young man looking at smartphone to find a guide to QuickBooks Online

QuickBooks Online: An Ultimate Guide

If you’ve been looking into accounting software, you’ve no doubt heard of QuickBooks and QuickBooks Online. If not, welcome to Intuit QuickBooks!

Developed by Intuit for small and mid-sized businesses, QuickBooks is accounting software that offers on-premises and cloud accounting functions (through QBO Online) so companies can manage and pay bills, receive business payments, and manage payroll functions.

There are two primary software QuickBooks, including QuickBooks Desktop and QuickBooks Online (QBO). Intuit also has other accounting software within the QuickBooks product line, including:

  • QuickBooks Self-Employed
  • QuickBooks Online Advanced
  • QuickBooks Commerce
  • QuickBooks Desktop Pro
  • QuickBooks Enterprise
  • QuickBooks Payroll
  • QuickBooks Payments
  • QuickBooks Point Of Sale

You can find a full list of Intuit’s QuickBooks products here.

We’ve talked before about how QuickBooks Apps can help your business. In this ultimate guide to QuickBooks Online, we’re going to explain what QBO is, describe its features for business accounting, list use cases for this product, and much more.

Table Of Contents

Who is Intuit?

A screenshot of the website for Intuit, the company that makes and sells QuickBooks.

Intuit is a financial software company, based in Mountain View, California, that develops and sells financial, accounting, and tax preparation software to small businesses, individuals, and accountants. They’ve invested significantly in their service and support and their customer account team is top-notch.

As of 2021, Intuit’s current products include the following:

  • TurboTax: tax preparation software for personal and business tax returns
  • QuickBooks: business finance management software
  • QuickBooks Online: web-based accounting software for business owners and accountants
  • Mint.com: web-based personal finance software
  • ProConnect: tax preparation software for professionals, including ProConnect Tax Online, Lacerte, ProSeries, and EasyAcct
  • Credit Karma: provides access to credit reports, credit scores, and credit monitoring services
  • QuickBooks Commerce: business management software for e-commerce companies, consolidating sales channels, product inventory, and track financial performance.

Please note that the information presented in this article is for informational purposes only. We fully support Intuit’s notice on its product websites, “All Rights Reserved. Intuit, QuickBooks, QB, TurboTax, ProConnect, and Mint are registered trademarks of Intuit, Inc. Terms and conditions, features, support, pricing, and service options subject to change without notice.”

What is QuickBooks Online?

QuickBooks Online is Intuit’s cloud accounting software product that lets you use a Web browser to access software functions for a monthly subscription fee. Intuit has invested significantly into QuickBooks product support so you always receive great, helpful customer service.

According to the QuickBooks pricing page, there are a few QBO Plans:

  • Simple Start
  • Essentials
  • Plus
  • Advanced

On all three QBO plans, the QuickBooks accounting software can be accessed using any supported web browser, although you’ll get increased performance when you download and use the desktop app for either Mac or Windows.

QuickBooks Simple Start

The first tier of QBO is Simple Start, which is designed for small businesses with only one user, including freelancers, gig workers, solo entrepreneurs).

Designed for small business owners and solopreneurs, Simple Start lets you do the following:

  • Connect business bank accounts and avoid unpleasant surprises by easily tracking income and expenses.
  • Use your smartphone camera to take pictures of receipts and match them to the correct expense category
  • Organize business expenses into the appropriate tax categories so you can maximize tax deductions and tax credits.
  • Invoice and accept payments with direct deposit transactions and credit card and bank account transfers.
  • With secure syncing, protect sensitive data and financial information with bank-level encryption standards
  • Track miles for business trips using the GPS feature on your smartphone.
  • Run and export profit and loss reports using an intuitive dashboard
  • Send customized estimates and convert them into invoices once accepted.
  • Automatically calculate sales tax so you can accept payments made with credit cards or other supported methods anywhere.
  • Manage 1099 contractors in QuickBooks so you can prepare, file, and stay compliant with contractor payments.

You can learn more about QBO Simple Start here.

QuickBooks Essentials

The second tier of QBO plans is aimed at service businesses who work on a billable hour model and invoice for their time spent working for clients.

