QuickBooks how-tos
Step-by-step help with everyday bookkeeping tasks in QuickBooks Online. Each how-to follows Intuit's own help article, linked in its sources, and says what to check before you start and what changes afterwards.
Invoices and customer payments
How to undo a payment in QuickBooks
Correct, void or delete a customer payment recorded in QuickBooks Online, and what differs when the payment was taken by card through QuickBooks.
How to issue a refund in QuickBooks
Refund a customer in QuickBooks Online with a refund receipt for returned items, or with an adjustment note and refund expense for a paid invoice.
How to mark an invoice as paid in QuickBooks
Record a customer's full or part payment against an invoice in QuickBooks Online with Receive payment, then check what the customer still owes.
How to make an invoice in QuickBooks
What goes on a new QuickBooks Online invoice, from the customer, dates and terms to each product or service line, and how to email it or keep it for later.
How to send a receipt in QuickBooks
Record a payment taken at the time of sale as a sales receipt in QuickBooks Online, email it with Save and send, and print or download a copy later.
How to cancel an invoice in QuickBooks
QuickBooks Online cancels an invoice by voiding it. See where the Void option sits, what a voided invoice looks like, and why a void is permanent.
How to send a statement in QuickBooks
Pick a statement type in QuickBooks Online, set how statements look, email them to one or many customers, and resend, print or delete past ones.
How to set up recurring invoices in QuickBooks
How to build a recurring invoice template in QuickBooks Online, pick Scheduled, Reminder or Unscheduled, and change or delete the template later.
How to allocate a credit note in QuickBooks
Put an adjustment note against a customer's invoice in QuickBooks Online, automatically with Automatically apply credits or by hand in Receive payment.
How to send an invoice in QuickBooks
The ways to send a QuickBooks Online invoice: email from your account or a connected Gmail address, a copied link, or WhatsApp, and how to tell it went.
How to apply a discount in QuickBooks
Turn on discounts in QuickBooks Online, take a flat or percentage discount off an invoice, quote or sales receipt, or set one up as its own line item.
How to make a quote in QuickBooks
How to make a quote in QuickBooks Online, email it to the customer, keep its status up to date, and turn it into an invoice once the work is done.
How to delete an invoice in QuickBooks
Delete an invoice in QuickBooks Online from the Sales transactions list, learn what the audit log keeps of it, and when a void suits better.
How to edit an invoice in QuickBooks
Where to open a saved QuickBooks Online invoice for editing, which fields you can change on it, and how to save it or get the updated copy to the customer.
How to copy an invoice in QuickBooks
How Duplicate copies an invoice or quote in QuickBooks Online, what to check on the copy before saving, and when a recurring template suits better.
How to send invoice reminders in QuickBooks
How to turn on automatic invoice reminders in QuickBooks Online, set when they go and what they say, send one by hand, and switch them off again.
How to apply an overpayment in QuickBooks Online
When a customer pays more than an invoice in QuickBooks Online, see where the extra goes and how to put it towards another invoice or refund it.
How to create a credit note in QuickBooks
Create a credit note, which QuickBooks Online calls an adjustment note, to reduce what a customer owes, and know when a delayed credit fits better.
Bills and supplier payments
How to attach files in QuickBooks
Attach a document to a transaction or to a customer or supplier profile in QuickBooks Online, and manage your files in the Attachments list.
How to add expenses in QuickBooks
Record a cost you've already paid as an expense in QuickBooks Online, choose between Expense and Cheque, and edit or delete it later if it's wrong.
How to apply a vendor credit in QuickBooks
Create a supplier credit, the Australian name for a vendor credit in QuickBooks Online, and use it against that supplier's bill in Pay bills.
How to record a supplier refund in QuickBooks
Record money a supplier pays back in QuickBooks Online, whether the purchase went in as an expense or cheque, as a bill you've paid, or on a credit card.
How to pay bills in QuickBooks
Record a payment against one supplier bill or several at once in QuickBooks Online with Pay bills, and find out later when a payment was voided and why.
How to enter bills in QuickBooks
Add a supplier's bill in QuickBooks Online by hand or by uploading the file, and know when Intuit says a bill fits better than a cheque or expense.
How to send remittance advice in QuickBooks
Email remittance advice for a bill payment from the supplier's page in QuickBooks Online, and know which address it goes to and how to change it.
How to void a bill in QuickBooks Online
Which bill transactions QuickBooks Online can void, how to void a bill payment or delete a bill from Expense transactions, and what each leaves behind.
Bank transactions
How to move undeposited funds in QuickBooks
Move payments out of Undeposited Funds in QuickBooks Online into a bank deposit that equals your deposit slip, add a bank fee to it, or take a payment back out.
