Help Articles

Learn how to include quote summaries on your progress invoices in QuickBooks Online. If you do projects for customers and bill them as you go using progress invoicing, you can include a quote summary on their invoices. This keeps your customers in the loop and lets them know how much they’ve been invoiced for their projects. Step 1: Turn on progress invoicing and create an invoice template If you haven't already, turn on progress invoicing. Follow Steps 1 and 2 to set up progress invoicing and create a template using the Airy new style. Step 2: Add quote summaries to your invoice template Go back into the Custom form styles menu to add quote summaries. Select the Settings ⚙ icon from any page, and then select Custom form styles. Select Edit to update your existing progress invoicing template. Select the Content tab. Then select the pencil icon on the third section of the form. Check the Quote summary checkbox. Select Done to save your work. Quote summaries wi

Learn what to do if you see these errors in QuickBooks Online. Bank error 102 and 105 usually means there may be a problem from your bank's end. Their website may be undergoing maintenance or have server issues. This can stop the online bank connection to QuickBooks. Here's what to do if you see error 102 or 105. Step 1: Manually update your bank connection Firstly, you will need to manually update the online bank connection in QuickBooks. In QuickBooks Online Sign in to QuickBooks Online. Go to Bookkeeping and select Transactions. Go to Bank transactions (Take me there) and select Update. If you still see an error, move on to step two. Step 2: Check your bank or credit card's website Check the bank and credit card's website to make sure everything is working on their end. Sign in to your bank or credit card's website.  If you can't sign in, reach out to your bank or credit card company about the next steps. Look for any messages, notifications, or alerts. These shoul

Learn what to do if you see this error when you check online banking in QuickBooks Online. Don't worry if you see Error 108. It only means there's a message from your bank or credit card on their website. Messages, especially ones about updates, can block the connection to QuickBooks. Step 1: Review messages on your bank or credit card's website Sign in to your bank or credit card's website.Important: These should be the same credentials you use to connect the account to QuickBooks. If you use something different, disconnect the account from QuickBooks and use the credentials for your bank's website to reconnect it.  Check for any updates, messages, or notifications. If you need to take any action, the message should give you specific steps. Messages are usually about: New terms of service Announcements about maintenance or other site changes New offers Note: If you don't see notifications when you sign in, you may need to turn off your web browser's po

Learn how to edit VAT rates in QuickBooks Online. The amount of VAT you collect may increase or decrease. Update your VAT rates to make sure you collect the right amount. Here’s how. What happens when you edit VAT rate Here are a few things you need to know before you edit a VAT rate. Changes you make will update the rates everywhere except for any in past transactions. Existing transactions that used the earlier rate remain unchanged unless you edit the transaction and specifically select a different VAT rate. If you create a new transaction but use dates in the past, the transaction uses the new rate. After you edit a rate, the earlier rate can no longer be used. If you edit a tax rate you use on a template, you'll need to edit your template again to add the updated tax rate. Reports show the data for both rates (before and after) if there are transactions for both rates in a particular period. To edit VAT rates: Go to VAT. In the top right-hand corner, select Edit

Find out how to use account types and detail types in your chart of accounts. If you need new categories for your transactions, detail types can help you create accounts that fit what you want to track. But if you’re wondering how to use them or what makes them different from account types, you’re in the right place. Here’s what you need to know. What is a detail type? It’s important to set up the right accounts so you can run detailed reports and get clear insights on your business’ health. But if you’re unsure which type of account to choose or what to call a new account, detail types can help. Detail types give more info about what you can track with each account type. They make it easy to create accounts that fit the types of transactions you record in QuickBooks. How is detail type different from account type? Account types are the actual accounting components that tell QuickBooks Online how transactions hit your books. Detail types don’t have this impact on your books, but they p

You can cancel payroll from a wholesale discount client company in QuickBooks Online Accountant. Here's how to cancel payroll from a wholesale discount client company. From the Clients List, select the Gear icon. Under Your Company, select Your Account. Under Wholesale clients, locate the client. From the Action column, select Select. From the drop-down menu, select Cancel Payroll.