Because Essentials is designed for service companies, its features are more advanced than those offered in Simple Start. These advanced features let you, as a contractor or service professional, do the following:

  • Automatically send invoices on a recurring schedule for monthly retainers or similar recurring invoice arrangements.
  • Analyze business health with detailed reporting features like detailed profit and loss reports, sales by customer, and accounts receivable and accounts payable insights.
  • Go beyond manual spreadsheets by syncing business financial accounts to QuickBooks for an integrated, comprehensive view.
  • Track bill status and pay multiple vendors simultaneously.
  • Take pictures to take photos of receipts that QuickBooks automatically categorizes and matches to expense categories.
  • Protect sensitive data from being by unauthorized staff without notice by accessing data within a secure cloud environment.
  • Categorize expenses for better tax records so you can claim applicable tax deductions and tax credits for your business.
  • Invoice and accept payments from customers and vendors with customizable invoices and bank transfers from within the invoice.
  • Track business trip miles using your smartphone’s GPS, so you never miscalculate your miles.
  • Send estimates and convert them into invoices in a custom and professional way that builds payer confidence.
  • Accept credit card payments and other supported payment methods anywhere and QuickBooks automatically calculates the correct sales tax.
  • Manage 1099s for contractors within QuickBooks so you can prepare and file contractor documents accurately and punctually during tax time.
  • Track time spent on each client for yourself and your employees using QuickBooks Time or other supported third-party integrations.
  • Share access and reports with 3 users with secure, user-level permissions and bank-grade encryption so your data is always secure.

You can learn more about the QBO Essentials plan here.

QuickBooks Online Plus

The third tier of QuickBooks plans is aimed at businesses who work on a billable hour model and invoice for their time spent working for clients.

Because QuickBooks Plus is designed for fast-growing service companies, its features are more advanced than those offered in Simple Start or Essentials. These advanced features let you, as a contractor or service professional, do the following:

  • Automatically send invoices on a recurring schedule for monthly retainers or similar recurring invoice arrangements.
  • Analyze business health with detailed cash flow and reporting features like detailed profit and loss reports, sales by customer, and accounts receivable and accounts payable insights.
  • Go beyond manual spreadsheets by syncing business financial accounts to QuickBooks for an integrated, comprehensive view.
  • Track bill status and pay multiple vendors simultaneously.
  • Take pictures to take photos of receipts that QuickBooks automatically categorizes and matches to expense categories.
  • Categorize expenses for better tax records so you can claim applicable tax deductions and tax credits for your business.
  • Invoice and accept payments from customers and vendors with customizable invoices and bank transfers from within the invoice.
  • Track business trip miles using your smartphone’s GPS, so you never miscalculate your miles.
  • Send estimates and convert them into invoices in a custom and professional way that builds payer confidence.
  • Accept credit card payments and other supported payment methods anywhere and QuickBooks automatically calculates the correct sales tax.
  • Manage 1099s for contractors within QuickBooks so you can prepare and file contractor documents accurately and punctually during tax time.
  • Track time spent on client work for yourself and your employees using QuickBooks Time or other supported third-party integrations.
  • Share access and reports with 3 users with secure, user-level permissions and bank-grade encryption so your data is always secure.

You can learn more about the QuickBooks Plus plan here.

QuickBooks Online Advanced

For companies that need a custom accounting solution, QuickBooks Advanced offers capabilities for deeper insights, batch transactions, and much more!

Because QuickBooks Online Advanced is designed for rapid-growth companies, there a number of additional features included that are not available in the lower plans.

  • Track income, expenses with transaction imports, custom tags, and an unlimited number of tag groups, which are great for easily tracking cash flow.
  • Use your smartphone to take a photo of receipts and the QuickBooks accounting software will match it to existing expense categories.
  • Google Sheets integration lets you export QuickBooks reports to Sheets and analyze your accounting data in collaboration with others.
  • An overview of all of your projects and their profitability, including costs for labor, expenses, payroll, and reports on the profit provided by each project.
  • Monitor trends & compare them within QuickBooks using an easy-to-understand dashboard.
  • Custom integration capabilities that allow fast-growing companies to connect their QuickBooks data to Premium Apps like Bill.com, Hubspot, Salesforce, DocuSign, and many more.
  • On-demand QuickBooks online training for companies with large accounting teams, allowing you to reduce time spent onboarding users in your company and reducing training costs.
  • Custom user roles so you can control what QuickBooks data each user sees, ensuring each person only sees what’s relevant to their role and job duties.

Learn more about QuickBooks Online Advanced

QuickBooks Online vs QuickBooks Desktop

For QuickBooks Desktop users, the advantages of moving to QuickBooks Online mainly revolve around the following items:

  • Ongoing technical support
  • Accounting data is securely stored in the cloud, enabling access from a desktop computer or mobile devices
  • Accounting data backups and easy data restores
  • Real-time data reports including profit, loss, expenses, and balance of project invoices
  • Bank transactions are synced, with no additional fees

Learn more about moving from QuickBooks Desktop to QuickBooks Online

How does QuickBooks Online benefit business owners?

