Archive for the ‘Features’ category

What’s new in QuickBooks: May 2014

May 23, 2014

[Quick note: As of June 13, the QuickBooks blog has moved to Follow us there!]



You told us loud and clear: there’s always room for improvement!

Based on your suggestions, here’s what’s new in QuickBooks:

  • Hide financial numbers from view. Click the Private mode toggle at the top of the home page to hide sensitive information from passerby. (We call this “Starbucks mode.”)
  • Access recent transactions in forms. Click the clock icon in the upper left of a transaction form (like an invoice or payment) to view a list of recent transactions.
  • Richer sales form customization.
    • We added a new template called “Fresh.” It’s like Bold but with no background color.
    • We added the invoice number to the Friendly template.
    • The Airy template is now window envelope compatible. Click the More tab to turn it on.
  • More convenient timesheet entry.
    • No more horizontal scrolling.
    • You can now view subtotals by day.
  • Receive payment by invoice number. Click the Find by invoice no. button at the top of the Receive Payment form.
  • Save as you go. On most forms, click the new Save button, located to the left of the primary action button on the bottom right.
  • Send statements from customer detail. You can send a statement from the customer detail page, not just from the group customer view screen.
  • Finding a customer is easier. Now you can search for a customer by company or contact name on the Customers list.
  • Smoother check printing. We improved the way you select, align, and print checks.
  • “Other details” are now called “Notes.” Find this in the Customer Information window and the customer detail page.
  • Drilling down to customer detail is easier. Click anywhere on a customer row to view their detail page.
  • Service date is now the first column. The Service Date column is now on the left side of the table on your sales forms.
  • Up/Down arrow keys support. Whether you’re making a journal entry, or entering a sales or deposit, you can use the Up/Down arrow keys to move from row to row.
  • Better tabbing. Tabbing is more logical on the sales transactions and expenses lists, as well as the invoice, sales receipt, receive payment, expense, and check forms.
  • Fixes to various features. This includes .bmp attachments, multi-recipient reminders, check balances, and markup calculations on products and services.

Don’t see this yet?

If your QuickBooks doesn’t look like the screenshot shown here, it means you haven’t been switched over to the new QuickBooks yet. Learn when the switch will happen for you. If you see the new interface but don’t see this kind of sales customization, it’s because we are running two versions of sales form customization in parallel. Don’t worry, we will make sure you get the winner soon.

Got an idea or suggestion?

Leave feedback by clicking the Gear icon in QuickBooks, and then click Feedback. This is the official way to get your ideas recorded and heard!

What’s New in QuickBooks: Banking

January 23, 2014

[Quick note: As of June 13, the QuickBooks blog has moved to Follow us there!]

Here’s an update about our new Banking page—formerly Downloaded Transactions—coming in the newest, latest version of QuickBooks. We plan to have the new page available for our US customers in the next few days if you haven’t already been updated (Improvements for our customers outside the US are coming in the next few months.)   All of the functionality of the current Downloaded Transactions page is still available.  Some of these changes are small but they’ll have big impact in getting bank transactions in quickly and correctly.

Here’s what we’ve been working on:

Improved performance/iPad friendly.  We’ve rebuilt the page to use the latest user interface infrastructure.  This has two big advantages.   One is performance.  If you connected your bank or credit card, you’ll see much faster page loading. Our engineers say most folks will see page load times less than 2 seconds.  The second advantage – it makes the banking page iPad and iPhone browser friendly.  Soon you’ll be able to do all your DTX tasks on your tablet or phone browser.  We’re still working out a few bugs here but you can check it out once it’s available.

Accounts front and center. We moved accounts up near the top of the page and made key bits of info much more obvious.  Each account has its own “card,” which shows details like connection status, bank balance, QuickBooks balance, and number of new transactions.

 DTX Harmonized for blog

Expanded row instead of a Details tab. We heard from customers that the Details tab was covering up the row below.  Now, clicking a transaction expands its row, showing you details without covering up the next row (like the Details tab did). We also heard that for those of you who always enter in a Memo line, it was a real pain to have to click Details on every row.  Now it’s one click into the row instead of two.  

