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Learn how to add transactions directly to an account. In Quickbooks, there are multiple ways to enter and track transactions. You can create a sales form, like an invoice or sales receipt, to capture the entire business cycle. We recommend this method in most cases since it gives you the most flexibility and features. You can also add transactions manually while you're working in your account. This saves time if you're reviewing your chart of accounts and need to make a quick addition. Here's how to manually add transactions to an account. Step 1: Open an account Go to Bookkeeping and select Chart of accounts (Take me there). Find the account you want to review. If you're new to QuickBooks, select See your Chart of Accounts first. Select Account history from the Actions column. Note: Not every account lets you add transactions directly. Step 2: Add a transaction to the account At the very top of the list, select the Add journal entry, Add deposit or Add cheque ▼ dropdo

Learn how to delete your data in QuickBooks Online and start over with new books. Sometimes you need to start fresh with a new QuickBooks Online company. If you're a new customer, you can simply start over. If you've used QuickBooks for longer than 90 days, you'll need to create a new file or contact support. Warning: This process will delete all data in the company file. Once you delete, you can’t restore it. Tip: Check out our frequently asked questions section below for more information to help you decide if purge and reset is the best decision for your QuickBooks Online file. Reset your account within 90 days of signup This is for QuickBooks Online Plus or Essentials users only. If you use QuickBooks Online Simple Start, you need to cancel your current account and start a new one. Sign in to your QuickBooks Online Company. Change the URL to include /purgecompanyExample: Change https://app.qbo.intuit.com/app/homepage to https://app.qbo.intuit.com/app/purgecompan

Find out how to record billable expenses in QuickBooks Online Plus. A billable expense is an expense you incur on your customer’s behalf when you perform a work for them. You can easily record and track billable expenses so your customer can reimburse them when they receive their invoice. Step 1: Turn on billable expense To record billable expenses, turn on billable expense tracking. Go to Settings ⚙, then select Account and settings. Go to the Expenses tab. From the Bills and expenses section, select Edit ✎. Turn on the following: Show Items table on expense and purchase forms Track expenses and items by customer. Make expenses and items billable. (Optional) Set up the following: Markup rate Billable expense tracking Sales tax charge Bill payment terms. Select Save. Step 2: Enter a billable expense Here’s how to bill a customer for an expense. Select + New. Select the transaction (Bill, Expense, or Check) you want to create. Select the

You can easily edit, delete, or restore recently deleted list elements such as accounts, terms, classes, products, or services. Edit a list element You can easily edit a list element: Select Settings ⚙️ Under Lists, select All Lists. Open the appropriate list, for example, Chart of Accounts, Products and Services, etc. From the Action ▼ dropdown menu, select Edit. Note: You may need to select the dropdown to make edits. Make changes, then select Save and close. Edit a supplier or customer To edit a supplier or customer: Go to Get paid & pay and select Suppliers (Take me there) or Customers (Take me there). Select the supplier/customer's name to open the details window. Select Edit. Make changes, then select Save. Delete a list element To delete a list element, you'll want to follow these steps: Warning:  Keep in mind that once you have deleted Recurring Transactions, Custom Form Styles, Currencies,

Check this quick video to learn about setting up your tax. How to set up Value Added Tax (VAT) To set up VAT, follow the steps below: Go to VAT and select Set up VAT. Select your Start of Tax period. Select your tax Filing frequency for VAT. Select your Reporting Method (usually it'll be Accrual, unless you are a professional service provider. If in doubt, please consult your accountant). Enter your VAT No. Select Next, then select OK. Once you have initialised the Tax Centre, you can now add custom tax rates, custom tax agencies (other than VAT and Service Tax) and group tax through the Add tax button. For more information on how to do this, refer to the following links: Create Custom Tax Rate Create Custom Tax Agency

Learn how to sign up and create a QuickBooks Online Accountant firm. If you're an accountant, use QuickBooks Online Accountant to connect to their clients' accounts. This version of QuickBooks lets you review their books, edit transactions, and fix issues. It also gives you enhanced bookkeeping tools. Sign up for QuickBooks Online Accountant You can create a new QuickBooks Online Accountant firm directly from our website, or an invite sent by a client. Tip: Even if you have an existing Intuit user ID, you may want to create a new profile specifically for your firm. From the QuickBooks Online Accountant website If you've never used QuickBooks If you don't have an existing user ID, or you want to create a brand new profile for QuickBooks Online Accountant: Head over to our website. Select the Free sign-up link. Follow the steps to create a new firm. From a client's invite email If you've never used QuickBooks Ask your client to invite you to b