For business owners, QuickBooks Online offers web-based, remote access to accounting data from desktop or mobile devices. Part of good accounting is regularly reviewing data financial reports and, by allowing for on-the-go access, QBO lets you easily view data within an intuitive dashboard.

Securely Sharing Data Access

Working with an accountant requires sharing data so you can stay in close collaboration on opportunities. QuickBooks allows you to add additional users with custom views of data or permission within a secure cloud environment.

When you’ve set up shared access to your QuickBooks data, users can log into their account and view the data that’s been shared with them. This means you can share sensitive data with user access permissions and seamless collaboration, give employees access without worrying about data being seen by the wrong eyes.

You can read more data-level permissions in QuickBooks Online here.

Data Backups Ensure Nothing’s Lost

One of the advantages of using QuickBooks Online is that your data is automatically backed up with the same standards of security used in financial institutions. In the QuickBooks Help section, there is the following explanation:

  • Data changes are saved to two hard drives owned by Intuit
  • Accounting data is regularly copied to a third-party hard drive to provide redundancy in the event that the first two hard drives fail
  • Data stored in QBO is automatically backed up every night

You can the full answer here in QuickBooks Help.

If you’d like to export your accounting data, QuickBooks Online allows you to easily download reports and lists so you can save your accounting data to your local hard drive. You can learn more about the QuickBooks data export feature here.

Send Invoices & Clients

Managing invoices is a common headache for business owners, especially recurring invoices. However, you can easily create and send invoices in QuickBooks and view the status of each invoice from the Sales menu tab.

In QuickBooks Online, invoice statuses are:

  • Open
  • Open (Sent)
  • Open (Viewed)
  • Paid
  • Overdue
  • Overdue (Viewed)

Synced Bank Transactions

Another great feature of QuickBooks is that you can connect your bank account and sync bank transactions with your QuickBooks account. As transactions occur, QuickBooks will allow you to view and categorize transactions as you see best.

Click here to learn more about bank feeds and account reconciliation within QuickBooks.

Categorize business transactions

When you connect your business bank accounts, you can sort business transactions into categories that make it easy to sort expenses into the appropriate tax categories. From direct deposit to contractor payments, you’ll be able to see it all within QuickBooks’ easy-to-use interface.

QuickBooks lets you categorize and sort business transactions
QuickBooks lets you easily sort and categorize transactions. Source: QuickBooks

If you’ve read any other articles from us, you know that proactive tax organization is a critical step for staying organized during tax season and also ensuring you can maximize available tax deductions and tax credits.

Easier Financial Reporting

You can do basic financial reporting on your dashboard and run reports within QuickBooks, whether you’re trying to track income and expenses better or avoid surprises by easily managing 1099 contractors and freelancer payments.

In fact, there are a number of financial statements and reports that can be generated within QuickBooks.

  • Balance sheet
  • Profit & Loss Statement
  • Cash flow statement
  • General ledger report
  • Accounts receivable reports (customers, jobs, and sales reports)
  • Payroll reports
  • Budgeting and forecasting reports

How does QuickBooks Online benefit accountants?

In addition to business owners, QuickBooks Online also has numerous features that make it a great choice for accountants. Using QuickBooks Online Accountant, accountants can easily manage client data and financial reporting so they can spend more time advising and guiding their clients toward success.

One login to manage work and clients

With a centralized login for staying on top of client reporting and financials, accountants can manage their entire firm from within QuickBooks with accountant-only features.

Intuit provides an easy-to-read guide for accountants who are interested in using QuickBooks Online for their clients. You can read their introductory QuickBooks guide for accountants here.

Integrations with other Intuit products

Rather than having to switch between various dashboards to manage client tax work, client financial statements, and client payroll, accountants can view QBO data, Payroll, and ProConnect Tax Online in one place.

QuickBooks Online Accountant (QBOA) offers a wide range of integrations to support accounting professionals as they serve their clients.

You can learn more about QBOA integrations here.

Empowering better client support

Nicknamed “The Accountant Toolbox”, QBOA offers accounting firm leaders a range of tools that expedite client deliverables while preserving accuracy and customized control. Highlighted features include:

  • Ability to reclassify transactions
  • Filter transactions by “voided”, “deleted” and custom filters
  • One-click access to Chart of Accounts for clients
  • Custom report builder with the ability to create custom groups and distributions

Learn more about the Accountant Toolbox here.

Comparing QuickBooks vs. Other Accounting Software

As you search for accounting software, you’ve doubtless come across other software products that offer similar features. But, it can be difficult to know exactly how each accounting software differs from the others you’ve seen.