Expanded row picture

Easier transfers. We’ve made it simpler to label any bank transaction as a transfer. Just select the Transfer option within a transaction’s expanded row.  (Tip: Did you know that a transaction that pays off a credit card is a transfer in QuickBooks?  It’s transferring money from a checking/savings account to the credit card liability account.)

Transfer picture2

Two columns for amounts. We separated amounts into two columns: Spent and Received. If you’re like us, you sometimes have to think twice about what a negative number means. Two columns makes the money coming in and going out much more obvious. That’s a good thing.

Intuitive action buttons.  When you expand a row and select an option—add, match, transfer—the button at the end of the row smartly changes to match the action you selected—Add, Match, Transfer.

Expenses are expenses are expenses. We’ve done a better job analyzing electronic transactions to make sure expenses get added to QuickBooks as expenses rather than checks. Actual check transactions are still added as checks, of course.   Credit card transactions come in as expenses with credit card as the payment method.

Some big changes, some small changes.  Please, as always, give us feedback about them and how they work for you.   Stay tuned for more improvements to the Banking page in coming months to make it even faster to get the transactions into QBO.  If you have specific improvement requests, please use our User Voice to put in suggestions and vote on existing suggestions. Be sure to use our new Banking category to label the idea so we can easily sort it out.

Just starting out with bank feeds?

Not using bank feeds? Haven’t connected an account yet? Connecting can save you tons of time. When you download bank or credit card data, there’s no need to enter expenses manually or do a big month-end reconciliation. QuickBooks pulls in the data nightly for you. You just confirm and add the data or match to existing transactions and you’re done.  Nothing gets entered in your books without your approval.  We connect to over 16,000 banks worldwide and we’re adding more weekly.  If you don’t see your bank when add a connection, you can put in a request for us to add it.

Here are a few more tips for those just starting with bank feeds.

  • We recommend connecting both your bank and credit card.  You’ll save more time this way.  You can also connect your Paypal account.
  •  If you can’t connect to your bank (either because we don’t have it or a connection issue) you can still get data in by doing a File Upload.  We support uploading of OFX and QIF file types.  You’ll now see the File Upload option under the Update button in the top right.
  • When you first pull in your data, you may have a lot reviewing and categorizing to do.  This will get easier over time because we’ll remember the category you gave a customer/vendor from the previous time. You can also always use the checkboxes to select multiple transactions and use the batch actions button to categorize or accept in bulk!
  • For connection issues and resolution, look to our help topics and community for help.  There are great articles on  how to get connected and common error codes.  In addition, community experts and support reps can often help on the community forum.  And of course our support team is always available to help.

Not seeing this version yet?

These features are in the new version of QBO today, but for those of you who started out on the previous version of QBO, we are moving those companies to the new version over time. Our goal is to ensure a smooth transition for every customer. With over 500K companies on QBO, that is a tall order! See this post for more details: For a better understanding of why all these changes were made check out our previous blog article outlining details around the changes: What’s changed in QuickBooks. QuickBooks loves saving you time and getting you paid faster and we hope this overview helps get you started. If you have additional questions on using QuickBooks Online please visit our Live Community where you can quickly get answers to all your accounting questions.

What’s New in QuickBooks: Customer Payments

January 13, 2014

[Quick note: As of June 13, the QuickBooks blog has moved to Follow us there!]

We’ve made getting paid easier in the new QuickBooks Online. Taking payments in a way that saves you time and increases accuracy helps you spend less time worrying about your books and following up with customers on overdue invoices. Invoicing with payments provides clear tracking (when it was last viewed), quick communication via a messaging feature that works both within QuickBooks and your email client, and anywhere payments flexibility (customers can pay you from their phone, tablet or computer).

Getting Started is Simple

If you haven’t signed up for payments, click the gear icon in the top right and select Your Account. Click Upgrade and add Payments. We will ask some basic questions about your business and where you want your money deposited. Typically, you will be approved for payments the day you request the feature be enabled. Credit card processing should work immediately and bank transfer capability will be built into your account within two days.

How does it work?

Before you had to think about two payments solutions, QuickBooks Merchant Services and Intuit Payment Network. We’ve simplified things. It’s now just QuickBooks Payments. You can still get paid on your emailed invoices for just 50 cents via ACH (electronic bank transfer) and process credit cards within QuickBooks and QB Mobile. Check out our payment site for more details around pricing.

