QuickBooks Q&A

New to QBO from many years of Quickbooks Pro Desktop. So far so good but... I've added a custom field labelled PO#, marked it to appear on invoices and customized the invoice template to include the PO# so now it appears when I create a new invoice.  But now I want to associate a customer/job with an invoice so that the PO# field is automatically populated but can't figure out how to add the PO# to a customer/job. While I'm at it, I have a couple more questions:  1. is there a way to enter the total value of a customer PO and then track my invoices against the PO's value on a running basis?2. Is there a built-in calculator that I can use when I am entering, for example, an expense so I can add and subtract to get to the total amount? 

I applied for an advance on an invoice using QB Advance Loans option. Loan was approved. Before the loan amount was issued into the account, the invoice for that loan was paid. I have not received the funds from the loan nor the payment for the invoice. It has been more than 2 business days since the payment has been made and moe than a week since the application for an advance pay loan was approved. Where are or how do I access the funds?

I have a few clients who have to be sent an invoice monthly to process payment. How do I automate this process for these repeat customers and services?

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Currently, I mark the invoice as paid then go to transactions and create a new transaction (income) for each paid invoice.

So, I have and use QuickBooks checking. I have been depositing mobile check payments from customers for a few weeks with no issues. Suddenly, it no longer works. The error that pops up is "Whoops, something needs to be fixed".. No idea what that something is. It then says We can't deposit this check. So, I tried several times with the same error. Then I called QB live customer support. The guy says he does not see any check deposits attempted today and no errors on my account. He says: Clear the Cache, delete the app, and reinstall. Also said to check the phone was up-to-date. I verified there were no pending updates. I do everything he says, I try again, and it does not work, same error. He then says, try depositing into a different bank account. I can't; this is written out to my business, and only my business account has that payee name. He suggested putting it into my personal account, again, it is not written to me personally... He suggests waiting a day and trying again and/or ge

I loaned my bookkeeping business $2000 for start-up.  I just entered a bill in QBO that I paid personally and I want to reimburse myself and decrease the loan payable.  I also need to reflect the continuing education expense.  I'm not sure how to do this in the best way.  Any help would be greatly appreciated.  

Unlocking the Power of Spreadsheet Sync in QuickBooks Online: A Game-Changer for Client InsightsFor the longest time, I stared at the Spreadsheet Sync feature in QuickBooks Online wondering, “What’s the real purpose of this?” It seemed like just another tool—until I dug deeper. And what I discovered? It blew my mind—and it might just blow yours too.I’ve built a live, interactive dashboard using Spreadsheet Sync that connects directly with QBO. As soon as entries are posted, the dashboard auto-updates with real-time charts and KPIs—no manual refreshes, no delays.This has been a game-changer for my clients, especially those who find traditional Balance Sheets and Profit & Loss statements confusing. Now, they get a clear, visual snapshot of their business health—from cash flow to profitability—at a glance.But here’s the real magic: clients are no longer just recording transactions for tax filing. They’re actively using their numbers to

I receiving an error message

I tried following steps I found online, but they didn't work. Please give me guidance to how to set this up.

This only happens with a few customers.

We use class tracking for use tax payments and in the past we were able to assign a class to each invoice. A while back it start requiring us to apply the class not only to the invoice but to each item on the invoice, which takes a lot of our time. I have tried to go in the change the setting to invoice but that option is not available. Is there something I am missing?

