Archive for the ‘Tips & Tricks’ category

Keyboard shortcuts and other ways to speed things up

March 24, 2014

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

You want it fast? Leverage keyboard shortcuts. They’re the quickest way to navigate QuickBooks so you can get in and out and back to business.

These are the shortcuts that the team has built into the new QuickBooks so far:

To pull up a list view of all your shortcuts, press [ctrl]+[alt or option]+[/ or ?] simultaneously.

We’re making transaction entry faster in other ways, too. Here are a few other changes you should see soon:

  • your last action (like save and new or save and close) will become the primary action the next time you need to use it
  • you’ll be able to tab across form fields in sequential order

We hope these changes will help you enter transactions more quickly and easily. Got other ideas for shortcuts and speedy data entry? Let us know.

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.

May accountant webinar recording & slides

May 14, 2013

Hi all,


Thanks so much to those that joined me today for our May accountant webinar…there were over 300 of you! Lots of great questions and fun as always.


For those that had to miss it, here is the recording:

If you’d like, here are the slides as well. They aren’t that helpful without the recording, so I recommend you use them as a viewing aide but not by themselves: May webinar slides


I know some folks have had trouble listening to the recording in the past–hopefully we have no issues this month! Unfortunately, after spending many hours on the phone with GoToWebinar, we have not been able to identify a source of the problem since the recording does work for the majority of viewers across different browsers and operating systems.


Talk to you all again soon!

Join us for our Twitter Year-end event January 16, 2013

January 14, 2013

Just for QuickBooks Online (US) users! Year-end is now upon us! Are you ready? We’re here to help small business owners with completing the most common year-end activities in QuickBooks Online, like how to prepare your 1099’s. We answer lots of year-end questions over the phone, but instead of keeping these conversations to ourselves, we’re inviting everyone to join a live Q&A session on Twitter where others can see what’s being said and hopefully benefit from the discussion.

So ask away! QuickBooks Online specialists will be on Twitter to answer your year-end questions on Wednesday, January 16, 2013 from 10 a.m. to 12 p.m. PT.

To submit your question:
Login to Twitter on Wednesday, January 16, 10 a.m. to 12 p.m. PT, and tweet your question with the hashtag #QBOyearend.

For Twitter newbies, here’s how to send your first tweet:

  1. Visit Twitter and create an account if you don’t already have one. Make sure that the “Tweet Privacy” checkbox in the Settings menu is unchecked. If it’s checked, your tweets will be protected and we will not be able to see them.
  2. From Twitter’s homepage, write your tweet in the “What’s Happening?” box. Include #QBOyearend anywhere in your tweet and make sure to stay within the 140 character limit provided.
  3. Click on the “Tweet” button, and that’s it! You’ve sent your first tweet.
  4. To monitor what other people are saying, again go to Twitter.
  5. Enter #QBOyearend into the Search box at the top of the page and hit Enter. All posts with the #QBOyearend hashtag will appear.

See you there!

Accountant 2012 recap webinar recording

January 9, 2013

If you missed yesterday’s webinar that featured the biggest features QuickBooks Online released over the last year and how to use them, check out the recording here.

I know some folks do have trouble getting the recording to work, and I have tried to call GoToWebinar about this matter. They recommended that you call them directly if you experience any problems: 800 263 6317.

Here are the slides I shared, if you want to print them and take notes.



Accountants: get ready for the new year, attend our January webinar!

January 2, 2013

Now is the time to catch up on the major improvements in QuickBooks Online from 2012 and prepare to sign up clients for 2013! This webinar, which is taking the place of our monthly release webinar this month, is hosted by a QuickBooks Online product manager and will cover some of the best new features and will leave plenty of time for Q&A so you’ll feel ready to get your clients up and running on QuickBooks Online this year. We’ll be covering:

  • Downloaded Transactions (the new and improved Online Banking experience)
  • Income List and Money Bar
  • Multiple sales tax rates (as well as some recent improvements to this feature)
  • QuickBooks Online Accountant version
  • Improved conversion from QuickBooks Windows to QuickBooks Online
  • Some other improvements that make a big difference, including
    • Reporting improvements
    • 1096 printing
    • Attachments to sales transactions

The webinar is not to be missed, so join us this Tuesday, January 8 at 11am PST (2pm EST). Click this link to register:

December release webinar recording

December 14, 2012

Hi all,

If you missed our release webinar on Tuesday, here’s the recording and slides. As a reminder, these changes went live for a small set of customers last night and will go live for the remaining customers a week from today.