Learn how to record, adjust and delete VAT payments in the tax centre. The tax centre has everything you need to handle tax in QuickBooks. You can run reports for your VAT liabilities, record or edit VAT payments, and see your payment for different time periods. Here's how to manage tax payments and other tasks in the tax centre. Note: If you don't see the features mentioned below, you may be using the tax feature. Learn more about setting up and using tax. Review VAT reports Get a tax liability report Go to VAT and select View reports. Select Taxable sales summary. The report shows each VAT agency, the taxable amount of sales, and payments. This opens a transaction report that lists all your tax payments. You can adjust the date range or customise to further refine the report. Manage VAT payments Record a VAT payment Go to VAT and select the Payments tab. Select Record payment. Fill in the required fields (bank account you're making t

Learn how to import multiple invoices to QuickBooks Online in one go. What you can and can’t import You can’t add discounts, credit notes, and negative amounts in general. You can import a maximum of 100 invoices at a time and 1,000 row limit per spreadsheet. You can import invoices with single or multiple line items. You can also import a large volume of customers and suppliers or products and services. Step 1: Prep your spreadsheet Before you import your invoices, make sure everything looks good in your spreadsheet. Fill in the required columns: Invoice number Customer Invoice date Due date Item amount Item tax codeNote: If your invoices have multiple line items, make sure each line entry has an invoice number, customer, invoice date, etc. just like in the sample spreadsheet. If you collect taxes, just add the tax rate in your invoices in the spreadsheet. When importing, you can map the tax codes you created into QuickBooks tax codes. You can map ea

Learn how you can automate your VAT calculation when you create an invoice or sales receipt. You can skip manually tracking the VAT based on where you sell, what you sell, and other transaction details. QuickBooks knows the tax rules, wherever you run your business. After you set up VAT, here's how to automatically track VAT when you make a sale. Track VAT automatically when you make a sale Follow the usual steps to create an invoice or sales receipt. Make sure the Location of sale is correct. If you ship ordered items, add the Shipping to, Ship via, Shipping date, Tracking no. info so QuickBooks knows where to charge your VAT. Check your taxable items in the VAT column.Note: If you haven't already, add tax categories to your products and services. This lets QuickBooks know what's taxable and what isn't. Select Save and send.

Learn how to determine if your sale is exempt from tax in QuickBooks Online. Learn about tax-exempt items Generally, you're not required to collect VAT for the following items: Resold items: Retailers don't typically have to pay VAT on wholesale purchases. It's assumed that the end consumer will pay VAT on these items at the point of purchase. Raw materials: If you produce and sell goods that will be used as raw material for other goods, these items are typically considered VAT exempt. Transactions with nonprofit organisations: Sales made to nonprofit organisations are normally exempt from VAT. If you conduct business with tax-exempt organisations, you'll need to get a copy of the buyer's tax-exempt number or certificate. Note: Always check with your tax authority as to which goods and services are subject to VAT.

Learn how to use the VAT Liability report in QuickBooks Online to see how much sales tax you owe. Get a detailed look at the taxes you owe and why you owe them. Run the VAT Liability report to view your VAT info anytime. This helps you make sure everything is accurate before you file your return to your tax agency. Run the VAT Liability report The VAT Liability report is a summary of your taxable and non-taxable sales, plus the total sales tax you collected from customers. Here's how to run the report. Go to Business overview and select Reports (Take me there). In the Find report by name field, search for "VAT Liability Report". Then, select the report. Select the Report period ▼ dropdown. Select the correct date range depending on how often you file your tax. Select the VAT Agency ▼ dropdown. Then, select All or just one VAT agency. Select Run report. Look at the Tax Amount column. Here, you can view the total tax amounts you collected from your customers. The amounts would

Learn how to update payment and firm info. You can edit subscription billing info and details about your firm right from QuickBooks Online Accountant. Here's how. Update subscription and payment info To update credit card and subscription billing info: Go to Settings ⚙ and select Subscriptions and billing. Select the Billing details tab. Select Edit billing information and update your payment info. This will launch the Wallet list, from this view you can: Edit the payment method used for QuickBooks Online billing (expiration date, billing address, account holder name) Add a new payment to be used for QuickBooks Online billing Switch QuickBooks Online billing to previously stored payment method After saving your change, the payment method will be displayed on the Billing details tab. Tip: You can also access your billing and subscription information from your Intuit Account Manager. Update firm info To update your firm's contact info and preferences: Go to

Learn about Your Books feature in QuickBooks Online Accountant. Besides tools to do your client’s bookkeeping, you also get everything you need to do your firm's accounting. In QuickBooks Online Accountant, you get all the features of QuickBooks Online Plusat no extra cost. Do your firm's bookkeeping The Your Books section is where you manage your firm’s books, rather than your client’s. Just sign in to QuickBooks Online Accountant and select a menu in the Your Books section. Tip: Your client list info automatically comes over whenever you do your own books or send invoices.