Watch more QuickBooks customer stories here

Sage vs QuickBooks Accounting Software

When it comes to accounting software, there are few names as popular as Sage and QuickBooks. These financial software companies have provided strong competition for one other throughout their history.

According to Intuit’s QuickBooks vs Sage accounting software comparison page, here are the similarities and differences between QuickBooks and Sage accounting software:

  • Invoice Customization: QBO offers truly custom invoices while Sage One doesn’t let you do much beyond add your logo.
  • Sales Tax Calculation: QuickBooks’ Sales Tax Centre tracks tax rates and balances but Sage doesn’t offer any visibility on the amount of sales tax owed.
  • Robust App Ecosystem: QuickBooks integrates with over 600 apps within an extensive app ecosystem while Sage, on the other hand, has a relatively small number of app integrations.
  • Customizable Reporting: QBO provides robust financial reporting features that are customizable based on business needs and goals, but Sage limited reporting options.
  • Native payroll integration: Though Sage offers no payroll integrations, QuickBooks offers native integration with leading payroll software options like Gusto, not to mention Intuit’s own QuickBooks Online Payroll and HR capabilities.
  • Budget Creation & Budget Performance: QuickBooks, not Sage, allows you to create a business budget, then track income, expenses, and financial performance against that budget in real-time.

According to Sage’s page comparing Sage vs. QuickBooks, here are the similarities and differences between Sage and QuickBooks:

  • Both Sage and QuickBooks have essential features of cloud accounting software.
  • Sage and QuickBooks both offer US-based support.
  • QuickBooks and Sage have audit trail features.
  • Sage’s accounting software allows for unlimited users, while QuickBooks does not.
  • Sage lets users have unlimited transactions & a chart of accounts, but QuickBooks does not.

QuickBooks vs. Xero Accounting Software

Another famous showdown in the world of accounting software is QuickBooks vs. Xero. Again, here are the differences and similarities, as presented by Intuit and Xero, respectively.

According to Intuit’s QuickBooks vs Xero comparison, here are the similarities and differences between QuickBooks and Xero:

  • QuickBooks and Xero both offer expense tracking features.
  • Both QuickBooks and Xero let you manage contracts.
  • QuickBooks and Xero both let you generate invoices.
  • BothQuickBooks and Xero offer inventory management features.
  • QuickBooks and Xero both provide bank reconciliation features.
  • Both QuickBooks and Xero allow for multiple currencies.
  • QuickBooks and Xero both let you generate quotes.
  • Both QuickBooks and Xero offer budgeting features.
  • QuickBooks and Xero both offer financial reporting.

Despite their similarities, here are the differences between QuickBooks and Xero:

  • QuickBooks offers multiple templates for custom invoices, while Xero does not.
  • QuickBooks offers in-built packing slips, but Xero does not have this feature.
  • QuickBooks Capital offers native lending support for businesses. Xero has no such feature.
  • QuickBooks offers a point-of-sale solution (QuickBooks A comprehensive point-of-sale solution
  • QuickBooks provides tax support while Xero does not offer tax support.

According to Xero’s page comparing Xero vs. QuickBooks, customers move from QuickBooks to Xero because they find the QuickBooks interface to be “too clunky”, which makes it hard to get “from point A to point B”. On the other hand, many customers find Xero’s interface to be more eye-catching.

QuickBooks vs. Freshbooks Accounting Software

As you compare QuickBooks vs. Freshbooks, it’s worth checking out the comparison pages of each to determine whether it fits your needs.

Intuit’s QuickBooks vs. Freshbooks comparison page lists the following details:

  • Both QuickBooks and Freshbooks let you track income, expenses, and auto-sort transactions.
  • QuickBooks and Freshbooks both let you capture receipts with a smartphone and organize them.
  • The two accounting software products include features to help you maximize tax deductions.
  • You can create invoices and accept payments from both QuickBooks and Freshbooks.
  • Both QuickBooks and Freshbooks let you track project profitability.
  • Either accounting software products lets you automatically track business mileage using GPS.
  • QuickBooks and Freshbooks both let you track time and track billable hours worked for easier invoices.
  • You can use either QuickBooks or Freshbooks to create and send estimates and quotes.
  • QuickBooks and Freshbooks offer a bird’s eye view of financial reporting and key metrics, but QB offers more robust reporting features.

As far as differences, QuickBooks has the following advantages over Freshbooks:

  • QuickBooks lets you forecast and manage cash flow, but Freshbooks does not.
  • QuickBooks pricing includes 5 users by default, while Freshbooks charges $10 per additional user.
  • Only QuickBooks lets you automatically track sales and calculate sales tax.
  • QuickBooks, not Freshbooks, lets you manage 1099 contractors.
  • QuickBooks lets you manage and pay bills online, while Freshbooks does not.
  • Only QuickBooks includes inventory tracking features.

