QUICKBOOKS ONLINE 2023 CLIENT TRAINING

Course 1
Get Started
COPYRIGHT

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QuickBooks Online 2023 Client Training Table of contents

Table of contents

ABOUT THE AUTHOR 2

TRAINING AT A GLANCE 3
QuickBooks Online test drive 4

TOPIC 1: PRODUCT OVERVIEW 5

Know the features of your QuickBooks Online subscription 6

TOPIC 2: IMPORT DATA 9

Identify steps to import data into QuickBooks Online 9

TOPIC 3: SET UP YOUR COMPANY 23

Recognize steps to set up and modify lists and users 23
Recognize steps to manage your company Account and settings 29

GUIDE CONCLUSION 39

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QuickBooks Online 2023 Client Training About the author

About the author

Esther Friedberg Karp, MBA

President, EFK CompuBooks Inc.
esther@[Link]

Esther Friedberg Karp is an internationally renowned trainer, writer, business consultant and speaker
who has been repeatedly listed as one of Insightful Accountant’s Top 100 QuickBooks ProAdvisors in
the world. She has also been named to their Top 10 list on two occasions: as Top International
ProAdvisor and Top Trainer/Writer ProAdvisor.

Based in Toronto, Canada, Esther has the unique distinction of holding ProAdvisor certifications in
the United States, Canada and the United Kingdom. She has authored materials and delivered
educational and certification courses for Intuit in all those countries, as well as Australia where she
conducted live QuickBooks Online training. She has spoken at Scaling New Heights, QuickBooks
Connect and other conferences, and has written countless articles for Intuit Global, the Firm of the
Future blog, and Insightful Accountant.

Esther’s clients include companies worldwide and accounting professionals who seek her out on
behalf of their own clients. She is sought out for her expertise in multi-currency and various countries’
editions of QuickBooks Desktop and Online, and for her talent in customizing QuickBooks usage for
different industries. She also teaches QuickBooks Core and Advanced certification classes to
accounting professionals in Canada.

Esther holds a BSc from the University of Toronto in Actuarial Science and Mathematics, and an MBA
in Marketing and Finance from York University’s Schulich School of Business.

Esther’s book, Multicurrency in QuickBooks Desktop, is available on her company’s website and on
Amazon.

She can be reached at esther@[Link] or 416-410-0750.

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QuickBooks Online 2023 Client Training Training at a glance

TRAINING AT A GLANCE

Use this as a guide to select specific workflows to be covered.

TOPICS STEP BY STEP WORKFLOWS

PRODUCT ● Benefits of using QuickBooks Online

OVERVIEW ● Know the features of your QuickBooks Online subscription.

● Export QuickBooks Desktop data to QuickBooks Online.

IMPORTING DATA
● Import lists into QuickBooks Online.

● Add users to QuickBooks Online.

● Products and Services list
● Print a transactions report for a selected account directly from the
Chart of accounts.
● Print the Chart of accounts .
● Connect a bank account to the bank feed.
● Company tab in global Company Settings
● Enter contact information, employer ID and tax form in global
Company Settings.
SETTING UP YOUR ● Specify terminology for customers in global Company Settings.
COMPANY ● Sales tab in global Company Settings
● Turn on inventory in global Company Settings.
● Expenses tab in global Company Settings
● Explore purchase orders in Account and settings.
● Advanced tab in Account and settings
● Close the books in Account and settings.
● Show account numbers in Account and settings.
● Enable auto-recall on forms in Account and settings.
● Enter/Edit many account numbers at once in the Chart of Account.
● Change settings for automatic signing out after a period of inactivity.

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QuickBooks Online 2023 Client Training Training at a glance

QuickBooks Online test drive

Most exercises contained inside this handbook can be completed using a QuickBooks Online “test
drive” file. The test drive uses a sample company file called Craig’s Design & Landscaping Services. It
can be accessed through the following link to a sample QuickBooks Online Plus company:

Craig's Design & Landscaping

You don’t have to create an account or sign in to access the test drive file; just complete the security
validation and click Continue.