Need to resubscribe?  No problem!  We'd love to have you back. You should be prompted to resubscribe as soon as you sign into the QuickBooks Online company. If not, follow the steps below: Log in to your QuickBooks Online company. Select Settings ⚙ at the top. Under Your Company, choose Account and Settings. Select Billing & Subscription, then Subscribe, and enter the updated company profile. Select Save. Select Payment Information type (Credit/Debit card or Net Banking) and enter your bank information. Select Resubscribe. FAQs Will I be back-billed for the time the account was inactive? No. It is QuickBooks Online's policy not to back-bill. Will my data still be available?  We preserve your company data for 365 days after the cancellation date. If you resubscribe within that time, your data will still be available. Will I be charged immediately?  Billing for all QuickBooks Online accounts happens overnight, so the charge does not oc

Learn what to do if your client wants to become the primary admin for their company file. When a client invites you to be their accountant, or you start a company file for them, you can also become their primary admin. This lets you handle admin tasks like permissions and data management for them. If your client wants to become the primary admin for their company file, you can transfer the role. Here's how to transfer primary admin access back to them. Or, learn more about user roles in QuickBooks Online. Note: To transfer the primary admin role to your client, you must also be their lead accountant. Transfer the primary admin role to your client Sign in to QuickBooks Online Accountant as the primary admin for your client's company. Select the Go To QuickBooks link. Select and open your client's QuickBooks Online company. Tip: You can also go to the Clients menu, find your client, and select the QuickBooks icon next to their name. When you're in your client's QuickBooks Online co

At the end of a reconciliation, you may see a small amount leftover. This is known as a discrepancy. After reviewing everything for accuracy, you'll know if this discrepancy is a valid error. When there's only a small amount leftover, QuickBooks lets you create an adjusting entry. This forces your accounts to balance so you can finish your reconciliation. Consider this as an option when you can't find the source of the discrepancy and there's only a small difference. Important: Adjusting entries are powerful. You must be absolutely sure the amount is small and an error. Adjusting entries should be a last resort. Making them for large discrepancies causes accounting issues. We recommend reaching out to your accountant if you're unsure. Enter an adjusting entry Go to Bookkeeping and select Reconcile (Take me there). Reconcile your account. After you've reviewed everything for errors, click Start reconciling. Select Finish now from the dro

Get help when the recurring template doesn’t show the default message in QuickBooks Online. If you edited a template message directly, then that template will not accept changes that comes from account and settings (or company settings) anymore. To make sure that your message is consistent on all sales forms, you can make changes through preferences only. Here's how. Edit the default message Go to Settings ⚙, then select Account and Settings(or Company Settings). From the left menu, select Sales. In the Messages section, select Edit ✎. Enter your message in the email message box, then Save.

Learn how to add a supplier with a foreign currency in QuickBooks Online Essentials and Plus. Does a supplier use a currency that's different from yours? If you’ve turned on multicurrency, you can add the supplier to QuickBooks and choose their currency in their profile. This lets you record transactions in the currency you pay them with. Add a supplier with a foreign currency Here’s how to add a supplier with their currency: Go to Get paid & pay and select Suppliers (Take me there). Select New supplier. Enter the supplier's name and other information. From the I pay this supplier with ▼ dropdown menu, select the currency you use to pay this supplier. Select Save when you’re done. If you want to change the currency for an existing supplier Once you add a supplier and record transactions with them, you can't change the currency in their profile. However, if you want to record new transactions with the supplier in their currency, here’s what you can do: Make the exist

Learn more about stock quantity in QuickBooks Online Sometimes you might discover that you have either more or fewer of an item than QuickBooks shows. If you track stock in QuickBooks Online Plus , you can manually adjust an item's quantity without recording a purchase or sale, to match what you actually have in stock. Enter an stock quantity adjustment Select + New. SelectStock Qty Adjustment. Enter the Adjustment Date. In the Stock adjustment account drop-down, select the appropriate account. Select the products in the Product field. Note: The description and current quantity on hand auto-populate. For each item, enter either a new quantity or a change in quantity. In the Memo field, enter the details about the adjustment. When you're done, select Save and close. Note: When you save the stock adjustment, QuickBooks Online automatically records appropriate adjustments to your stock Asset and Cost of Goods Sold (under stock Shrinkage) accounts. Edit o