Freshbooks vs. QuickBooks

According to Freshbooks, here are the similarities and differences between QuickBooks and Freshbooks accounting software:

  • Freshbooks has a G2 rating of 9.3 while QuickBooks only has a G2 rating of 7.5.
  • Freshbooks offers product support for all plans, not just higher-tier plans like QuickBooks
  • QuickBooks only offers time-tracking features on higher-tier plans, but Freshbooks includes time-tracking features on every plan.
  • Freshbooks allows for expense categorization on every plan, but QuickBooks only includes it on higher plans.
  • Only Freshbooks includes user roles and permissions (with an additional $10/team member) for all plans.
  • Simultaneous users are available on every Freshbooks plan, not just higher plans like QBO.
  • Every Freshbooks plan includes project collaboration features so you can invite others to work with you.
  • International payments are available on every Freshbooks plan, instead of just higher-tier plans like QBO.

What kind of companies can use QuickBooks?

As part of Intuit’s mission to “power prosperity” around the world, it offers QuickBooks applications for a wide range of business types and industries. In this section, we’re going to briefly discuss QBO features that allow various industries to improve their accounting processes.

QuickBooks For Restaurants

As any restaurant owner knows, it takes a lot of work to keep ingredients stocked, grills going, and the right balance of employees scheduled so orders can be properly prepared and your business can grow. With QBO, restaurant owners have numerous features to support them as they juggle all of the responsibilities of running a growing business.

Inventory tracking

Placing supply and food orders is tricky since you don’t want to overstock items with a limited shelf-life like eggs and chicken. With easy-to-understand reports on past sales, inventory, and revenue, QBO makes it easier for you to place vendor orders in the ideal quantities and amounts.

Control costs

QuickBooks automatically matches and categorizes expenses so overhead costs, labor and payroll expenses, and food costs are tracked and presented in an intuitive dashboard. With Smart Reporting powered by Fathom, your QBO dashboard can show you everything you need to stay on top of your restaurant’s finances.

Sync & organize bank transactions

QuickBooks automatically matches and categorizes expenses so overhead costs, labor and payroll expenses, and food costs are tracked and presented in an intuitive dashboard. With Smart Reporting powered by Fathom, your QBO dashboard can show you everything you need to stay on top of your restaurant’s finances. Also, QuickBooks lets you set up the direct deposit feature with many banks so you never miss a payment.

Stay ahead of labor costs

QuickBooks automatically matches and categorizes expenses so overhead costs, labor and payroll expenses, and food costs are tracked and presented in an intuitive dashboard. With Smart Reporting powered by Fathom, your QBO dashboard can show you everything you need to stay on top of your restaurant’s finances.

To learn more about QuickBooks for restaurants, click here.

QuickBooks For Construction Companies

In an on-the-go industry like construction, having access to accounting data from any device is critical. With QuickBooks, contractors can easily send estimates and invoices from their desktop computer, their tablet, or their smartphone. Additionally, QBO offers job costing features that allow construction project managers to get a bird’s eye view of each project and its profit margin.

With QuickBooks Projects, project managers and general contractors can quickly review a project’s expenses and profitability, all from their smartphone or desktop. In addition to letting you track income, expenses, and overall project performance, QuickBooks integrates closely with many other apps that increase its usefulness and value for construction contractors:

  • TSheets by QuickBooks: Lets you record hours spent on a project, tag jobs for improved job costing, and set up geofencing and permissions for managers and crew members.
  • RecieptBank: Allows on-the-go contractors to use their smartphone camera to take a picture of an expense receipt and tag it with a designated project tag.
  • Corecon: As you track leads and awarded projects, use QuickBooks’ close integration with Corecon to make sure no information is lost.

To learn more about QuickBooks for construction, click here.

QuickBooks For Retail

Running a successful retail operation means successfully tracking sales and inventory so nothing’s overlooked and missed. Using QuickBooks for retail scenarios makes sense because of its seamless transaction and reporting features, its robust integrations with platforms like Shopify, Square, and PayPal, and easy-to-manage inventory management features. From managing expenses and balance sheets to reviewing and taking action on financial reports, QuickBooks makes it easier to grow.

Learn more about QuickBooks for retail stores here

QuickBooks For Churches

Impacting your community takes finances and funding so you can truly make difference. But managing money shouldn’t be a burden on ministers or their church staff. Thankfully, QuickBooks offers numerous features that allow churches to focus more on their mission while never neglecting their finances and church accounting needs.