This test drive is designed for you to explore and try out new things without worrying you will break
something or make a mistake. It is not designed to retain any changes you make. (Although you
should change the Sign me out if inactive for setting to 3 hours if you want to give yourself plenty of
time.) Once you close this QuickBooks Online test drive company it is completely refreshed, so
remember to allow sufficient time to complete each task.

Some exercises are designed to be completed in an actual QuickBooks Online company. These
courses use a QuickBooks Online Plus company.

NOTE: When you are working in an actual company file (not a test drive company), you may see a user
interface that differ slightly from what you see here. That is because the features of QuickBooks Online
are constantly being enhanced, so some features may not be rolled out to the entire user base and/or
the sample company at the same time.

Also, the steps in this course are following the Accountant View option. If you are in Business View,
click the gear icon in the top right then select Switch to Accountant View. Intuit is in the midst of
merging Business View and Accountant View at the time of this writing.

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QuickBooks Online 2023 Client Training Topic 1: Product overview

Topic 1: PRODUCT OVERVIEW

QuickBooks Online has many features and advantages that QuickBooks Desktop does not offer.
Once you make the change to QuickBooks Online, it is important to understand the features
available to you by being in the cloud and the feature availability based upon your subscription level.
Look at just some advantages that QuickBooks Online has:

● Access data easily across multiple platforms, PC or Mac, browser or tablet.

● Mobile access included with all QuickBooks Online subscriptions at no additional cost
● No need to transfer data files since everyone logs in to the same account to access the same
data.
● All the data is hosted, backed up and secured by Intuit’s servers.
● Automatically create invoices and send them to clients, including delayed customer charges for
unbilled time and costs.
● Post to multiple accounts receivable and accounts payable lines in a single journal entry.
● Track inventory using the first in, first out (FIFO) method in QuickBooks Online Plus or Advanced
(the only QuickBooks Desktop edition that offers FIFO inventory costing is QuickBooks Desktop
Enterprise with Advanced Inventory).
● Track logins, third-party activity and list changes in the Audit Log.
● Reports can be emailed to anyone at a scheduled frequency, even if they do not have access to
this QuickBooks Online company file.
● Further organize data with both class and location tracking; labels can be selected for locations
(such as property, store, territory, etc.).
● Many transactions can have tags attached to them for organizing data further and for related
reporting.
● Bank transactions are automatically downloaded nightly.
● Invite unlimited “reports only” and “time tracking only” users.
● Sync third-party apps to QuickBooks Online without opening the QuickBooks Online company,
since the apps sync to Intuit’s always-accessible server; no downloading and managing
third-party sync engines.
● QuickBooks Online developers are always releasing new functionality to QuickBooks Online (no
need to install new versions of QuickBooks Online as you always get the latest and the greatest
with new features users are requesting).

Know the features of your QuickBooks Online subscription

QuickBooks Online is a great solution for many different types of businesses. Every company must
assess their needs to find a financial accounting solution appropriate for their business. Use the
QuickBooks Online subscription matrix to determine the features of your QuickBooks Online
subscription: [Link] You can upgrade your QuickBooks Online
subscription at any time to accommodate changes in your business.