Learn how to email or print multiple invoices, sales receipts, estimates, and other sales forms. You can save time and print or email multiple sales forms as a batch instead of one at a time. Email or print multiple sales forms now To send multiple invoices or sales receipts now: Go to Bookkeeping, select Transactions, then select All Sales (Take me there). Select the checkboxes for the transactions you want to email or print. You can also select the Filter dropdown and filter by transaction type, status, date, or customer. Select Batch actions and then choose Print transactions or Send transactions. Email or print multiple sales forms later If you want to email or print sales forms later, mark them as you're working on them. This makes the form easy to find when you're ready to email or print. Step 1: Mark sales forms to email or print later While you're working a transaction form: Select Send later to email it later (if available). Select Print or Preview and then P

Learn how to use the cash flow planner in QuickBooks Online to forecast your income and expenses. Through the cash flow planner, you can forecast money in and out of your business. This way, you can keep track of your cash flow. You can also add and adjust future items to see how certain changes affect your cash flow. Here’s how to set up the planner and create, edit, or delete items. Changing items won’t affect your books. This helps you make informed decisions about when to save, spend, borrow, and transfer money. Here’s how to set up the planner, and create, edit or delete items. Note: The Cash Flow planner is not available for QuickBooks companies that have Multicurrency enabled. Step 1: Set up your Cash Flow planner Go to Business overview and select Planner (Take me there). Follow the on-screen steps to set up the planner. If you already connected your external bank accounts for online banking, you're ready to go. QuickBooks automatically analyses the transactions in thes

Learn how to view your transactions with your suppliers in QuickBooks Online. QuickBooks lets you access each supplier's records, edit and view the status of their transaction. Here's how. View transactions View all transactions for a specific supplier in the Suppliers tab. Go to Get paid & pay and select Suppliers (Take me there). Find and select your preferred supplier. Under the Transaction List, you should see all transactions for this supplier. Manage your suppliers info When you select a specific supplier, you can customise and manage their profile and transactions. Select Edit to edit the supplier's profile. Select New transaction to create a new bill, expense, cheque, purchase order, or supplier credit for that supplier. Select the Filter ▼ dropdown to show only certain transaction types. Select the Printer icon to print the supplier transactions. Select the specific transactions, then the Batch actions ▼ dropdown to: Categorise the ch

If you are experiencing pages that aren't fully loading in QuickBooks Online, there are three possible scenarios which may be causing the problem. But before you start troubleshooting, make sure that you clear your browser's cache and internet temporary files first. For instructions, see Clear cache and cookies to fix issues when using QuickBooks Online. After clearing your browser’s temporary internet files, check for the following scenarios: Your company name has special characters that are not allowed.If you have a character in the company name that is not allowed, QuickBooks Online will start giving you some problems with page loading and errors.See What characters are acceptable in company names in QuickBooks Online? for a list of characters that are acceptable in your company name. There are two or more adjacent dollar signs ($$, $$$, etc.) in any list or transaction data that would appear on the page that's not fully loading. If you enter "College $$" for

Learn how to import purchase bills in batches to QuickBooks Online. Do you need to import a batch of purchase bills quickly into QuickBooks Online? If you're a QuickBooks Online Essentials or Plus user, you can easily do this. What can I import into QuickBooks Online?​ Bills can be imported with multiple line items or as a total value for each bill. Multicurrency is supported. VAT codes are mapped so you don't need to change your VAT codes to QuickBooks VAT code formats before importing. For common VAT Codes, see VAT: Getting Started. Note: We recommend that no more than 100 bills are imported at one time. Step 1: Prep your CSV file Before you import your data, you need to prep your CSV (or Excel) file accurately. The following columns are mandatory: Bill no. Supplier Bill Date Due Date Account Line Amount Line Tax Code You'll be able to map each of your column headings to QuickBooks bill fields during the import flow. The

The cash flow chart on your QuickBooks Online homepage summarises your cash flow. It shows the money coming in and going out of your business. The cash flow chart uses historical data from your bank and debit card accounts connected to QuickBooks Online. This includes categorised and uncategorised transactions. If you manually upload transactions from a CSV, the chart only includes transactions tied to your connected bank and credit. The chart doesn’t include journal entries. The chart doesn’t include: Credit card transactions Transactions you've entered manually into QuickBooks Multicurrency transactions Note: If you disconnect an account, the data won't appear on the chart anymore. If you see Cash Flow on your menu If you see the Cash Flow menu, your cash flow chart also includes future cash flow. This is only available for certain users. The chart gives you a peek into your past, present, and future cash flow. It helps you build a forecast of the money coming in and

QuickBooks Online allows you to invite different users through the Manage Users page. If you'd like to give your accountant access to your company, see the steps below. Sign in to QuickBooks Online (QBO). Select the Settings ⚙️ icon then Manage users. Select Accounting firms. Select Invite. Enter the accountant's name and email address, then select Save. Your accountant will be sent an email with a link to sign into your QBO company. Your accountant will be asked to create a user ID before signing in the first time, unless they already have an account with Intuit Business Services. Until your accountant signs in, their status will remain as Invited on the Manage Users page. After accepting the invitation, their status changes to Active. Follow the next steps, then select Finish. Select Continue. What does this mean to you? If you invite your accountant and they already have a QuickBooks Online for