To top it off, we automatically update your books when your money settles and the funds are available. We use unique ID numbers to auto-apply payments to batch deposits, eliminating guesswork and missing payments. It means less work for you and improved accuracy.

You can:

  • Take a deposit, pre-payment or down payment on an invoice.

  • Let a customer pay an invoice online (from their phone, tablet, or computer).

  • Set up a automatic payment for your customers (simply select “Make Recurring”).

  • Take a one time payment (sales receipt) or payment against an invoice (receive payment).

  • Swipe cards or type them in.

Online Invoicing and Payments

If you have a payments account, you can send an invoice to your customer and give them the option to pay by ACH (electronic bank transfer) or by credit card. You can set your preferred payment method when you email the invoice (the complete control you asked for).

When your customer clicks on your invoice email to view it, this is what they will see.

The payment method(s) offered to the customer will be what you have set in QuickBooks. You can see that a customer can send you messages, and you can respond to them right in QuickBooks.

You will see a corresponding activity feed at the bottom of the invoice in QuickBooks.

You can also see when the invoice has been viewed and paid at a glance from your sales transaction list.

Note: If you aren’t using QuickBooks Payments yet, you can still use online invoicing, you just won’t have an activated pay button or the posting and matching of the payment to the invoice in QuickBooks automatically.

Deposit and Fee Reconciliation

If you process payments through QuickBooks or the QuickBooks Mobile app, you’ll soon discover the magic of the new QuickBooks Online.

Let’s say you take a payment from a customer in QuickBooks. You mark that invoice as paid and the money sits in Undeposited Funds.

Now, when we deposit your money into your bank account, we’ll automatically record a Bank Deposit with the associated transactions and record an Expense with any Payments fees.

Just think—all the payments you took through emailed invoices and QuickBooks automatically move from Undeposited Funds to your bank register while you sleep.

Already Using Payments?

If you already use the Intuit Payment Network (IPN) or QuickBooks Merchant Services, you don’t need to worry about bringing your account over to the new QBO experience. We will take care of it for you. There will be some noticeable differences between IPN and the new online invoices. All critical components will remain and new features like tracking and conversation functionality have been added. Please note, there will no longer be a link on the invoice PDF. The recipient must click on the invoice email to view your invoice. You can always add a PDF attachment of the invoice to the email if you wish to do so.

Are there payment features you want to see?

Want to see more? Have an idea for which payments feature we should work on next? Great! Visit our feedback page and vote on ideas or submit your own. It’s always best to search and vote on existing ideas that are similar, but if you can’t find anything feel free to add your idea and categorize it as Payments (if it’s payments related).

Not seeing this version yet?

These features are in the new version of QBO today, but for those of you who started out on the previous version of QBO, we are moving those companies to the new version over time. Our goal is to ensure a smooth transition for every customer. With over 500K companies on QBO, that is a tall order! See this post for more details: For a better understanding of why all these changes were made check out our previous blog article outlining details around the changes: What’s changed in QuickBooks. QuickBooks loves saving you time and getting you paid faster and we hope this overview helps get you started. If you have additional questions on using QuickBooks Online please visit our Live Community where you can quickly get answers to all your accounting questions.

What’s New in QuickBooks: Search

January 6, 2014

[Quick note: As of June 13, the QuickBooks blog has moved to Follow us there!]

The new QuickBooks Search has been enhanced to locate transactions using two different modes that offer a wide range of functionality. The Basic Search can be used to locate transactions quickly with a single piece of criteria. The Advanced Search can be used with 0-3 pieces of criteria, including ranges, to narrow the search results to a specific transaction sub-set.

The Classic Find provided a simple search with 1 piece of required criteria and didn’t have the advanced functionally to further refine the search now available. It also didn’t offer the feature to search the specific transaction line-items values that is extremely useful when working with transactions like Journal Entries.  The results were shown in a simple table with fixed columns where further refining and extended use of the results wasn’t possible (e.g. sorting, paging, printing & exporting to Excel). You told us you wanted a better find and we hope this is an improved experience.

Basic Search

The search is now a global element that is always available to you from the top navbar via the magnifying glass icon. This was a great suggestion from you and we think it makes searching anytime you want across the product much easier. The Basic search allows you to find transaction(s) quickly using a single piece of criteria.