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QuickBooks Online 2023 Client Training Topic 1: Product overview

QuickBooks Online Simple Start

● Free guided setup ● Print checks and record expense
● Automatic data backup transactions.
● Data encryption ● Download bank and credit card transactions.
● One full-access user ● Import from QuickBooks Desktop.
● Invite up to two accountant users, no ● Import lists from Microsoft Excel®
additional charge. (customers, vendors, chart of accounts,
● Unlimited invoices and estimates products & services).
● Charge sales tax to customers. ● Add payroll to pay W-2 employees and file
payroll taxes.
● Snap photos of receipts so you’re ready for
tax time. ● Assign vendor payments to 1099 categories,
see payment history, prepare and file 1099s.
● Up to 250 accounts on the Chart of accounts
● Prepare and print 1099-Misc.
● Mileage tracking
● Integrate with available applications.
● Connect one online sales channel and
automatically sync with QuickBooks. ● 20+ built-in reports
● Cash flow
● Tagging

QuickBooks Online Essentials

With QuickBooks Online Essentials you have access to all the Simple Start features as well as:

● Access for three users with permission ● Unlimited time tracking-only users
controls ● Compare sales profitability with industry
● Manage and pay bills, including schedule trends.
payments for later. ● Delayed charges and credits
● Automatic invoice creation on recurring ● Multicurrency
schedule
● 40+ built-in reports
● Track billable hours by customer.
● Connect three online sales channels and
automatically sync with QuickBooks.

QuickBooks Online Plus

With QuickBooks Online Plus you have access to all the Essentials features as well as:

● Access for five users with permission controls ● Track inventory using the FIFO method .
● Unlimited reports-only users ● Budgets
● Track billable hours by customer. ● Two-sided items for profitability tracking
● Purchase orders ● Estimates

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QuickBooks Online 2023 Client Training Topic 1: Product overview

● Class and location tracking: up to 40 total ● 65+ built-in reports

classes and locations ● Connect unlimited online sales channels and
● Track project profitability. automatically sync with QuickBooks.

QuickBooks Online Advanced

With QuickBooks Online Advanced, you have access to all the Plus features as well as:

● Access for 25 users with advanced ● Enhanced custom fields

permission controls ● Prioritized technical support calls
● Batch invoices and expenses ● On-demand training
● Spreadsheet sync with Excel ● Invite up to three accountant users, no
● Unlimited class and location tracking additional charge.
● Data backup and restore ● Unlimited accounts on the chart of accounts
● Revenue recognition ● Workflow automation
● Employee expenses ● More available tags
● Add and manage fixed assets ● Exclusive premium apps
● 80+ built-in reports ● Get help from a dedicated Customer Success
Manager

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QuickBooks Online 2023 Client Training Topic 1: Product overview

Topic 2: IMPORT DATA

Identify steps to import data into QuickBooks Online

Once signed into your company you can click Help 🡪 Search for access to in-product self-help
resources such as overviews and videos, as well as a Contact Us button with various options for ways
to connect.

QuickBooks Online allows users to import data from QuickBooks Desktop within the first 60 days of
creating the QuickBooks Online account. When this data is imported, it replaces (i.e., overwrites) any
pre-existing data in the QuickBooks Online account.

Most QuickBooks Desktop data can be imported, but there are some limitations. Because
QuickBooks Online is being improved constantly, the import capabilities can change. Check the
latest details and limitations by visiting Compare QuickBooks Online to Desktop, Move your
QuickBooks Desktop file to QuickBooks Online, and Learn how features and data move from
QuickBooks Desktop to QuickBooks Online. At the time of this publication, these guidelines are
among those in effect:

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QuickBooks Online 2023 Client Training Topic 1: Product overview