Learn what a cheque writer return is and what to do if you see one. A cheque writer return happens when your customer’s payment has been returned by their bank. You might see a cheque writer return if: Your customer doesn’t have enough funds in the bank. There was a mistake in the bank info when the payment went through. Your customer requested a stop payment on the cheque before it processed. What to do about a cheque writer return Let your customer know the payment wasn’t processed and see if they entered the correct account info. If everything’s correct, you can resend the invoice or ask for another payment method. To resend the invoice: Go to Bookkeeping, select Transactions, then select All Sales (Take me there) and find the invoice to resend. You can add a message on the invoice to let the customer know the payment didn’t go through the first time. Select Save and send. The payment was already deposited, what happens now? We may debit your bank account within 1-2 b

Pro-Rated Billing Charges Pro-Rated amounts are charged when you add a new client to your Wholesale Discount on a different date to your normal billing date. For example, if your billing date is the 8th of every month and you add a new file after this date you will then be charged a pro-rated amount on the 8th of the next month. When you are billed you are billed for the month forward and thus why you get charged the pro-rated amount plus the month forward amount. The Pro-Rated charges will vary depending on the subscription you sign up to. The way Pro-Rated amounts are calculated is as follows: $ Amount of your subscription divided by how many days in that particular month times how many days this file has been active before your next bill date. For Example: If you add on a Plus subscription at $19.50 a month on the 21st of the December (31 days in the month) you will be charged: $19.50 divided by 31 days = 63 cents 63 cents times 18 (days it has been active) = $11.35 (Pro-Rated) $11

Learn how to close your books and prevent changes to past transactions. When you're ready, close your books to prevent unwanted changes before filing your taxes. This locks your books so no one can edit your accounting data before the closing date. This is an important step when you review the previous financial data. Closing your books ensures everything stays the way you want it to. It also prevents any accidental changes that could affect your financial reports. Step 1: Review your accounts Sign in to QuickBooks Online as a primary or company admin. Review your accounts and make sure everything looks good. Enter any outstanding invoices, expenses, and payments. Reconcile your accounts up to your closing date. Review your stock quantities. Step 2: Close your books Go to Settings ⚙ and then select Accounts and settings. Select the Advanced tab. Select Edit ✎ in the Accounting section. Select the Close the books checkbox. Enter a closing date. Give yourself

Learn how to get more details about Intuit charges to your credit card or bank account. Don’t recognise an Intuit or QuickBooks charge on your credit card or bank statement? Here's how to check where it’s coming from and why. Note: If you use online banking with QuickBooks, your bank charges you a service fee for allowing the connection. This is not an Intuit charge. Option 1: Look up a charge here You can fill out the form below to look up a charge for your QuickBooks Online Product. Note: This form shows charges that occurred on or after May 27, 2020. For charges before that date, use option 2. Option 2: Look up a QuickBooks Online charge in your billing history If you are subscribed to QuickBooks Online Plus, Essentials or Simple Start, follow the steps below:  Sign in to your account. Go to Settings ⚙️, then select Account and settings. Go to the Billing & Subscription tab. You’ll see all your active subscriptions. Still don't know what the charge is for? Get in touc

Learn how to get the latest transactions from your bank and credit card accounts. When you connect a bank account to online banking, QuickBooks Online automatically downloads transactions every night. If you don't want to wait for the scheduled download, you can refresh the connection to get the latest available transactions. Download the latest bank and credit card transactions Go to Bookkeeping, select Transactions, then select Bank transactions (Take me there). Select Update. If asked, enter your Multi-Factor Authentication (MFA). Then select Continue update. You can keep working in QuickBooks while the accounts update. It can take a few minutes. Learn when QuickBooks downloads transactions for all other bank and credit card accounts QuickBooks Online automatically downloads new transactions each night. Manually download transactions for banks that are not connected to QuickBooks For transactions from banks that are not connected to QuickBooks, fo

The Irish government is supporting businesses by temporarily reducing the VAT rate from 23% to 21%. This reduced rate is applicable from 1 September 2020 to 28 February 2021 (unless the end date is extended by the Irish government). As of 1 September 2020, QuickBooks has updated the tax codes affected; full details of these codes are provided below. For a limited subset of customers, transactions entered in QuickBooks between 1 September 2020 and 23 September 2020 resulted in entries using the original rate of 23%, rather than the reduced rate. The entries are limited to the following tax codes: RCS - for services bought from suppliers in the EU, where a reverse charge applies at the standard rate RCG - for goods bought from suppliers in the EU, where a reverse charge applies at the standard rate RCG – R - purchases for resale from the EU where reverse charge applies at the standard rate Standard – R - purchases for resale at the standard rate. Review transactions If you entered