Select Search from Top Navbar Magnifying Glass Icon

The format of the search value determines which transaction field is used for comparison.  If there is only one search result, the transaction is “opened” in the appropriate page.  If more than one result is returned, then the results are displayed on the Advanced Search page, where further critiquing to the search criteria can be completed.

The following 3 types of searches can be executed as part of the Basic Search:

Transaction Date Basic Search:
If the search value is in date format (locale specific), then transactions that have dates equal (=)  to the value are returned.  For example:

  • In the United States, mm/dd/yyyy (12/25/2012) or m/d/yy (1/2/13)
  • In the United Kingdom, dd/mm/yyyy (25/12/2012) or d/m/yy (2/1/13)
  • In the Canada, dd-mm-yyyy (25-12-2012) or d-m-yy (2-1-13)

Transaction Amount Basic Search:
If the search value starts with the currency symbol (locale specific) or contains a decimal point “.”, then transactions that have amounts equal (=)  to the value are returned.  For example:

  • In the United States & Canada, $## ($100) or ##.# (100.00 or 100.)
  • In the United Kingdom, £## (£100) or ##.# (100.00 or 100.)

Transaction/Reference Number Basic Search:
For any other basic search value, then transactions that have Transaction/Reference  containing (~)  the value are returned.  For example:

  • 1001, 100-1, inv-001

Advanced Search

For the times you need a more detailed search we have built an Advanced Search, accessible from the Basic Search box via a link below the search box. The Advanced Search can be completed across “All Transactions”, “All Transaction Lines” or a specific transaction type based on your role & product SKU.

Advances Search Page Types

Depending on the type of Advanced Search, different transaction fields can be used as criteria. For the “All Transaction Lines” & “Journal Entities” search types, line-item fields have been added in places to enable a more entity centric search.  For example, when using a “All Transaction Lines” search, the “Line Amount” has been added to help locate a specific transaction line.  This is every useful when trying to find a specific Journal Entry.

Advanced Search Line-item Fields Values

Each field has a specific set of operations (e.g. equal (=), contains (~), greater-than (>), less-than (<), etc.) that are deemed appropriate for the field.  Convenience operations for Date & facilitated value entry for Names (Customers, Vendors and/or Employees), Accounts & Items/Services are supplied to enable ease of use.  Each Advance Search can have from 0-3 pieces of criteria that are “AND”ed together to help narrow the results of a search.

Advanced Search Operators and Convenience Values

The Advanced Search can be triggered in multiple ways:

  • Criteria are entered and the “Enter” key is hit.  This action clears the previous search filters and executes a single filter search.
  • Criteria are entered and the “Search” button is clicked.  This action clears the previous search filters and executes a single filter search.
  • Criteria are entered and the “Add Filter” button is clicked. This action adds a filter to the previous search filters and executes the search.  If more than 3 pieces of criteria exist, a warning will be displayed.  To add the criteria one of the existing filters must be deleted.
  • A filter breadcrumb is deleted by clicking the “X” to the right of the filter

Advanced Search Executed

Range Advanced Searches

Range searches can be performed on date & numeric fields to help refine a search.  For example, if searching across “All Transactions”, the following steps would add a date range for all transaction dates in  2013:

  • Select the “Date” field.
  • Select the “After” (>=) operator
  • Enter a date (e.g. 1/1/2013)
  • Click “Add Filter”
  • Select the “Date” field.
  • Select the “Before” (<=) operator
  • Enter a date (e.g. 12/31/2013)
  • Click “Add Filter

Advanced Search Range Executed

Other Advanced Searches

Exact or Contains searches can be performed on fields with facilitated values.  For an exact (=) search, choose a value from the provided list and execute the search.  For a contains (~) search, enter an partial value and execute the search.