● While the size of the QuickBooks Desktop company file does not matter when importing to
QuickBooks Online, the Desktop file must consist of no more than 750,000 targets (this is for
Desktop Enterprise 2021 or later and Desktop Pro or Premier 2018 or later. Desktop for Mac and
earlier versions of QuickBooks Desktop have a 350,000 target limit.)
● If the Desktop file consists of more than the maximum number targets, consult Condense your
QuickBooks Desktop file for import to QuickBooks Online for alternatives regarding trimming the
file or importing lists and/or balances only.
● Form templates (such as invoices, credit memos, statements, etc.) from QuickBooks Desktop
cannot be brought into QuickBooks Online.
● Some memorized reports from QuickBooks Desktop cannot be brought into QuickBooks Online.
● Reconciliation reports from QuickBooks Desktop cannot be brought into QuickBooks Online.
● If payroll was activated in QuickBooks Desktop, it’ll be activated in QuickBooks Online with a trial
subscription to QuickBooks Online Payroll Core. (The client can upgrade this subscription if
needed.) Payroll data imports from QuickBooks Desktop to QuickBooks Online as checks, not
paychecks; calendar year-to-date amounts are imported for each employee as lump sums.
● International versions of QuickBooks Desktop (such as Canada, UK) cannot be imported into
QuickBooks Online’s U.S. version.
● You can import your QuickBooks Online data back to QuickBooks Desktop, with limitations
(consult Export and convert your QuickBooks Online data to QuickBooks Desktop for
instructions).

Step by Step: Export QuickBooks Desktop data to QuickBooks Online

The steps below are for exporting a QuickBooks Desktop (Pro or Premier) company to QuickBooks
Online using the Built-in conversion tool if you have the Desktop software installed.

The following steps can be followed using a QuickBooks Desktop sample company to try out the
process. There are different steps for converting from QuickBooks Enterprise Solutions to
QuickBooks Online; visit Move your QuickBooks Desktop file to QuickBooks Online for instructions.
For converting from QuickBooks for Mac to QuickBooks Online, visit Convert a QuickBooks Mac
Desktop file to QuickBooks Online.

(For those who do not have the Desktop software installed, there is a standalone conversion tool,
which allows you to upload a QuickBooks Desktop Pro/Premier, Enterprise, or QuickBooks for Mac
company file and convert it online.)

Ideally, the QuickBooks Online file should be set up ahead of time by you or your accountant. If a
new company subscription isn’t created before initiating the conversion, you’ll get an option to
create a new company when you go through the conversion process. This will automatically create a
new QuickBooks Online Advanced subscription with a 30-day free trial. If you don’t need
QuickBooks Online Advanced, you can change your subscription plan later. See this link for details.

1. Open the QuickBooks Desktop (Pro or Premier) company data file as the Admin user.

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2. The file (if it is in QuickBooks Desktop Pro or Premier 2018 or later) cannot have more than
750,000 targets. To view the size of your file, press the F2 key. If the file has more than 750,000
targets, you can still import lists.

3. Navigate to File 🡪 Utilities 🡪 Verify data. Correct any errors in the QuickBooks Desktop data
before proceeding to the next step and, if necessary, perform step 3 and repeat Verify.

4. Navigate to File 🡪 Utilities 🡪 Rebuild data. A backup must be created before QuickBooks
Desktop runs the Rebuild action. Always perform a Rebuild using a computer that has a copy of
the data stored locally.

5. Navigate to Company 🡪 Export company file to QuickBooks Online.

6. You will then see a window with a link to a guide about how to make the conversion from
QuickBooks Desktop to QuickBooks Online as smooth as possible. It is very useful, as there are
embedded links and the site is constantly being updated. When you are ready, click either Get
started or—if you don’t have a pre-existing QuickBooks Online empty company and wish to start
a 30-day free trial—See your data in a 30-day free trial.

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QuickBooks Online 2023 Client Training Topic 1: Product overview

The wizard will provide the steps to sign in with your pre-existing Intuit user ID.

7. You can then choose if you want to convert the entire company file, complete with lists, settings,
and transactions, or if you want to choose what to convert (lists and balances or just lists if the
company file is large). Select Continue.

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QuickBooks Online 2023 Client Training Topic 1: Product overview

Assuming you’re bringing over all the company data, if the QuickBooks Desktop company has
inventory you will be asked if you wish to move the inventory to QuickBooks Online. Specify if you
wish to bring over inventory (and as of what date) or not. Select Continue.

