Help Articles

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.

Learn how to fix bank error 187. Do you see error 187 when you sign in to do online banking? Don't worry. This means your financial institution’s additional security requirements, such as security questions or one-time passcodes, weren't entered correctly. To fix this error follow the onscreen steps to enter the correct info. If you still see error 187,  go to your bank's website. Make sure your security questions and answers are correct. Here are additional troubleshooting steps you can follow to fix online banking errors in QuickBooks Online.

Learn what bank and account histories are and what you can do with them. QuickBooks uses account histories to track transactions based on where they came from. They list an account's complete transaction history and current balance. Your cheque account history is a good example - it keeps track of all transactions you identify as a cheques. All of your account histories make up your chart of accounts. Learn how account histories work Account histories let you review everything about an account. You can open the account history to get a detailed, transaction-level view of your books. This is also where you can edit existing transactions. In the account history, you can: See all the transactions in an account Edit, delete, or void transactions Filter accounts to find specific types of transactions Reconcile individual transactions Review reconciliation adjustments Learn about reviewing account histories Reviewing your account history regularly helps you catch errors and 

Learn how to change your accounting method from cash to accrual (or vice versa) in QuickBooks Online. Need to change your company's accounting method? You can do it in QuickBooks in just a few steps. Just remember that each method reports your income and expense differently. Once you change your accounting method, accounts and balances in your reports might show up differently. Which accounting method should I use? Each method has its own pros and cons. It's important to understand how each method works so you can choose the best bookkeeping practices for your business. If you're unsure which method to use, talk to your accountant. Or, find an accountant if you need one. Change the accounting method for your company Select Settings ⚙, then select Account and settings. Go to the Advanced tab. In the Accounting section, select Edit ✎ icon. Choose the Accounting method. Select Save, then Done.

Learn how to void or delete invoices, expenses, and other transactions in QuickBooks. Did you create a transaction by accident? You can void or delete it so it doesn't affect your account balances or reports. If the transaction is recurring, you can also turn it off to prevent it from being created again. If a transaction isn't a mistake, find out the best way to handle it. Talk to your accountant or do a little research. For example, if a customer owes you money but you know you won't be paid, learn how to write off bad debt. If you’re ready to void or delete a transaction, continue with the steps here. Understand the difference between voiding and deleting transactions When you void a transaction in QuickBooks, you still have a record of the transaction, but it won’t affect your account balances or reports.When you delete a transaction in QuickBooks, the transaction is completely erased from your books, and it won’t appear on any reports or in any accounts. You can recover some detai

Learn how to add, delete, or restore a class in QuickBooks Online Plus. New to class tracking? Classes represent meaningful segments in your company, like store departments or product lines. Check out our class tracking overview to learn if it’s the right tool for you and how to get started. After you turn on class tracking, create a class for each segment in your business. You can organise your customer and supplier transactions by class. This lets you get clearer insights on your sales, expenses, or profitability by business segment. We’ll help you set up your classes. How to add a new class Remember, it’s best to keep it simple. Too many classes can sometimes become time consuming to work with. And the more straightforward your classes are, the easier it is to understand your reports. Note: Only admins in QuickBooks Plus can create classes. If you don’t have Plus, it’s easy to upgrade your plan once you’re ready to use class tracking. Go to Settings ⚙ and select All Lists. Select

To get a report on all money paid to a supplier for the year, you can run a Transaction List by Date report. Once the appropriate customisations are made it will reflect all payments made to suppliers. Note: The Expenses by Supplier Summary report only reflects payments coded to expense accounts and not true supplier totals. To get your supplier totals: Go to Business overview and select Reports (Take me there). Enter the report name as Transaction List by Date. Choose Transaction List by Date. Select a Report period to the year. For Group By, select Supplier. Select Customise. Filter by the following Transaction Types: Bill Payment (Cheque) Bill Payment (Credit Card) Cash Expense Cheque Credit Card Expense Credit Card Credit Supplier Credit (Optional) If you want to report on a particular supplier or group, select the Name ▼ dropdown menu, then select the appropriate supplier(s). Select Run Report. Select Save

Learn how to get transactions from your bank or credit cards and manually import them into QuickBooks Online. Online banking is one of the biggest timesavers in QuickBooks Online. When you connect your bank and credit card accounts, QuickBooks automatically downloads transactions up to a certain date. If you want to enter older transactions, or if your bank or credit card can't connect to QuickBooks, you can still upload transactions manually. Before we go any further, watch the short video below which gives a full overview of how to import your bank transactions: To watch more how-to videos, visit our video section. Step 1: Pick a start date To avoid entering duplicates, you need to know the date of the oldest existing transaction currently in the account: In QuickBooks, go to Bookkeeping and select Chart of accounts (Take me there). Find the bank or credit card account you want to upload the transactions into. Select Account history. Find and write down the d