Won't view invoices for customers

I was trying to add Reps to invoices that were missing them going back a couple of years. There was one invoice that I could not change due to the pop-up message "There's a problem with the assembly items from this transaction. To fix the problem select 'I purchase this assembly item from a vendor' for all assembly items used on this transaction". That makes no sense to me. I double checked the items and they were set up properly. We make 99% of our assemblies in house from raw goods. In an attempt to change the invoice I did change the 4 assembly items by checking that box but was still unable to change the invoice. I reverted them all back to their proper status. Then I remembered that a couple of the assemblies have sub-assemblies. Before I go and check all of those boxes I stopped and came here. Also- during this process I did notice a couple of assemblies that did have that box checked in error. I changed them. but I stopped and came here to see what unintended effects that c

Does anyone know where the Hourly Rate Calculator went in the projects tab? Here are links to show videos and blogs, from QB, of the calculator in action. If you fast forward the video to minute 1:00 you will see this feature being used. It pulls the employee hourly rate + insurance + workmen's comp, etc. for the true cost per hour. No one from QB customer service seems to know what I am talking about. It isn't in their test account. Again, I have several videos and intuit blogs that show and tell how to use this feature. Please see below.  How to add labor costs to a project in QuickBooks Online - YouTube Solved: Tracking labor costs (intuit.com) I have employee cost rates listed, but one of my employee's cost rate is not appearing on all of her time entries on the project report. How can this be fixed? (intuit.com)  

My client has a dumping cash account where they record the received payments; however, the actual deposits for these payments appear in their checking account. How should I properly record these to offset the deposits in the dumping account without duplicating the sales amount when I do not have the breakdown of deposits?

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Should I make the depreciated assets account invisible?

What does FGA stand for in accounting?

When syncing with American Express Business Checking, all that is imported are the line item transactions but NOT the other critical metadata information. For example, the Description from Amex will simply say "Online Transfer / Payment: Debit", but the details will include the "TO", which will be the actual recipient of the payment. So when this is imported into QBO, all that is imported is the date and the description - literally every transaction then looks like a generic Debit or Credit, and need to be manually categorized 100% of the time. I contacted both Quickbooks and Amex and they point the finger at one another. This is very frustrating as the companies cross promote regularly but the basic importing is broken and essentially useless. ( https://www.americanexpress.com/us/business/benefits/business-essentials/intuit.html ) Has anyone found a workaround?

Apparantly there was an update done, without any notification from QB, with the matching of the banking trasactions to the GL. Last week, I would click on update bank transactions and a list of items that cleared the bank would show up for me to match.  Monday, I hit update, and the bank balance changes, but nothing shows up to match. Tuesday, Wednesday and again today, balance updates, nothing shows up for me to match.   I have called support twice and they tell me its my bank not communicating.  IF and WHEN that happens, I would get an error message. Then got told it was because i turned off the automatic matching..okay, then were are the items that have cleared and why if QB matched a transaction is it not showing as being cleared with the little green box under the "C" to show it is cleared?? If my bank balance shows as $75,000 and my QB register is $80,000, why do I have $50,000 in items that are showing as outstanding on my register when it should only be $5,0

Hi, My customer is using Quickbooks 2024 Pro, Office 365 Exchange, through and Outlook client.  When trying to send an invoice by email he gets the following error message: "QB can't complete the current action due to a missing component.You can try again by exiting and restarting your Quickbooks. If you're still having problems, download and run the Print PDF repair tool available here." I have tried everything available on the Hub under the Software tab.  I have restarted over and over.  I have reinstalled Quickbooks. I looked through Outlook settings and could not find anything related. Searching for answers online has not been encouraging.  I'm hoping someone here has an answer. Thanks!

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Tried again this morn to upload qbo file and cannot get past step 2 to enter trans fields. Everything worked prior to program update

Yes, my company is in the United States. I have only one issue: Yesterday, I registered for QuickBooks US using my U.S. company. When I tried to enable Payments, I encountered a problem. QuickBooks is asking for my SSN, but I cannot provide one because I am Chinese. The only thing I can provide is the EIN I received when registering my U.S. company. I am stuck at this step, and I need assistance on how to proceed with Payments without filling in the SSN. My customer is still anxiously waiting for me to resolve the Payments issue before making the payment, so please help me solve this as soon as possible. My spoken English is not very good. If you call me today, it would be best if you could speak Chinese. If it's in English, I can only express myself in simple sentences. However, the problem is already listed above, which is the only issue. The registered email is [email removed].