For example, if searching across “All Transactions”, the following steps would search for “Name”(s) that contain the value “test” (case insensitive):

  • Select the “Name” field.
  • The operator defaults to “Contains or Equals”
  • Enter a name “test” (the list box will show values, but don’t select them, if you do an exact search will be done)
  • Hit Enter or click “Search” or click “Add Filter”

Advanced Search Name Entry

Advanced Search Name Entry Executed

Advanced Search Results

Most search types return transaction level values in a grid where the results can be further refined or can be used in different ways  (e.g. sorting, paging, printing & exporting to Excel). For the “All Transaction Lines” & “Journal Entity” search types, line item values are returned in the grid, so the proper line-item can be identified more quickly.  Clicking on the a result row will open the transaction in the appropriate page. If a Contact name is clicked on, the user will be navigated to a contact centric page.

The advanced search result grid (and most grids within the new QuickBooks) has the following features:

  • The results can be sorted by enabled columns by clicking on the column’s header (1).
  • When more than one page of results is returned, the results can be paged through by clicking on the icons on the bottom right corner of the grid (2).
  • The results can be printed by clicking on the printer icon on the top right corner of the grid (3)
  • The results can be exported to Excel by clicking on the export icon on the top right corner of the grid (4)
  • The result columns presented can be altered by clicking on the settings icon on the top right corner of the grid (5)

Advanced Search Name Results

Not seeing this version yet?

These features are in the new version of QBO today, but for those of you who started out on the previous version of QBO, we are moving those companies to the new version over time. Our goal is to ensure a smooth transition for every customer. With over 500K companies on QBO, that is a tall order! See this post for more details:

For a better understanding of why all these changes were made check out our previous blog article outlining details around the changes: What’s changed in QuickBooks

This concludes our brief overview of QuickBooks new search functionality.  If you have additional questions on using QuickBooks Online please visit our Live Community where you can quickly get answers to all your accounting questions.

What’s changed in QuickBooks: Invoicing Customers

December 9, 2013

[Quick note: As of June 13, the QuickBooks blog has moved to Follow us there!]

In our continuing series on what’s new in QBO, we’re excited to share with you the improvements we’ve made to creating and sending invoices! In this article we’ll explain how things work in the new world. 

A new streamlined form

As mentioned before, the + at the top of the screen is your one-stop shop for creating any transaction. You can create invoices, sales receipts, estimates and more from this single control.


Let’s dive into invoicing. When you first come to the form, you’ll see that it takes over the full width of your screen. This is to provide you with as much real estate as possible for your work – creating the invoice or any form. We redesigned all the forms to have a consistent, modern look. You will find these new forms work much better across your desktop, laptop and tablet devices. They also load faster than in the old version of QBO!

Blank Invoice

You can start working anywhere in the form, even before adding a customer. In the old version we heard complaints about being forced to select a customer before you could do anything on the form. We want to encourage you to get in there and play around with the new version!

If you ever need to change what fields appear on this form (like Shipping, Discounts or Service Dates), go to Company Settings, accessible from the gear in the top right. From Company Settings, go to the Sales Form Entry section and you’ll see you can change your logo, and add or remove fields.


A better way to send invoices

Invoicing in the new QBO is so much more powerful. We improved how it works based on the fact that most of you (well 87% to be exact) email your invoices.

Here’s how it works

When you Save and Send an invoice, you will now see a preview of your message and the invoice. This makes it easy to personalize your default email message (which you can always change under Company Settings).

Send Invoice

When you hit Send, QBO sends an email to your customer with your personalized message and a link to view the invoice.

Your customer will receive an email that looks like this – with a big blue button to view the invoice.

Email Received

When your customer clicks View Invoice Now, this opens their invoice in a browser window.

Invoice Site

Benefits of online invoices

When your customer views the invoice, that is captured in QBO so you know exactly when your customer viewed it – no more “my spam filter ate the invoice”.

Customers can send you a message right from here. If your customer sends a message, it is also saved with the invoice in QBO. You can send messages to your customer from the invoice form in QBO, and they’re saved along with messages from your customer. You can view the entire thread on the invoice form in QBO – very handy if you need to refer to it later. Scroll to the bottom of the invoice form in QBO to view the history of when your customer viewed the invoice and messages back and forth.

Invoice Feed

All updates to the invoice are automatically saved in QBO and on the online invoice your customer sees. Your customers can also print or save a PDF of the invoice anytime.

If you receive partial payments on invoices, they will be reflected in the Balance Due at the top of your invoice in QBO AND the site where your customer views the online invoice. Now your customer will always have a single, up-to-date view of what they owe you.