Learn what to do in QuickBooks Online when a customer overpays you. Customers can pay you too much for several reasons. When this happens, you can use the credit toward an invoice, refund the customer, or enter the overpayment as a tip in QuickBooks. Option 1: Apply the credit to an invoice Apply the credit to an invoice you already created Select + New. Select Receive payment. Select the customer, then the credit and the invoice. Select another pending invoice and enter the overpayment amount in its Payment column. Select Save and new or Save and close. Apply the credit to a new invoice Select + New. Select Invoice. Create the invoice. Select + New. Then select Receive payment. Select the credit and then Save and new or Save and close. Option 2: Refund the customer for the overpayment If your customer overpaid you on accident, you can give them a refund. Option 3: Record the overpayment as a tip If your customer paid more than their total on

Learn how to set up and manage projects in QuickBooks Online Plus and Accountant. Use projects in QuickBooks Online to track your project’s profitability. You can add project income, expenses, and labour expenses, add old transactions to new projects, and run project-specific reports from a single dashboard. Projects is only available in QuickBooks Online Plus and Accountant. Step 1: Turn on projects If it isn't already, turn on the Projects feature: Select Settings ⚙, then select Account and settings. Go to the Advanced tab. Find the Projects section and select Edit ✎ to expand it. Turn on Organise all job-related activity in one place. Select Save and then Done. Turn off projects You need to be a primary admin to turn off the Projects feature: Go to Settings ⚙ and select Accounts and settings. Select the Advanced tab. Find the Projects section and select Edit ✎ to expand it Select the green toggle option to turn off Organise all job-related activ

Learn how to send statements to show customers summaries of their invoices, payments, credits, and balances. When customers have outstanding balances or invoices that will soon be overdue, you can send them a customer statement. These are gentle, detailed reminders about upcoming deadlines. There are three types of customer statements in QuickBooks. Here's how to create Balance Forward, Open Item, and Transaction Statements. Create a customer statement Go to Get paid & pay and select Customers (Take me there). Select the checkboxes for the customers you want to make statements for. In the Batch actions dropdown ▼, select Create statements. In the Statement Type dropdown ▼, select the customer statement type: Balance Forward: Lists invoices and payments with outstanding balances for a specific date range. Open Item: Lists all open, unpaid invoices from the last 365 days. Transaction Statement: Lists all transactions for the selected date rang

Learn how to unreconcile an individual transaction from a completed reconciliation. When you reconcile an account, you compare each transaction on your bank statement with transactions entered into QuickBooks. If everything matches, you know your accounts are balanced and accurate. But if you’ve reconciled a transaction by mistake, we’ll show you how to remove individual transactions from the reconciliation. Keep in mind, even small changes can unbalance your accounts. To minimise the impact, you can only unreconcile one transaction at a time. If you need to completely start over, reach out to your accountant. Only accountants can undo entire reconciliations. Step 1: Review the account Before changing anything, make sure you're making the right changes. We always recommend talking to your accountant if you're unsure. There are a few reasons for unreconciling a transaction. You reconciled it by accident, or it's an error and needs to be deleted. Review the opening, beginning, and e

Invalid characters in your QuickBooks Online company name, or in the name of one of your list items (such as Customers, Suppliers, Products and Services, or the Chart of Accounts), can lead to server errors or other problems in the application. To avoid or remedy these errors, make sure your company name in QuickBooks Online only contains accepted characters from this list. Here is a list of accepted characters: Alpha-numeric: A-Z, a-z, 0-9 Comma: , Dot or period: . Question mark: ? At symbol: @ Ampersand: & Exclamation point: ! Number/pound sign: # Single quote: ' Tilde: ~ Asterisk: * Space: ( ) Underscore: _ Minus sign/hyphen: - Semi-colon: ; Plus sign: + If you have any special characters in your company name that aren’t listed above, edit the company name: Go to Settings ⚙, then select Account and settings. From the left menu, select Company. Select Edit ✏️ in the Company Name section to edit the entry. Remove any invalid special characters

Learn how to add your stock products in QuickBooks Online Plus. Add everything you buy and sell in your stock into QuickBooks. Then, let QuickBooks update the quantity on hand as you work so you don't have to. Once you're set up, it's easy to track stock in QuickBooks and add products to sales forms. If you buy and sell products and services but don't track them as part of your stock, here's how to add them to QuickBooks. 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 quantities. For example, nuts and bolts you use for installation jobs but don't sell directly. Service: Services you provide to customers. Bundle: Several products or services you sell together as a single item. For example, a gift basket. Step 1: Turn on stock tracking

What is happening? Note: Please note this article is for QuickBooks customers in Malaysia. The Royal Malaysian Customs Department (RMCD) expanded the list of electronic services provided by non-resident suppliers subject to Sales and Services Tax (SST). As a result, Intuit Limited, providers of QuickBooks, is now a SST registered entity in Malaysia. Starting on your next bill date on or after 01 March 2020, we will be required to collect 6% SST on all QuickBooks Online subscriptions. SST charges are collected by Intuit on behalf of the government and as such, should not be considered as a price increase. For more information, visit https://mysst.customs.gov.my What should I do? If you have a SST Registration Number, you must complete these steps for it to be reflected on your invoice. Sign in to your QuickBooks Online account. Select Settings ⚙, then select Account and Settings. In the Company name section, select the Edit ✎. Enter your SST Registration Number in the Sales and Ser