Learn how to set up QuickBooks Online to send invoices from your Gmail address. After you connect QuickBooks to your Google account, you can send customers invoices from your Gmail address. This way you can manage your emails with customers all in one place. Note: If you set up QuickBooks Online to send invoices from your Gmail address, it won’t change any of your sales form settings, like email.Here’s how to update the email that appears on your sales forms. Go to Settings ⚙, then select Account and settings. In the Company page, select Contact info. Enter your company email, then select Save. Connect Gmail address to QuickBooks For now, you can only connect one Gmail address at a time. If you need to change your Gmail address, remove the one that’s currently connected. Then connect the one you want to use. Create an invoice or open an existing one. Once you fill out the necessary fields, select Save and send to open the preview windo

Learn how to take over billing for clients who currently pay for their own QuickBooks Online subscription, or transfer existing wholesale clients from another accounting firm. If you have clients who pay for a QuickBooks Online subscription on their own, or clients who are still on their previous accounting firm’s wholesale discount plan, you can transfer them to your wholesale discount plan. In this article we’ll show you how. Your firm covers the costs and billing for them from now on. Here's how client's can put you on wholesale discount: Make sure you have added your Accountant user, then go to Settings ⚙ and select Account and settings. Select the Billing & Subscription tab. Select the blue Allow billing transfer to your accountant? link. Once this is done, you need to advise your accountant that they have a 48 hour window to put you on wholesale before the permission expires. Once your client has provided you with permission to add them to your wholesale billi

Error: This transaction will cause a deleted account named (name of account) (deleted) to have non-zero balance This error message means that the transaction you are trying to delete is linked to an inactive account. In QuickBooks Online, you must delete an account to make it inactive, so deleted accounts are actually only inactive, and can be restored. Note: A deleted account is removed from the Chart of Accounts and you can no longer choose that account, but deleting it does not change reporting or remove the account's transactions. Those transactions are still part of your company data, and you can find them in reports. How to fix the issue To resolve this issue: Make the account active. Delete the transaction. If necessary, delete the account you restored. Activate the deleted account To make the deleted account active: Go to Settings ⚙. Select Chart of Accounts. Select Settings and select the Include inactive checkbox. Locate the account to restor

Learn what to do if a client invites you to become their accountant, but you can't connect. Clients can invite you to become their accountant. This connects their QuickBooks Online company file to your firm so you can review and make edits to their books. If you can't accept their invite or connect their company files, don't worry. Here's how to fix invite issues so you can start reviewing your client's books. Step 1: Check your sign-in info If you already have a QuickBooks Online Accountant firm, make sure your client sent the invite to the correct email address. It should be the one tied to the user ID you use to sign in. Open the invite email. Select the Accept Invitation. Sign in with your existing user ID and password. Step 2: Check web browser issues If you have other QuickBooks companies open in browser windows or tabs, sign out of them. Then accept your client's invite. If you still can't connect, there may be a web browser issue. Open the invite manually: Open

If some of your client companies are missing from the Company Selection screen when you login, there are a few steps you can take to restore them depending on whether or not you still have access to the client company. Note: You'll need to contact the Firm Owner and request they verify that the firm still has access to the client company in question if: a) your access to the client company was as a firm employee or b) your access to the client company was through your being part of a QuickBooks Online Accountant firm (and you're not the Firm Owner).   If you still have access to the client company If you still have access to the client company, have the Firm Owner proceed with the following steps: Log into QuickBooks Online Accountant. From the left menu, select Team under Your Practice. Select Add User. Enter first/last name and email of new user. Add title (if desired). Select Open, then select Next. Select desired access for your firm adminis

Sometimes when an accountant using QuickBooks Online Accountant (QBOA) opens a report, it’s possible that their report doesn’t match the same default report that the client is running. Find out why this happens, and how to fix it. Why does this happen? There are typically two reasons for why this happens: The accountant's reports are displaying in a different Basis than that of the client. For example, the default Balance Sheet that the client opened is in Cash Basis, while the same report that the Accountant opened is in Accrual Basis. The default date range that the client sees doesn’t match the date range that the Accountant sees when opening the exact same report. Excluding Payroll reports, QBOA has a Report and Tool Defaults feature within the Accountant Toolbox that allows for accountants to set their own report defaults while disregarding those set by the client. This is intended to allow the accountant to quickly review reports in a specific timeline without having to ind