And if you turn on QuickBooks Payments, customers can click the Pay now button to pay the invoice right there. The balance due is updated immediately in QBO. Boom, it’s like your Accounts Receivable takes care of itself.

Pay Now button

Now that we’ve covered the basics of invoicing, let’s close out with a few more highlights.

Panel for handling estimates and billables

Whenever you create estimates or billables like time activity, billable expenses or charges, QBO keeps track of them for you. When you go to create a new invoice, the estimates and billables are waiting for you in a panel on the right of the form. This is an easy way to view and add the ones you want to include on a given invoice.


When you add an estimate or billable to the invoice, the rows in the table are updated so you can see exactly how they will appear on the invoice. These linked transactions are accessible at the top of the form. You can always take estimates and billables off the invoice and stick them back in the panel by clicking the Remove button.

linked txn

An additional benefit in the new QBO is that you can make changes to the details of estimates and billables that appear on the invoice without affecting the original estimate or billable item you’re tracking in QBO.

For more details on the new panel, check out Stacy Kildal’s post here:

A few more tips 


Although Save and Send always shows you a Preview of your invoice before you send it, you can also use Print at the bottom of the form…


…to Preview your invoice in a large window.

print preview

Creating templates for repeat use

If your looking for an easy way to create an invoice template you can reuse over time, check out the Make Recurring link at the bottom of the form. Give the template a name and then under Type, select “Unscheduled”. You can also have QBO automatically send out invoices for you by selecting “Scheduled” under Type.

recurring template

These templates are stored under Recurring Transactions, accessible from under Lists in the Company menu. To use a template to create a new invoice, select the template from the list and click Use. This gives you a head start on the invoice by including all the information from the template you created – a big time saver!

recurring txn list

Creating a stack of invoices

If you print invoices and want to create a bunch at once, you can use a shortcut for Save and New:

  • On Windows: CTRL + ALT + s
  • On Mac: CTRL + Option + s

Add, Remove, and Rearrange Invoice Lines

To quickly change the order in which a row in your invoice table appears, click the little square icon on the far left and drag the row to where you want it. You can easily delete the row by clicking the trashcan icon on the far right of each row. Another feature we are bringing back due to feedback is the ability to insert a row anywhere. Coming as part of our next release (end of December) you will see a green plus icon when you click into an invoice row. Click the plus icon and you will get a line inserted above the row you are in.

move rows

There’s always More

Lastly, at the bottom of the form, under More you’ll find handy tools like Copy and Delete


There’s more exciting work underway on invoicing and of course, we’ll tell you all about it right here on the blog.

Not seeing the new forms in QBO yet? You will.

These features are in the new version of QBO today, but for those of you who started out on the previous version of QBO, we are moving those companies to the new version over time. Our goal is to ensure a smooth transition for every customer. With over 500K companies on QBO that is a tall order! See this post for more details:

We hope you find the new forms delightful, powerful and generally awesome! As always, please keep the feedback coming so we know what’s working well for you and what can be made even better. Please vote on suggestions or add your ideas to our user voice.

We’ll have more to share in the coming weeks so check back here to learn what’s new in QBO!

What’s changed in QuickBooks: Customers and Vendors

December 4, 2013

[Quick note: As of June 13, the QuickBooks blog has moved to Follow us there!]

The new QuickBooks online has completely revamped the experience for your Customers and Vendors pages. We heard that you wanted a consistent experience that made it easy to find the customer/vendor you are looking for and take the appropriate next action. The new design features powerful filtering, one click actions, and a single click to dive deeper into your customer/vendor. Let’s take a look at some of the features.

Screen Shot 2013-12-02 at 2.35.31 PM Screen Shot 2013-12-02 at 12.14.48 PM

Improved scannability, more visible data without clicks

In our previous customer center you were not able to scan through the list and see your customer’s address or phone number. In order to see such details you were forced to click each customer individually and we received much feedback about this. In the new version, as you can see from the images above, you no longer need to click on each customer to see some of their key details like the address. Scannability of the list has improved significantly with our new design.

Quickly Send Emails

Some of our users expressed the need to quickly contact a customer or vendor via email, but they wanted to use their own native email client. Now you can do this quickly by clicking on the email icon located next to the name. The email icon indicates there is an email, if no email exists you will need to click on the name and edit the profile to add an email.