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QuickBooks Online 2023 Client Training Topic 1: Product overview

8. You will be asked to enter your QuickBooks Online account credentials, or to create an account if
one doesn’t already exist. Choose the option that applies to you and select Continue. In this
example, we already have a QuickBooks Online account:

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9. Enter your QuickBooks Online credentials and select Sign In. You may be prompted for a text or
email to be sent with a verification code to be entered for two-factor authentication.

10. You may then be prompted to enter a code that is texted to you. Enter the code and select
Continue.

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QuickBooks Online 2023 Client Training Topic 1: Product overview

11. You will then be given the opportunity to overwrite any of the new companies on the drop-down
list (60 days old or newer) associated with that ID or create a new one. If the company was
already created in QuickBooks Online, you can search the list for that company name, click the
radio button next to it and choose Continue. If the company was not created already within 60
days, click the radio button next to Create a new company then select Continue. (This will
create a 30-day trial using QuickBooks Online Advanced; you can downgrade this to a lower
subscription level if necessary.)

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QuickBooks Online 2023 Client Training Topic 1: Product overview

12. Confirm this is the correct company by selecting Export.

IMPORTANT: This will overwrite all the contents of that existing QuickBooks Online company if it is 60

days old or newer (which is fine if it’s a brand new company).

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13. You will see a progress screen, then a confirmation screen saying you’ll get an email when the
online account is ready. Select Got it.

14. Once complete, wait for confirmation that the QuickBooks Desktop file has been successfully
imported.

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An email will be sent once the conversion is finished notifying you that your QuickBooks Online
company is ready. Often the conversion is very quick and email confirmation is received almost
immediately. You will see links to short videos on how to navigate, invite your accountant, and
customize reports and emails in QuickBooks Online. There is also a link to online support.

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QuickBooks Online 2023 Client Training Topic 1: Product overview

Verify the data was imported correctly. Create a Balance Sheet and Profit & Loss report in both
QuickBooks Online and Desktop. Customize the date range to All dates. Set the accounting method
to Accrual. Compare the balances, looking for any inconsistencies. (Discrepancies may be
addressed here, due to cash vs. accrual basis reporting, FIFO inventory vs. weighted average
inventory, and certain types of multicurrency transactions.)

You can re-import data into QuickBooks Online for 60 days from the creation date of the QuickBooks
Online company.

WARNING: Re-importing data will overwrite any existing data in the QuickBooks Online company.

Step by Step: Import lists into QuickBooks Online

1. Open the QuickBooks Online test drive account.

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QuickBooks Online 2023 Client Training Topic 1: Product overview

2. Navigate to the gear icon 🡪 Import data under the Tools section.

List data may be imported at any time into QuickBooks Online, such as customers, vendors, accounts
(like general ledger accounts on the Chart of accounts) or products and services. Each option has a
downloadable template to ensure data is properly formatted before import.

NOTE: When importing a Chart of accounts, it does not replace the existing Chart of accounts; it adds
any accounts in your spreadsheet that are not already in QuickBooks Online to the existing accounts.

In addition, bank and credit card statements can be manually uploaded and imported (in *.csv, *.qfx,
*.qbo, or *.ofx format) into QuickBooks Online by selecting Bank data when a direct bank feed
connection to online banking cannot be established. To establish a bank feed connection (you must
be in a real company to do this), you can connect an online bank or credit card account to the
appropriate account on the Chart of accounts. From the left navigation bar select Transactions 🡪
Bank transactions 🡪 Connect account if this is the first account you’re connecting. If this is not the
first account is being connected, select Link account in the top right corner. Future bank and credit
card statements can be uploaded manually either from the gear icon 🡪 Import Data 🡪 Bank data
access point or select Transactions 🡪 Bank transactions on the left navigation bar then select
Upload from file (or, if the Upload from File button is not displayed, select the drop-down next to
Link account 🡪 Upload from file).