Slides: December release webinar slides

I have heard from some individuals that they have trouble getting the recording to work. GoToWebinar has informed me that you can call their support directly to get help: 800 263 6317.

Happy holidays!

December accountant release webinar

November 26, 2012

Hi accountants!

Another month has passed, and it’s time for our last release webinar of 2012. Can  you believe it? As always, we bring you the content a few days in advance of the release so you stay the product expert for your clients. This month, I’ll cover some of the improvements we’ve already made to our new multiple sales tax rates feature based on your feedback, some FAQ on the new QuickBooks Online Accountant edition we just released, additional info on how to convert your QuickBooks Windows file to QuickBooks Online, and more! Don’t miss it.

Here’s the info:

December 11 at 11am PST (that means 2pm EST)

Register here: (you must register to attend!)


If you miss it, we will of course post the recording here after the features release. Hope everyone had a wonderful Thanksgiving…I’ll see you at the webinar!

QBO Sales Tax Update 11.8.12

November 8, 2012

[Note: As of June 13 2014, the QuickBooks blog has moved to Follow us there!]

Sales Tax Update – Default Sales Tax Rate is Coming Back

We recently launched our new sales tax experience in QuickBooks Online, and we quickly heard detailed and pointed feedback. We’re rapidly making changes to address the top issues: a company default tax rate and marking whether a customer is taxable or not.   Our current plan is to roll out these changes Friday night, Nov 9th.  You should see them starting Saturday, Nov 10th.

Company default tax rate
We’re adding back the ability to have a company default tax rate. If you previously had a default rate we’ll try to use that for your default rate. You should double check this setting. It’ll appear on invoices and sales receipts for all new customers that are taxable. Need a different rate for a particular customer?  Select a different rate in the transaction, and the rate will stay “sticky” (QuickBooks Online remembers it) for that customer.

You can check or set your default rate by going to Company> Sales Tax Center> Edit Tax Settings > Set Default Rate. In this window, you’ll see that we also added back the ability to automatically make all new customers taxable in this screen.

Make customers taxable
We’re also adding back the ability to make customers taxable so you can keep track of customers that are taxable and those that are tax exempt. Within each customer record, we’re adding a setting for making the customer taxable or not. (Customers > Customer Center > Edit Customer > Taxes tab).

Customer Contact List report
A quick way to see a list of your taxable customers is to run the Customer Contact List report. To make this easier to get to, we’re adding a link for this report in the Sales Tax Center. We’ve preset the report to include the Taxable field status and the Taxable Rate.

What’s ahead
The transition to the new sales tax experience isn’t as smooth as we wished it to be. But we’re making changes as quickly as we can in response to your direct feedback. Our current plan is to roll out these changes Friday night, Nov 9th.  You should see them starting Saturday, Nov 10th.

These same changes aren’t in QuickBooks Mobile yet because we need to get them into QuickBooks Online first. Until we roll the changes to our mobile app, be sure the tax rate for a customer is correct when you’re creating an invoice or sales receipt on the go.

We want to continue to make sales tax better for you so we’re looking at some other improvements based on the feedback you’ve given us. We’ll roll these improvements out over time.

Feedback—it’s a good thing
The entire sales tax team values your candid and detailed comments. Letting us know what works well and what doesn’t and why helps us make changes. You can give feedback by clicking the Feedback button in QuickBooks Online, and you can also post responses in this blog.

November Accountant release webinar

October 26, 2012

It’s that time again! Don’t miss this month’s release webinar for accountants, which will be held before the actual release so we can help you be the QBO expert for your clients.

I will also record the webinar in case you can’t make it, so check back after November 8 for the recording.

As always, I will take Q&A at the end of the session to make sure you feel great about using the new functionality and showing it off to your clients.

Here’s the info:

Nov. 6 at 11am PST (2pm EST)

You must register to attend:

See you there!


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