Help Articles

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

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

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 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 101 when trying to connect your bank in QuickBooks Online. There are various reasons why you’re getting error 101, but we’re here to help you fix it. Here’s how. Fix error 101 Log in to your bank's website.In a new tab or a different browser, sign in to your bank's website to see if you can get in without any errors. Check if your account is active.Your account is considered active if there’s an existing balance, or if there were transactions in the past 12 months.If you’re supposed to have an active account but still unable to log in to your bank’s website, contact them directly. Look for missed prompts.Go back to your bank’s website and look for messages that need your confirmation (for example, new terms and conditions).Acknowledge the prompt, then go back and refresh your account in QuickBooks Online. If you are still experiencing banking error 101 after 72 hours you can contact the QuickBooks support team by signing into your QuickBooks company file. Se

Learn how to turn on and use account numbers for your chart of accounts in QuickBooks Online. As your business grows, so does the list of accounts you use to categorise finances. If you have an extensive chart of accounts, don't worry. You can keep your accounts organised and easy to find by assigning numbers. We’ll show you how. Step 1: Turn on account numbers The account numbers feature is off by default. Here’s how to turn it on. Go to Settings ⚙ and select Account and settings. Select the Advanced tab. Select Edit ✎ in the Chart of accounts section. Turn on Enable account numbers. If you want account numbers to show on reports and transactions, select Show account numbers. Select Save and then Done. Step 2: Assign account numbers Want ideas for how to number your accounts? You can assign any number to your accounts. But if you’re looking for recommendations, these account number ranges might help. These ranges are based on account types and follow Generally A

Learn how to get your budgets into QuickBooks. Many businesses create budgets to compare against their actual sales and expenses. In QuickBooks Online Plus, you can create budgets based on your accounting data. Once your budgets are in QuickBooks, you can review and adjust everything. Then run financial reports to compare your actual sales and expenses with your budget. Tip: You can make a budget at any time, but year-end is a great time to start planning for the year ahead. Create budgets in QuickBooks Online Sign in to QuickBooks to access, create, or delete budgets. Then follow the steps for your version of QuickBooks Online. In QuickBooks Online Plus Step 1: Set the first month of your financial year Make sure the beginning of your financial year is set in QuickBooks. You can create a budget any time, but it helps if you start at the beginning of the financial year. Sign in to QuickBooks Online. Go to Settings ⚙ and select Account and settings. Select the A

Learn how and when to give a credit note or delayed credit to customers. Instead of a refund, some customers prefer getting a credit note they can use to reduce the balance on their next invoice. There are a few ways to handle credit notes in QuickBooks. You can create a credit note to immediately reduce a customer's current balance. Or you can enter a delayed credit so they can use it in the future. Here's more about the difference and how to apply them to customer transactions. Note: If your customer simply wants a refund, here's how to return your customer's payment. Learn the differences between credit notes and delayed credits In QuickBooks, you can give credit using a credit note or delayed credit. Here are the key differences: Credit note If your customer wants to immediately reduce their current open balance, use a credit note. Your customer can use their credit note as payment for an invoice. They can use all of their credit note or a portion of it. You ca

Learn how to add Intuit's service email addresses in your email's list of accepted senders. Unable to receive emails from Intuit? We're here to help. Follow the steps for your email provider to start receiving Intuit emails. Note: If you're using a corporate email account, you may need to work with your IT department or administrator to complete the process. Intuit's service email addresses We provide services that enhance your QuickBooks Online experience. Each of our services has its own email address. These service-related email addresses need to be set as a "safe sender" or unblocked on your email account to make sure you receive important communications from these services. Intuit service Sender address QuickBooks Online Payroll QBOPayrollNoReply@intuit.com QuickBooks for Mac noreply@macpayroll.com QuickBooks Workforce noreply@workforce.intuit.com Add approved email adresses for your email provider Reminders when

Dataswitcher converts some systems in home currency (such as Xero). For example, Xero allows a customer or supplier to have invoices or bills in different currencies. QuickBooks Online only allows invoices in the same currency as the customer or the supplier. In the case of Xero, there is no way for Dataswitcher to correctly retrieve the correct balances on foreign accounts. In this case, Dataswitcher converts all amounts in home-currency. After the conversion, you have to follow three post-conversion steps to correctly to reflect the amounts. The conversion in home-currency will always be correct, but since there is no foreign currency in the destination system, there will be no currency gains or losses in the destination system. You might notice a difference in the currency as it may have fluctuated since the conversion.  It's important to remember that the difference in gain or loss (depending on the currency) will not be converted to QuickBooks Online.   Here is what

Learn what to do if you have issues when you manually upload bank and credit card transactions into QuickBooks Online. In QuickBooks Online, you can manually upload your bank transactions. If you can't upload them, or you get an error, don't worry. These are usually temporary and easy to fix. Follow the specific steps below for the message you see. "The uploaded file contains invalid transaction amount information." This can happen if one of your transactions has 12 or more digits. QuickBooks can't upload transactions this large. To fix this, remove the transaction from the file. Then, enter the transaction as an individual sales receipt or expense in QuickBooks. Then upload the file again. If you need, you can also reformat your CSV before you upload them. "The uploaded file is of a different type than these accounts." This can happen if you're uploading a file for a different type of account than the one you selected. For instance, if you chose checking but you're

The multicurrency feature gives you the ability to record transactions in foreign currencies. If you have customers, suppliers, or bank accounts that use a currency other than your local currency, you can turn on the multicurrency feature to properly track these transactions, as well as exchange rate gains and losses.  Once you turn the multicurrency feature on you cannot turn it off again, so be absolutely sure you want to turn it on. The multicurrency feature and foreign currencies are available in QuickBooks Online Essentials and Plus. Notes Turn on multicurrency Warning: Once you turn multicurrency on, your Home currency is set and cannot be changed. Go to Settings ⚙. Select Account and settings. Select Advanced. Select Edit ✎ in the Currency section and choose your Home Currency. Select the Multicurrency checkbox and confirm that you understand that you can't undo this option. Select Save and close. The Manage Currencies link that appears takes

Learn how to get a new QuickBooks user account. Use your QuickBooks user account to manage settings for all of your QuickBooks Online products. It ties everything to one email address. Use this account any time you want to sign up for a new QuickBooks Online product. Follow these steps if you need to update an existing QuickBooks user account. Go to the Intuit accounts page. Select the Create an account link. Enter your email address and phone number. Note: If you see a "This user ID is already taken" message, you may already have an account. Select the I forgot my User ID or Password link and enter your email address. Create a password. When you're ready, select Create Account. We'll send you a link with instructions to verify your email address. Then you're all set.

You can track the value of your stock assets manually in QuickBooks Online following the steps below. Note: If you're using QuickBooks Online Plus, you can use the built-in stock feature instead of tracking stock manually. Create an account to track your stock value Select the Gear icon at the top, then Chart of Accounts. Select New. Select Current assets from the Account Type dropdown. Select Other current assets from the Detail Type dropdown. (Optional) Input a unique Name (system default will be Other current assets), Description, Default Tax Code, and Balance for the account. Select Save and Close. If desired, you can create an account for each type of stock. For example, if you sell used cars and motorcycles, you'd create an account for cars and another for motorcycles. Create an account to track your cost of goods sold Select the Gear icon at the top, then Chart of Accounts. Select + New.