Learn more about QuickBooks for churches here.

QuickBooks For Nonprofits

For nonprofits, managing the finances for programs and funds can be challenging without the proper tools in place. With QuickBooks, nonprofit organizations can easily manage program and fund accounting, from categorizing expenditures by fund or program to obtaining clear financial reporting overviews.

Aside from QuickBooks’ accounting capabilities, nonprofits can also integrate QBO with numerous other tools they may already be using for donor management and nonprofit operations. For example, NeonCRM, DonorPath, and Kindful offer integrations with the QuickBooks App ecosystem.

Learn more about QuickBooks for nonprofits here.

QuickBooks For Law Firms

From billing clients to managing costs, law firms have their hands full. With QuickBooks, lawyers and legal teams can automate low-value data entry tasks so they can focus on exceeding the expectations of their clients. When it’s time to accept payments via credit cards, organize receipts, or generate custom invoices, QBO has law offices covered.

With robust product support and live bookkeeping assistance, QuickBooks provides law firms with the opportunity to improve their accounting efficiency and gain financial insights. The sharing features within QBO allow lawyers to share their books for seamless collaboration with an accountant or colleague.

Learn more about QuickBooks for law firms here.

QuickBooks For Professional Services

From managing financial information to staying on top of accounting functions, QuickBooks Enterprise lets professional service companies simplify their accounting to-do list without sacrificing financial visibility or neglecting critical accounting tasks.

Joseph Cole, who handles business development and marketing at Foliage Services appreciates the insight into profitability and financial performance that QuickBooks provides to their company.

Learn more about QuickBooks for service companies here.

QuickBooks For Manufacturing

For scaling manufacturers, QuickBooks offers a seamless solution for handling company finances and, on certain QuickBooks plans, inventory management. QuickBooks acts as a “source of truth” for vendor information and if you have a list of vendors, import from Excel. You can also create purchase orders and even integrate top vendors into your inventory reports.

QuickBooks Enterprise also incorporates features that support wholesale distribution, like landed cost calculations, automated inventory management, and integrations with Shopify, Amazon, and WooCommerce.

Learn more about using QuickBooks in your manufacturing company here.

What integrations are possible with QuickBooks?

Part of the power of QuickBooks for your business is the enormous amount of integrations supported by QuickBooks. While we’ve mentioned some top apps for QuickBooks before, here are additional apps that you can sync with this accounting software powerhouse.

Shopify

When you visit the QuickBooks App Store, you’ll see a variety of Shopify integrations offered by different companies, including the top ones like Synder, OneSaaS, and Webgility. These three companies provide integrations that let you connect your Shopify data with your QuickBooks data and do the following:

  • Provide accurate availability statuses to customers by connecting sales channels to QuickBooks
  • Save time performing manual data entry and reducing the chance for human error
  • Update stock levels and inventory amounts in both QuickBooks and Shopify

See Shopify integrations here

DocuSign

Because of the numerous benefits of going paperless, many businesses have turned to electronic signature solutions like DocuSign. When you connect your QuickBooks account with this DocuSign integration for QuickBooks, you’ll be able to do the following:

  • Automatically acknowledge quote acceptance from clients
  • Send estimates to clients securely and get notified of document status
  • Tag payments and add agreement actions for improved workflow efficiency

See DocuSign here

Square

Using the QuickBooks integration with Square, you can sync single-transaction views and transaction summary views of your Square data. If you accept credit cards at pop-ups, in your store, or at a kiosk, you can connect those transactions to your QB data. If you use Square Payroll to pay employees and manage 1099 contractors, you can sync this data with QuickBooks as well.

See Square integrations

G1VE

G1VE lets businesses easily make and record charitable contributions to nonprofits. When you connect QuickBooks to G1VE, you can search specifically for your country, region, city, or state, and make a donation to your preferred nonprofit organization. During tax season, G1VE generates a simple, secure report of all of your charitable contributions and the recipient organizations.

See G1ve integration here

Salesforce

In addition to payment data, QuickBooks integrations allow you to tie your CRM data and customer information to your accounting data with key apps like Salesforce. When you connect Salesforce and QBO Advanced, you’ll gain a comprehensive view of your customer, from prospect to loyalty.

See Salesforce integrations

Avalara AvaTax

If you’ve never heard of Avalara AvaTax, here’s a quick summary of this powerful software tool: AvaTax helps companies stay compliant with sales and use tax laws. Integrating Avalara with QuickBooks lets you manage sales tax compliance from right within QuickBooks.

