Are you up to speed on the latest and greatest QBO features for 2024? Make sure you're taking advantage of all that your accounting software has to offer.
The beauty of QuickBooks Online is that it was built with small businesses in mind. QuickBooks users don't have to be experts in accounting or technology: the platform simplifies the complex process of double-entry accounting, incorporates easy-to-understand language, and features a simple interface. In the background, QuickBooks Online does all of the required bookkeeping so you can focus on running your business.
Once you’ve learned the basics of navigation and financial data entry in QuickBooks Online, you may keep doing things the way you learned to do them. However, the platform offers multiple ways to get the same tasks done, and these tips could help you benefit from additional convenience.
In this tutorial, we'll discuss seven ways you may be able to improve your use of QuickBooks.
Tip 1: How to edit lines in your transactions instead of deleting them
QuickBooks Online allows you to edit lines in transactions so you don’t have to delete them and start over. You can:
Delete lines. Click the trash can icon at the end of a line.
Reorder lines. Click the icon to the left of the line number and drag it to the desired position when you see the green arrow in the upper left. (This can be finicky, however, and you may need to try a few times)
Add lines and Clear all lines. Click the buttons below the line item table.
You can reorder, add, clear, and delete lines in your existing transactions.
Tip 2. A faster way to find recent transactions in QuickBooks Online
If you want to revisit a transaction you've recently opened, there's an easier way to find it than searching for a needle in a haystack. Instead, click the clock icon in the upper left corner of an invoice, for example, and a list of Recent Invoices will drop down. Click to open one.
UPDATE: QuickBooks Online no longer opens invoice forms when you click on them in the main invoice list (Sales | Invoices). A panel slides out from the right displaying the transaction’s details, including an activity timeline. ClickMore actions to see your options there.Edit invoice opens the original form.
Tip 3: How to see two QuickBooks Online screens simultaneously.
Sometimes you may want to see two QuickBooks Online screens simultaneously. Right-click on a navigation link, like Expenses | Vendors. Click Open link in new tab. A new tab will open in Windows displaying the content from the link you just clicked. Holding the control button on a PC and clicking the link, and holding the command button on a Mac and clicking the link also accomplishes the same thing.
4. Use the More menu
If you haven’t explored the action links at the very bottom of transactions, you should. This is where you can find Print or Preview, Make recurring, and Customize. Click More, and you’ll be able to Copy, Void, or Delete the transaction. You can also see theTransaction journal and Audit history.
Click More at the bottom of a transaction to see the available options.
5. Use keyboard shortcuts
There are more keyboard shortcuts available in QuickBooks Online than the one we mentioned above. While it may take some time (or a cheat sheet!) to learn them, they’re fairly intuitive and can save you time. Here are three more quick ones to know, Ctrl+Alt+I opens a blank invoice form, and Ctrl+Alt+x displays a blank expense form. Ctrl+Alt+? opens a comprehensive list, and shows your Company ID.
6. Add attachments to transactions
If you have original documentation for transactions like expenses and bills, it can be a good idea to have a scanned copy attached to the original transaction– especially if it’s something you’ll be claiming on your income tax return. You can do this easily in QuickBooks Online. Click the link at the bottom of the transaction form and find the document in your computer’s directory. The attachment will remain linked to the original transaction. You can view all of your attachments by clicking the gear icon in the upper right and selecting Attachments under Lists.
Tip:If you’re using the mobile version of QuickBooks Online, you can snap photos of receipts and have them converted to expense forms. Learn how in this tutorial.
7. Freshen up your sales forms
It’s easy to make basic modifications to your sales forms in QuickBooks Online. Give yourself more flexibility and present a better look for your customers. Click the gear icon in the upper right and select Your Company | Account and settings. Click the Sales tab to see your options there. You can even add custom fields by clicking the link on that page or by going to Lists | Custom fields. For a more in-depth tutorial on how to customize your sales forms in QuickBooks Online, check out this tutorial.
You can add custom fields to your sales forms in QuickBooks Online.
Hoping for a Prosperous New Year
We hope that 2024 is a productive and profitable year for you. Whether you’ve been using QuickBooks Online for years or you’re just taking the plunge, there is always more to learn. We’re available to help you expand your knowledge of the site and improve your accounting processes through one-on-one training sessions.