I have learned a lot about QuickBooks in the last five and a half years of working at Summit CPA Group. Some of the tips and tricks that I’ve learned have come from co-workers and some have come from webinars that I’ve attended. Sometimes the tips don’t seem like much but when you’re really busy and have multiple clients, they can really come in handy.
The first half of my career I almost exclusively worked with QuickBooks Desktop and absolutely despised QuickBooks Online (QBO). When I received my first client that used QBO, I was a little nervous, but soon found out that I actually really like QBO and actually prefer it over the desktop version. Below I share my top tips for both versions.
QuickBooks Online Tips
· I have found that whenever I run certain reports, I’m always changing the settings and filters a specific way that I like to see the report. Instead of constantly redoing that, I’ve saved a bookmark of that report to my Google Chrome browser. Now, whenever I want to see that report, I just click on the bookmark and it takes me right to it.
· Another nice thing about being in a web browser is I can have multiple tabs open for any specific client that I’m working on. You can right click on anything and choose “open link in new tab” and you won’t lose whatever screen you’re currently on. This is nice to use when you have a balance sheet open and you need to record a journal entry. You can have the balance sheet open on one tab and the journal entry on the other tab, record your entry, refresh your report, and you can see your changes immediately. There is no going back to the report and having to re-run it with the specific settings you want to see.
· You can also “star” reports that you use often. In the reports tab, you can click on the star next to the report name. This will ensure the report will show up at the top of the reports in the favorites section. This is helpful so you don’t have to scroll through all the reports that you want each time.
· I really like to use the filters in QBO too. When looking at a report, you can click on customize and filter it by a specific transaction type, customer name, account, etc. This is not only used when looking at reports; I use this when looking at an account register as well. You can filter by date, memo, vendor, etc.
· One last thing that I’ve found to be very helpful is setting up routines in QBO. You can use these to send out automatic past due invoice emails. This takes a lot off your plate so you don’t have to do it manually. This can be done by going to settings > manage routines. Here, you can set up how often you want emails to go out to your customers.
QuickBooks Desktop Tips
· A little thing that not a lot of people know about is when entering transactions, you can use the plus or minus sign to adjust your date. Instead of having to click on the date field and choose the date you want, if you just tab over to the date field so that it is highlighted, you can adjust the date up or down with your keys. It sounds silly but it’s actually very helpful, especially when entering a lot of transactions in a row.
· Memorized transactions are extremely helpful in both QBO and QuickBooks Desktop but I use them a lot in Desktop. You can memorize checks, deposits, journal entries, etc. Just create it with all the necessary information, right-click, and click memorize. It will ask information like how often you want it to occur, when is the next date you want it to occur, do you want it to record automatically or do you want to be reminded to record it.
· Piggybacking on the memorized transactions, sometimes I go to reconcile an account and realize I completely forgot about a daily transaction that month. So I create a transaction for it and date it the first day of that month. I tell it that I want it to occur daily and the next date should be the second day of that month and it should end on the last day of that month. I close out of the entire QuickBooks file, re-open it and all 30 or so of those transactions are automatically entered. This saves so much time! Otherwise, you’d be stuck entering each individual transaction for that month.
What’s your best QuickBook tip?