Learn how to make accounts inactive from your chart of accounts. Keep your chart of accounts simple and organised. If you don't plan to use an account anymore, you can make it inactive. QuickBooks makes accounts inactive instead of deleting them so you have access to past transaction data for reporting purposes. If you've never used an account or its balance is EUR €0, you can easily make it inactive. However, active accounts will take a bit more work. Since accounts rely on each other to stay balanced, deleting data from one affects everything else. We'll guide you through what you can do so you can make the best choice. There's a big difference between disconnecting an account from online banking and deleting one from your chart of accounts. Here are a few tips to keep in mind. Note: If you are looking to make a banking account inactive, it's better to disconnect it. Then, QuickBooks stops downloading new transactions, but your existing accounting data won't change. Disconnectin

Amortisation of debts and assets in QuickBooks Online will have to be done through manual transactions, such as cheques and journal entries. For example, the amortisation of debts can be done with a cheque. To process amortisation of debts with a cheque: Select + New. Select Cheque. From the Payee ▼ dropdown menu, select a customer. From the Bank Account ▼ dropdown menu, select an account. Enter a Mailing address. If this is a hand-written cheque, enter a Cheque no. and an appropriate Payment date. Choose a Location ▼ if applicable. From the Amounts are ▼ dropdown menu, select the applicable tax. From the Category ▼dropdown, select the loan account. Enter a Description. In the Amount field, enter the amount paid off for the principal loan. From the VAT ▼ dropdown menu, select a rate. Select the Billable checkbox if needed. From the Customer/Project ▼ dropdown menu, make a selection. From the Class ▼ dropdown menu, make a selection. Enter the interes

Need to make a password, email address or user ID update? You can make changes to your accounts from your Intuit Account Manager. Change your QuickBooks user ID, email address, password, and other info Tip: Do you have multiple companies? Or see a message that your email is already being used? Consider consolidating them under a single user ID for a better sign-in experience. From QuickBooks Online Sign in to QuickBooks Online. Select your profile icon next to Settings ⚙. Select Manage your Intuit Account. This opens the Intuit Account Manager. Select the Sign in & security menu. Select the User ID, Email address, or Password section. Make your changes. When you're done, select Save. Note: If you changed your email address, make sure to also update your email address in the Manage users section of QuickBooks. This ensures you continue to receive emails for your QuickBooks subscription. From QuickBooks Online Accountant If you use QuickBooks Online

To pay a subcontractor or a supplier for timesheet entries, create a report that totals the number of hours worked. Then enter a bill or write a cheque for that supplier. Step 1: Create a Time Activities by Employee report Go to Business overview and select Reports (Take me there). Find and open a Time Activities by Employee Detail report. Select Customise. Select a time period under Time Activity Date. Adjust the dates or enter the date range in the fields. In the Filter section, select the supplier from the Employee dropdown. Or if you want all of them on one report, check multiple names. Select Run report. Note: If the timesheet entries are billable, the Amount column will show what you are charging your customer, and most likely more than you are paying your supplier. This report is usually created to get total hours. But if you bill your customers the same amount as you pay your suppliers, you can use the amount column for the total owed to your subcontractor.

Learn how to record business expenses you made with personal funds in QuickBooks Online. Although we recommend not to mix business and personal funds, we know it happens sometimes. When you reimburse a personal expense, you can record it as a cheque or an expense. Here's how. Step 1: Record the business expense you paid for with personal funds Select + New. Select Journal Entry. On the first line, select the expense account for the purchase. Enter the purchase amount in the Debits column. On the second line, select Partner's equity or Owner's equity. Enter the same purchase amount in the Credits column. Select Save and close. Step 2: Decide how you want to reimburse the money For the reimbursement , you have two options. Option 1: Record the reimbursement as a cheque Select + New. Select Cheque. Or if you're in Business view, follow the steps to switch to Accountant view first. Then come back to these steps. Select a bank account to use to reimburs

Learn how to create and send invoices in QuickBooks Online. If you plan to get paid in the future for products and services you sell, send your customers an invoice. You can simply add the product or service you’re selling to an invoice and email it to your customer.  We'll also show you how to handle things if you use an external payment processing platform. Step 1: Create and send an invoice Select + New. Select Invoice. From the Customer ▼ dropdown, select a customer. Make sure all of their info is correct, especially their email address. Review the Invoice date. If you need to, change the due date in the Terms ▼ dropdown. Tip: Net refers to the number of days until the payment is due. The default is 30 days, but you can change the due date if needed. From the Product/Service column, select a product or service. You can also select +Add new to create a new product or service right from the invoice. Enter a Quantity, Rate and Change amount if needed. S

You can add banking details to your invoices by adding custom fields, headers or footers to the invoice. Here’s how to add the fields: Go to Settings ⚙ and select Custom form styles. Locate the Standard style and select Edit on the right-hand side of the column. On the style page, you can you can select a new style or select Next to stay with the one you have. Select Footer and add a custom message with the banking details or add the banking details in as a footer, select Save. Note: The change will only apply to newly created invoices after the invoice customisation was applied. You can also create your own invoice template in Word. For more information, see the article How to Import Template Styles from Word.