Learn how to create, manage, and track your client requests, projects, and tasks using the Work tab in QuickBooks Online Accountant. Practice management is a feature that allows you to create client requests or projects to organise and track your team's work. Hereâ s how. Reminder: Any member of your team can access the Work tab. Your team can see the items for clients that they were granted access to in the Team tab. As long as a user has access to a client, they can edit any work items for that client. Step 1: Create a client request or project Create a client request If you need your client to do something for you like answer a question, upload a document, or do some work in their company, you can send a client request to them. It appears in the client's company under the My Accountant tab. Go to Work. Select Create client request. The Create client request panel appears. Fill out the fields. (optional) If you want to attach a file, select Add document, then Close.

Learn how to get a Profit and Loss Comparison Report in QuickBooks Online and QuickBooks Online Accountant. Use Profit and Loss Comparison Reports to compare your income and expenses for different time periods. You can compare your performance this week, month, or year to other timeframes. This shows you how your business is performing over time. Step 1: Get a Profit and Loss Comparison Report Go to Business overview and select Reports (Take me there). Enter Profit and Loss Comparison in the search field. You can also find the same report under the Standard tab. Step 2: Customise your report By default, Profit and Loss Comparison Reports show the current year-to-date and the same time period last year. You can change the length of time and dates as needed. In the Report period dropdown, select the length of time you want to see. In the date field, select the start and end dates. In the Compare another period dropdown, select the Previous year c

Learn how to combine duplicate clients on your QuickBooks Online Accountant client list. This tool is only available for accountant users. In QuickBooks Online Accountant, you have clients you do bookkeeping for. You also have customers you send invoices to when you do your firm’s accounting. Sometimes, these are the same people. If you see a duplicate client or customer on either list, don't worry. You may have the same client in both places. We’ll show you how to use the merge duplicate client tool to combine the profiles. Note: If you're not an accountant, you won't have a client list. Here's how to merge duplicate customers or suppliers in QuickBooks Online. Merge duplicate clients The merge duplicate clients tool lets you combine clients who have a QuickBooks Online subscription with duplicate clients that don't have one. The client with a subscription is called the target client. The client without a subscription is the matched client. Important: You aren't able to merge two clie

Learn how to create and use project templates in QuickBooks Online Accountant. For an easy setup of projects and tasks, you can use the QuickStart templates in the Work menu. You can also create or customise templates to suit your firm or client’s needs. Use them on your recurring projects to have a consistent workflow and complete projects on time. Here’s how. Create a custom template Custom templates are templates you create. They're used to define tasks you need in a workflow. You can apply a custom template to multiple projects. From the left menu, under Your Practice, select Work. Select Manage templates. Select Create template and enter a template name. Select Repeat to set up repeated due dates, and use the fields that appear to specify the interval between due dates. Enter any information or notes for your team in the Details field. In the Tasks section, select Add a task. Enter a task name. From the Due date ▼dropdown, select: Set later to specify that the

Learn how to create and manage client notes. You can use the client notes feature in QuickBooks Online Accountant to keep important notes about your clients. Here’s how to create, view, and manage client notes. We'll also show you how to pin them so they're more visible. Add or view client notes Each client gets their own notes. You create and view notes one client at a time: Select the Clients menu. Select the name of the client. Select the Notes tab. Enter your note in the Add a note field. You can mention a team member with @[name] to notify them via email. If you want the note visible only to you, select the Team (default) dropdown and choose Private (only me). Select Post. Tip: You can also view past notes in the Add a note field. Pin a note Pin important notes so they're easy to find at a glance: Select the Clients menu. Select the name of the client. Select the Notes tab. Select the note you want to pin. Select the pushpin icon. The icon turns green when a note is

Learn how to recognise official Intuit correspondence and websites. Phishing, spam, spoof, or hoax emails are a huge problem today. The best protection against these security risks is awareness and prevention.   Spot fake emails Suspicious email can sometimes be a scheme to get you to share your personal info. These scams come in different forms but often look pretty convincing. Here are a few things to look for if you’re not sure an email came from Intuit. We’ll never ask for your personal info in an email. Our emails will always come from an email address that ends with @intuit.com. This includes @e.intuit.com. Any link we send you in an email will always be for an intuit.com address. Check out our online security tips to help you keep your information safe. Got an Intuit email you aren't sure about? Check out our security notices for details of suspicious emails reported by other Intuit customers. Warning:  Suspicious emails will say they are from Intuit