Screen Shot 2013-12-02 at 8.03.45 PM


Tip: If you want to use Gmail as your default mail client in Chrome or Firefox, checkout the instructions mentioned here. Once you do this, any mailto: links that you click (like the small envelopes in the picture above), it will automatically open in Gmail instead of Outlook.

Easy filtering and searching

We introduced the concept of a Money Bar on the income list in our previous version and you loved it. Now the same easy filtering can applied to your customers and vendors. Need to find all your customers with overdue invoices? One click. Need to find all your vendors with open bills? One click. Need to see who you recently paid? One click.

Screen Shot 2013-12-02 at 12.16.19 PM

Screen Shot 2013-12-02 at 2.38.18 PM

Once you are in a filtered state you can click the same filter again to remove it or click the blue Clear Filter / View All link on the top left.

If you already know the name of your customer or vendor you can always use the search as well. Search is supported for name as well as address. We have heard feedback on expanding the search to include phone number and company name, we are hoping to get this into the product in the future.


Being able to filter your customers and vendors wouldn’t accomplish much if we didn’t make it easy to take some action. Once again we’ve take the same great action buttons you loved from our income list and expanded the capabilities for your customers and vendors. You’ll notice each row has a drop down button on the far right that allows you to either take that action on the row or select a different action. Let’s review some of the actions possible -

Estimates and Unbilled Activity (Customers) / Purchase Order (Vendors)

Filter by estimates or unbilled activity to see all your customers with non-posting transactions. From here your next action will be to start an invoice. Once you click Start invoice for a particular customer the invoice page will pop open with that customer pre-selected. You will also see the available estimates or unbilled activity for that customer in the right hand drawer. Simply pick the items you want and add them from the drawer by clicking Add.

Similarly on the vendors side, you will create a bill for a particular vendor with a purchase order. Once you click Create bill, the bill page will pop open with that vendor pre-selected and then you can choose the purchase order(s) to add from the right hand drawer.

Note: You must be in the Plus SKU for purchase orders to be available as a filter in your vendor center.

Open and Overdue Invoices / Open and Overdue Bills

Never lose invoices or bills for customers again. Applying this filter will show you everyone with open or overdue transactions. For customers you have the ability to send reminders for all invoices, send/print statements (customer must have an email to be able to send statements), or receive a payment for an invoice. On the vendor side you can make a bill payment against any open or overdue bill.


This bucket will show you all the customers or vendor payments in the last 30 days. From here there aren’t any direct actions on the transaction, but you can make any new transaction for the customer or vendor.

A new way to create statements

Previously to create statements you had to pick criteria out of a dialog to get a list of customers. This ability still exists in our global create (the + button on the top), but we have introduced a customers first based approach to statements. Here is how it is works -

  1. Filter your customers by open or overdue invoices.
  2. Use the checkbox to select one or multiple customers.
  3. Use the batch action to print or send statements to those customers.

Screen Shot 2013-12-02 at 7.52.18 PM

Easily Pay Bills

Previously paying a bill for a vendor was an entirely different screen. There was lots of feedback around a better way to do this, and we think the new vendor center gives you just that. Simply filter by your overdue or open bills and use the Make Payment next action.

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Dive Deeper

The main view on your customer and vendor center gives you a great overview and the ability to take some high level actions. If you need to dive deeper for more information or need to take action on specific transactions, we’ve made it just as easy. The two ways to go about this are by clicking on the customer/vendor name or by clicking on the blue link in the row. Clicking on the link will take you into a pre-filtered view of your customers/vendors transactions.

Customer / Vendor Information and Editing

The main snapshot of data is available for quick viewing from the detail page along with an edit button to edit and update.

Screen Shot 2013-12-02 at 12.15.20 PM

Create and view transactions

The grid you see here is the exact same grid located under transactions for Sales (Customers) and Expenses (Vendors). You can do the same actions, export, print, and create new transactions for your customer. What’s different is that you can see every single transaction created for your customer along with some new canned filters available to you in the drop down. We heard you want to easily see all the money received, so you will find a new filter at the bottom of the filter list for Money Received.