How to record a transfer in QuickBooks
Record money moved between two of your accounts in QuickBooks Online with the Transfer form, a cheque or the bank feed, as one entry that both accounts share.
How to apply payments to invoices in QuickBooks
Match a customer's bank deposit to its open invoice from Bank transactions in QuickBooks Online, or share one payment across several invoices.
How to import a bank statement in QuickBooks
The file types, size and column layouts QuickBooks Online accepts for a bank statement upload, the steps to bring it in, and the CSV errors that stop it.
How to undo a reconciliation in QuickBooks
Take a transaction out of a past reconciliation in QuickBooks Online from its account history, and know the alternatives to undoing a whole one.
How to split payments in QuickBooks
Divide one bank transaction between several categories in QuickBooks Online with Split, found in the dropdown next to Post on the Bank transactions page.
How to delete a transaction in QuickBooks
Delete a sales or expense transaction in QuickBooks Online, clear excluded bank transactions in bulk, and trace any deletion later in the audit log.
How to remove a bank account in QuickBooks
Disconnect a bank account from the Bank transactions page in QuickBooks Online, what that leaves in place, and when making it inactive is the further step.
How to create a bank rule in QuickBooks
The conditions and settings a QuickBooks Online bank rule takes, how priority and auto-post work, and why a rule might not catch the transactions you expect.
How to enter a credit card payment in QuickBooks
Record a payment made to your business credit card in QuickBooks Online with Pay down credit card, a cheque, or a transfer paired in the bank feed.
How to fix a reconciliation discrepancy in QuickBooks Online
Find what changed since your last reconciliation in QuickBooks Online with the Reconcile Discrepancy Report, the audit log and the register, then correct it.
Journals
How to create a journal entry in QuickBooks
Enter a journal entry in QuickBooks Online line by line, keep its debits and credits equal, and find or print your entries afterwards in the Journal report.
How to import journal entries into QuickBooks
The CSV columns QuickBooks Online expects for a journal entry import, how to name subaccounts, the settings to change first and the steps to bring the file in.
How to reverse a journal entry in QuickBooks
When to reverse a QuickBooks Online journal entry rather than delete it, where to find the Reverse button, and what the new reversing entry looks like.
Contacts
How to merge customers in QuickBooks
Combine two duplicate customer profiles in QuickBooks Online: clear sub-customers and projects, rename the duplicate, merge, and know it's permanent.
How to delete a vendor in QuickBooks
Why QuickBooks Online won't delete a vendor, how to make the supplier inactive instead, and when Intuit suggests merging records rather than either.
How to add a vendor in QuickBooks Online
Where QuickBooks Online keeps vendors, which it calls suppliers, how to add one from the Suppliers page, and why to look for an existing record first.
How to export customers in QuickBooks
The two ways to send QuickBooks Online customer data to Excel, what each file holds, and where to download one customer's statement as a PDF.
How to import customers in QuickBooks Online
Bring a customer list into QuickBooks Online from an Excel or CSV file or from Outlook or Gmail contacts, and set the file up so the import goes in cleanly.
Items
How to add inventory items in QuickBooks
Set up a stock item in QuickBooks Online Plus with its starting quantity, reorder point and sales and purchase details, or import a list of products.
Reports and data
How to export data from QuickBooks
What the Export data tool in QuickBooks Online puts in its zip file, how to export one report to Excel, and where to export quotes, attachments and lists.
How to run reports in QuickBooks
Open a standard report or a single account's report in QuickBooks Online, then email, export or print it, and save your changes as a custom report.
How to undo a change in QuickBooks
To undo a change in QuickBooks Online, find it in a transaction's Audit history or the audit log, then set the record back or re-enter it.
Budgets, jobs and projects
How to use classes in QuickBooks
What classes track in QuickBooks Online Plus and Advanced, when another tracking tool fits better, and how to tag a class to each row or a whole transaction.
How to make a budget in QuickBooks
Build a profit and loss or balance sheet budget in QuickBooks Online Plus, import one from Intuit's Excel template, then edit, copy, report on or delete it.
How to set up projects in QuickBooks Online
Turn on projects in QuickBooks Online Plus or Advanced, create a project for a customer with its dates, status and addresses, then start adding transactions.
Users and settings
How to add a user in QuickBooks
Invite a user to QuickBooks Online with a role that suits their work, invite your accountant's firm on its own tab, and sort out invitations that expire.
How to lock dates in QuickBooks
Close the books in QuickBooks Online with a closing date, choose a warning or a password for later changes, move the date, and see what changed after it.
How to change currency in QuickBooks
When QuickBooks Online lets you change the home currency, what turning on Multicurrency fixes for good, and how to give a customer or supplier a new currency.