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6 QuickBooks Online Hacks You Need to Know

QBO experts share their secrets for more efficiency, productivity

Discovering a new tip within Quickbooks Online is almost as exciting as seeing the money you saved by using it. To find tricks that make your work easier and more streamlined, it’s best to seek out the experts. But don’t worry. We’ve done the asking for you. There are six QBO hacks you need to know and can start implementing ASAP:

  • Use attachments
  • Create cash receipts
  • Automate emails
  • Use keyboard shortcuts
  • Use bank rules
  • Track time inside QBO

1. Save Time With Attachments

Attachments might be the hack you’ve been overlooking all along, says Carla Caldwell, of Caldwell Consulting and Training.

Carla says her clients send out W-9s to contractors, which can be attached file directly to the vendor record in QBO. “This makes both our lives easier in January when 1099s need to go out.”

Attach a document, such as a W-9, to a vendor's detail page

QuickBooks Tip #1 - Save time by attaching files directly to a vendor record.

Using attachments, you can also upload bank and credit card statements to the attachments folder, so end-of-month and end-of-year go even faster. Now you have the documents right there in the formal bank reconciliation, where your accountant can access them as well. Decide on a naming convention like BANK NAME/DD/MM/YY for easier identification later.

If you aren’t using attachments in QBO, you’re working too hard! - Carla Caldwell
Caldwell Consulting and Training
Carla Caldwell of Caldwell Consulting and Training

Bonus: When using the QBO mobile app to enter expenses, snap a picture of the receipt to attach it. In the mobile app, you can enter estimates, invoice, and even receive payments if you're signed up with QuickBooks Payments.

2. Create a Cash Receipt Journal From the Sales Center

Your cash receipts journal can help you quickly review the money you have received for a set period of time, advises Heather Satterley, owner of Satterley Training and Consulting, LLC.

“The fact that you can do this directly from the sales center without modifying the report is really convenient for users,” Heather says.

Here’s how to use it:

In Sales Transactions, you can create a journal of your cash receipts. Simply click the Filter drop-down list, select the Type “Money Received,” and change the date.

QuickBooks Trick #2 - Create a Cash Receipt Journal From the Sales Center.

3. Automate Emails for Invoices, Financial Statements, Sales

Everything is easier automated. International speaker for Intuit and owner of Long for Success, Michelle Long, recommends setting up a group of reports to be automatically emailed as scheduled. For example, you could have a sales report and collection report emailed weekly to stay on top of open invoices, or you could set up financial statements to be emailed on a monthly basis.

Additionally, you can set up recurring invoices to be automatically emailed on a schedule. Plus, if you're using QuickBooks Payments, customers can pay online and the payment and associated fees will be automatically recorded in QuickBooks. Essentially, you can automate the whole sales process.

4. Learn the Shortcuts

Using navigation hacks such as tabbed browsing for multiple “windows” open in Google Chrome, a bookmark bar, and keyboard shortcuts all save time. Need a cheat sheet? Check out some simple keyboard shortcuts you can use within QuickBooks.

QuickBooks Tip and Trick #4 - Learn the shortcuts.

5. Bank on Bank Rules

Long also recommends bank rules to save time. You can set up bank rules for common expenditures like utility payments, regular vendors/suppliers, and more. Plus, when you set up the bank rule to auto-add, you don't even need to review it.

After all, do you really need to review the payment for water, electricity, and other common expenses each month? — Michelle Long, CPA Long for Success Michelle Long, CPA Long for Success

6. Track Time Inside QBO

Time tracking got you down? Never fear.

You can easily review and approve employee time tracked in TSheets directly inside QBO.

In the past, you could export time from TSheets to QuickBooks. But now the seamless TSheets + QBO integration allows you to approve multiple timesheets at once or create an employee timesheet inside QBO. Plus, the integration works both ways, so every change you make automatically syncs with TSheets.

You can manage and approve employee timesheets, run payroll, and create invoices with ease — all from your QuickBooks account.

QuickBooks Tips and Tricks #6 - Track time inside QBO.

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