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Customizing the grid

As mentioned above, we are using a similar grid across the product to give a consistent user experience for all our list pages – Customers, Vendors, Sales, Expenses etc. On the top right of each grid, there exists a settings / gear icon that you can use to customize which columns to show or which to hide or how many rows to show. Next to the gear icon you will also see a print and export icon to print this list or export to a spreadsheet respectively.

Screen Shot 2013-12-02 at 9.52.17 PM

On the transaction grid below you will notice a new checkbox at the very bottom labeled compact. We heard a ton of feedback that users wanted the ability to see more rows on transaction grids, so now all sales and expense grids give you the ability to make them compact. This feature will be released towards the end of December in our next release.

Screen Shot 2013-12-02 at 9.53.38 PM


As always please vote on suggestions or put your ideas in our user voice. We have heard your feedback around using Company Name over Customer Name in the customer center and are looking into how to make adjustments there. We have also heard your issues around going from customer to customer on the detail page and are investigating ways to make that easier as well.


For FAQs, please checkout our prior blog post.

Test drive

The new QuickBooks Online: Why design matters

October 30, 2013

Nov 19th Update: Click here for more information about the changes in the new QBO.
Nov 2nd Update:
Click here for more details about how we approached the changes below and answers to some of the questions you asked.

QuickBooks Online users will soon see some changes in the way the product looks and functions. The redesign is more than a mere face-lift; it’s the result of 13 months of rethinking how QuickBooks Online serves its customers.

The update is designed to improve your experience with QuickBooks Online by making it more intuitive and seamlessly integrating it with other Intuit small-business products.

Klaus Kaasgaard, director of experience design for the Small Business Group, explains: “Our goal was to create a harmonious user experience, so that customers would not have to relearn our other products. We designed it so that a non-accountant small-business owner can get started easily, make decisions quickly, and get value immediately. We make it simple to pay your employees, accept online and mobile payments, and integrate third-party applications to meet every customer need. We also make it simple to collaborate with your accountant ‹ all inside the product.”

The new QuickBooks Online will be available to new customers in late October and to existing customers in subsequent months. Everyone can preview the new look now.

What to know more about what drove the new design? Keep reading for an interview with Klaus.

What is “user experience design”?

Klaus: I would broadly define “user experience” as everything related to someone’s interaction with your brand. “Experience design” is focused on designing for the whole experience, starting with customers researching your product, setting up and using your service, and the interaction they have with customer care if they have a problem or need an upgrade. It takes all these touch points into consideration and executes them deliberately against your brand promise.

What principles guided the teams working on this project?

Klaus: We wanted a simple design with our customers in the center. We wanted to instill confidence and inject an element of surprise and joy into managing finances. Accounting software doesn’t have to be boring. At the same time, we wanted to make sure the design gets out of the way, so that our customers can focus on their data and their business and not on our design.

You say that you design products to yield very specific positive emotions. Tell us more.

Klaus: There’s a very utilitarian aspect: We want to help people get their stuff done and save them time. Beyond this, whenever anyone interacts with a product or a brand, there is an emotional component. They feel frustrated if they can¹t do what they set out to do. Or, they feel, “Wow that was a delight. I can’t imagine using anything else but this tool to do this particular job.” We set goals for our user experience that focused on both.

For example?

Klaus: With QuickBooks, one emotion we design for is confidence. Confidence that the software “has my back”, ensuring that I’m compliant and on top of my finances. Now, the shift to mobile is changing the nature of QuickBooks from being simply a financial-management tool to being a customer relationship tool. So, let’s say you use it on an iPad to show your customer an estimate. The visual design of that page represents your business. We want our customers to feel proud when they share a page with a customer.

Why is it so important for businesses to think about mobile design?

Klaus: All businesses want to go where their customers are. And the world has gone mobile. We¹re seeing a massive platform shift to mobile devices every day. So, businesses have to consider how to meet their customers there, and that includes the way they market to, acquire, and convert prospects.

But designing mobile experiences is very different from desktop experiences. It should not be considered the equivalent of a desktop experience with less screen real estate. The customer needs are different on mobile devices, the device capabilities are different, and people have very high expectations when it comes to simplicity, usability, and design. You have a very short time to impress. If you don’t, with the flick of a finger you’re gone forever.

For FAQs please click here.


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