See Avalara tax integration

PayPal

The PayPal integration with QuickBooks allows you to import PayPal transactions into QuickBooks, with the option to review them before they’re imported. One really great feature of this PayPal integration with QuickBooks is that any fees included in the PayPal transaction are automatically classified as expenses within QuickBooks.

See PayPal integrations

Insightly

Insightly is a CRM and project management software that lets you manage sales pipelines and manage customer relationships. When you connect Insightly with QuickBooks, you’re able to view financial information alongside contact information so you have a truly comprehensive view of your customers.

See Insightly integration

Stripe

Because Stripe bills itself as the “payments infrastructure for the internet”, it’s hardly surprising that there are numerous Stripe integrations with QuickBooks. When you choose any of these integrations, you’re able to bring in Stripe transactions straight into QuickBooks.

See QuickBooks Stripe integrations

Expensify

Large preview image of a feature of this application.
Connecting QuickBooks with Expensify makes expense tracking more efficient. Image Source: Expensify

Manually entering receipt data is no fun and, fortunately for us, Expensify eliminates the need for this time-stealing task. With Expensify, you can use your smartphone camera to capture receipts and categorize them with tags and easily reconcile them. You can also route expenses through custom expense approval workflows so expense reports are accurate.

See Expensify integration here

Squarespace

Syncing Squarespace with QuickBooks lets you update orders, products, and stock levels in both when changes occur in either Squarespace or QuickBooks. Within the QuickBooks App store, you’ll find dozens of integration options and you can choose from top-reviewed choices like OneSaas.

See Squarespace integrations

Float

One of the most common accounting mistakes that companies make is not planning ahead in terms of cash flow and financial performance. This is where Float can help you: it provides a real-time summary of your cash position and lets you analyze trends and forecasts so you’re always prepared and can secure funding for planned business activities.

See Float integration

Etsy

When you sync Etsy with QuickBooks, you can bring in Etsy deposits and view income and expenses for your Etsy shop within QuickBooks. Many of the QuickBooks integrations with Etsy also sync with Amazon, eBay, and PayPal.

See Etsy integrations

Dext (formerly Receipt Bank)

Dext, formerly Receipt Bank, lets you eliminate data entry by letting you input receipt data by taking a picture of the receipt and securely storing them in the cloud. Proper expense receipt management lets you avoid tax season hassle and improves reporting accuracy.

See RecieptBank integration

Amazon

Aside of letting you generate an invoice, accept payments, and track inventory, QuickBooks also offers Amazon integrations. When you connect Amazon to QuickBooks, your Amazon seller information like shipping, storage, advertising, returns, inventory reimbursements, and all the other FBA fees are conveniently unified with QuickBooks.

See Amazon integrations

Katana

If you sell products through e-commerce platforms like Shopify and WooCommerce, marketplaces like Amazon, or through reseller networks, Katana lets you consolidate sales and order data for improved inventory management. Then, once you’ve connected Katana and QuickBooks, you’ll be able to view this data within QuickBooks.

See Katana integration here

eBay

As an ecommerce seller knows, reconciling payouts from Amazon, eBay, and similar platforms can be energy-draining and time-consuming. When you connect eBay and QuickBooks through an integration, you can sort and aggregate sales revenue, fees, and other data within QuickBooks, saving you time but still providing reconciled financials each month.

See eBay integrations

Stitch Labs

For retail companies who have inventory and stock, Stitch Labs lets you manage inventory and operations within a single platform so you have visibility, control, and the insight you need to scale your business. QuickBooks integrates with Stitch Labs so you can manage data and stock data across all of your sales channels and view it alongside QuickBooks data.

See Stitch Labs here

Google Calendar

If your company uses Google Calendar to book meetings and manage calendar events, you can use the QuickBooks Google Calendar integration to add Google Calendar event details and descriptions into your QuickBooks invoices.

See Google Calendar

Zenefits

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Zenefits describes itself as “the People Platform”, letting you onboard employees, manage employee benefits, and make sure your staff and contractors get paid accurately and promptly. Through its partnership with Embroker, Zenefits also provides worker’s compensation (“workers comp”) insurance for business as well.

See Zenefits platform integration

Point-Of-Sale Systems (POS)

Syncing point-of-sale payments with QuickBooks is easy, thanks to QuickBooks integrations with numerous POS systems and POS software providers. These integrations let you manage customers and supplier information, upload credit notes, sales, purchases, COGS, adjustments, and much more.

See more POS integrations

Justworks

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Justworks is a Professional Employer Organization (PEO) that bundles benefits, compliance, HR tools, and payroll solutions into a comprehensive HR solution for businesses. With the Justworks QuickBooks integration, you can sync your payroll and expenses with QuickBooks information. For example, you can send invoice payment details to QBO without needing to manually code journal entries.

