go to Get paid & pay, and select Products and services (Take me there). Select New. Select Non-stock or Ser

Learn how to look up your bank when you connect it to online banking in QuickBooks Online. When you set up online banking, you connect your bank and credit card accounts to automatically download transactions. If you can't find your financial institution when you set up, don't worry. There are a number of reasons this can happen, but there are some steps you can take to find the right one. Why you can't find or connect to your bank You may have an issue finding or connecting to your bank if: Your bank has multiple names on our list. Make sure you have selected the correct listing or have tried all possible links. Search by the banking sign-in URL to ensure you are using the correct listing. Your bank does not connect to all types of accounts (for example, personal accounts vs business accounts). Your bank is not a participating financial institution. Step 1: Search for your bank If you can't find your bank when you search, check the following: Verify the spel

If you see this error message in QuickBooks Online, don't worry. "The old connection is gone. Reconnect now with the new faster, more reliable one and get back on track. (377)" Bank error 377 usually means QuickBooks can't download transactions. We need to update the connection with your bank. Update your online bank connection Follow the steps to update the account to the new connection type: Go to Bookkeeping, select Transactions, then select Bank transactions (Take me there). Select the Update Now link from the Let's fix this bank connection banner. Follow the steps to update the connection.

Bank error 185 means your bank or financial institution (FI) requires more information after you enter your credentials. This may mean that your FI has additional security requirements, such as a security question or one-time passcode (OTP), for you to address. Fix error 185 Security questions: If your bank or FI asks you a security question, enter your answer. You may see this error again the next time you update if you have multiple security questions. As you enter your answers, QuickBooks Online remembers the security questions you have been asked and answers for you. One-time password (OTP): If your bank or FI asks for an OTP, get your OTP (on a device, through text, call, etc.), and enter it each time you see Error 185.

Learn how to fix error 192 when you try to do online banking in QuickBooks Online. Error 192 means your bank requires additional sign info which prevents QuickBooks Online from automatically downloading banking transactions. In some cases, your bank sign-in has an ever-changing code that's required to access the account. Fix error 192 Since QuickBooks Online is unable to download transactions automatically, you can manually upload bank transactions into QuickBooks Online.

Learn how to fix bank error 109. Banking error 109 means that your bank's website needs you to update your password with them. You try to sign in to your bank's website using the old password you entered. However, your bank denies the sign-in because your password has expired or needs to be updated. Fix banking error 109 Update your password on your bank's website then update your sign-in info in QuickBooks Online. Sign in to your bank's website and update your password. Sign in to QuickBooks Online. Go to Bookkeeping, select Transactions, then select Bank transactions (Take me there). Select the blue bank square for the account you want to update. Select the Edit ✎ icon in the tile for the bank account you want to update. Then select Edit sign-in info. Update your password. When you're done, select Save and connect. For more info, see the section about updating your banking info in QuickBooks.

Learn what causes this error and how to resolve it. Bank error 155 means that your Financial Institution (FI) isn't allowing QuickBooks to connect and retrieve your data. If you receive this error, it means that we're working with your FI to resolve this issue. At this time, the Financial Institution hasn't told us when they'll begin allowing these connections again. To resolve this issue, you need to contact your bank and request that they allow the connection. If the issues remains unresolved, ask your bank representative to escalate the case through our OFX Connectivity page (English only) for resolution.Be sure to make a note of your case or ticket number for future reference. In the meantime, as an alternative, you can upload your bank transactions into QuickBooks Online using Web Connect. (For help uploading transactions, see Upload more than 90 days of bank transactions.)  

Learn what to do if you see error 323 in QuickBooks Online. If you see banking error 323 in QuickBooks Online, don't worry. It means you connected two accounts with similar names or account numbers, or added the same account twice. Fix banking error 323 Rename similar accounts If you have two accounts with the same name, or the last 4 digits of the account numbers are the same, you may get an error. Sign in to your bank or credit card's website. Rename one of the accounts so each one has a unique name. Then sign back into QuickBooks and connect the accounts again. Disconnect duplicate accounts If you added the same account twice, disconnect one of them. This should fix the issue.

Banking error 106 means QuickBooks is unable to locate your account on your bank or Financial Institution's (FI) website. This usually happens when the account is closed. If you closed your bank or financial institution account, and you need to disconnect? Here's how. Follow the steps to disconnect, remove, or delete a bank or credit card account from the Downloaded Transactions page.

Learn how to fix error 103 when you connect your bank to QuickBooks Online. If you see error 103, it usually means the user ID or password is incorrect for the bank account you’re trying to connect. Here’s how to fix this error for both existing and new connections. Or, learn how to connect your bank or credit card account to QuickBooks Online. Step 1: Confirm your sign-in info is correct It’s always good to make sure you have the correct user ID and password for the bank account: Open a new window in your web browser and go directly to your bank’s website. Make a note of the web address (such as https://www.bank.com). This may come in handy later. Sign in with the user ID and password you have. Note: If you have separate accounts with the bank (such as a business account and a personal account), sign in to the account you want to fix in QuickBooks. If you sign in successfully, then you know the user ID and password are correct. If you get a sign-in error, follow your bank’s instr