See Justworks integration

BigCommerce

Whether you’re a new or veteran e-commerce company, you’ve no doubt heard of BigCommerce. BigCommerce is an easy-to-use e-commerce platform that provides sellers with everything they need to start and grow an online shop. When you combine BigCommerce with QuickBooks, you can sync orders, products, customer data, refunds, and manage discounts and taxes without needing to reconcile data between these two powerhouses.

See BigCommerce integrations

Deputy

Deputy is an employee management software solution that lets you easily manage schedules and timesheets and sync that information with QuickBooks Online. Deputy’s QuickBooks integration lets you send employee timesheets to QuickBooks Payroll, including timesheet information, overtime, penalty rates, and salary information.

See Deputy.com integration

Method CRM

Method CRM describes itself as “the most customizable CRM for QuickBooks” and it certainly seems to be the case. When you sync Method with QuickBooks, you can see and edit CRM data alongside your QuickBooks data, including contacts, sales transactions, payments, vendor transactions, list items, and more from within Method’s modern interface.

See Method CRM integration

Classes & Courses To Learn How To Use QuickBooks

Whether you’re new to QuickBooks or have been a power user for a while, we’ve rounded up the best places to learn more about QuickBooks so you get maximum value out of this great accounting software.

Priority Circle Membership

Priority Circle Membership is an exclusive membership for QuickBooks customers that provides training and dedicated QuickBooks support. Once you’ve signed up, you’ll have access to a dedicated account team that will help you set up your QuickBooks workflows, point you to educational resources, and avoid common QuickBooks mistakes.

Learn more about Priority Circle Membership here

QuickBooksTraining.com

With over one million QuickBooks students, this QuickBooks training website is one of the top places to receive affordable QuickBooks help without having to search for a company that offers QuickBooks training services. Whether you have QuickBooks Desktop or QBO, you’re sure to find a course here that fits your needs and budget.

Visit QuickBooksTraining.com

QuickBooks Training Courses List

If you’re looking for a fantastic list of QuickBooks training courses, you can find it here, thanks to Fit Small Business. They’ve done a great job of showing you the pros and cons of each QuickBooks training course so you can choose the best course for your needs.

See list of QuickBooks training here

Free QuickBooks Training Options

Larry Kim, when writing for Inc.com, provided a list of free QuickBooks training websites and courses for small business owners and individuals on a budget. From QuickBooks articles to the QuickBooks Learning Center, Larry offers great ideas for getting a premium QuickBooks course with a little online digging.

QuickBooks Courses on Udemy

When you’re trying to learn how to code, cook, or use QuickBooks, you can count on Udemy to have the courses for it. With thousands and thousands of courses on its platform, Udemy boasts over 480 million course enrollments to date. So when you’re looking for a QuickBooks course, you can trust Udemy to deliver plenty of options.

View QuickBooks courses on Udemy

QuickBooks Courses On Skillshare

If you’re looking on Skillshare for QuickBooks help, you’re sure to find it. With over three million users, Skillshare is a contender to other course platforms like Udemy. Skillshare offers accounting software tutorials for QuickBooks and a host of other options like Wave and Sage.

View QuickBooks courses on Skillshare here.

QuickBooks Courses On Lynda (LinkedIn Learning)

If you’re a LinkedIn power user, you may have started to use LinkedIn Learning, formerly known as Lynda. This learning platform isn’t as well-known as Udemy, but still offers a decent number of courses on a wide range of topics, including QuickBooks and other accounting software products.

View QuickBooks training courses on Lynda (LinkedIn Learning)

Popular Questions About QuickBooks Accounting Software

As with any software product, QuickBooks has its share of questions and comments from users who are either moving from other accounting software or are just stepping into the world of accounting. In this section, we answer some top QuickBooks questions.

Where can I find help with QuickBooks?

You can find certified QuickBooks professionals on Intuit’s ProAdvisor website here. You can also use QuickBooks Live for basic bookkeeping help.

Can I use QuickBooks as a home accounting software?

Most households look to software other than QuickBooks to manage their personal finances. While QuickBooks has incredible accounting capabilities, it’s best suited for small businesses, freelancers, and growing companies.

For personal finance management, Intuit’s Mint software is a better option.

Does QuickBooks have a payroll option?

When you using QuickBooks Online, payroll is available through QuickBooks Payroll or using any one of QuickBooks integrations with leading payroll software options.

Which accounting software is better than QuickBooks?

Xero is considered to be the best overall QuickBooks alternative, but many people also choose Wave or Sage, depending on their needs.

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