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QuickBooks Online 2023 Client Training Topic 3: Set Up Your Company

Topic 3: SET UP YOUR COMPANY

Recognize steps to set up and modify lists and users

QuickBooks Online account lists and users can be managed from the gear icon in the top right.
Managing lists is an important component of QuickBooks Online. From the gear icon, all lists should
be reviewed to make sure they are appropriate for the company. This includes the Chart of accounts,
Recurring Transactions, Products and Services, Product Categories, Custom Form Styles, Payment
Methods, Terms, Attachments, Tags and, if turned on in QuickBooks Online Plus or Advanced,
Classes and Locations.

Step by Step: Add users to QuickBooks Online

1. Open a real QuickBooks Online company.

2. Navigate to the gear icon 🡪 Manage users under the Your Company section.

3. Ensure the Users tab is selected; the total number of existing users displays in the name of the
tab.

4. Click Add user.

5. Enter the first name, last name and email address (this address will be their Intuit user ID) of this
user.

6. Select a Role for this new user from the dropdown menu. The access areas for this role appear
below.

7. Click Send invitation.

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QuickBooks Online 2023 Client Training Topic 3: Set Up Your Company

The invited user receives an email that contains a link to sign into the QuickBooks Online company.

Step by Step: Add accountant users to QuickBooks Online

1. Open a real QuickBooks Online company.

2. Navigate to the gear icon 🡪 Manage users under the Your Company section.

3. Ensure the Accountants tab is selected; the total number of existing Accounting firm users
displays in the name of the tab.

4. Select Invite.

5. Enter the accountant’s email address; your accountant/bookkeeper and members of their firm
who have been granted permission will have access to your company data.

6. Click Save.

The accountant receives an email that contains a link to sign into the client’s company via
QuickBooks Online Accountant as an Accountant user.

Step by Step: Products and services list

1. Open the QuickBooks Online test drive company.

2. Navigate to the left navigation bar and select Sales 🡪 Products and services.

3. The Products and Services list appears. Notice that it lists the name, SKU, type, sales description,
sales price, cost, whether the item is taxable, the quantity on hand and the reorder point (if it’s set
up as an inventory item). The items will be grouped by categories, if product categories are used.
Additionally, a picture of the product or service can accompany the name of the item.

4. To specify the columns which appear in the Products and Services list, click the grid gear icon at
the top right of the list to see a pop-up list. Add or remove the checkmark next to each column
you want to see or not see. Click the grid gear icon again to have that list of columns disappear.
You can also decide how many rows you want to appear on one page for this list (50, 75, 100,
150, or 300), if you wish to have a compact display, and if you wish for the product and service
items to appear grouped by category.

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Click the grid gear icon again to make the pop-up list disappear when you’re finished.

5. To delete (deactivate) an item, locate it, click the drop-down arrow next to Edit 🡪 Make inactive.
Click Yes to confirm. Notice that items (and all list names, for that matter,) are merely inactivated
and not really deleted. Transactions for inactivated items are never deleted.

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6. To edit an item, locate the item to be changed, then click Edit in the far right column for that
item. Make the necessary edits. Save and close.

7. To add an item, click New in the top right corner of the Products and Services window.

a. Select a Type for this product/service (Inventory, Non-inventory, Service or Bundle).

b. The Product/Service information window appears; if you selected the wrong type of
product/service, select Change type and correct your selection.

c. Enter the item Name, and, if applicable, the SKU and Category for the product/service.

d. Upload a picture for this product/service if desired.

e. For new Inventory items, specify the Initial quantity on hand (zero for new products) and the
As of date for that initial quantity. (Ensure the As of date is dated far enough back in time that
it pre-dates any live transactions you might want to enter.) You can specify a Reorder point if
desired. Also, for any Inventory items, you would select the Inventory asset account.

f. Fill in the Sales information and Purchasing information for that product/service with the
corresponding default sales description, sales price/rate, income account, sales tax, default
purchase description, unit cost and expense account. This assumes you have the boxes
checked next to I sell this product/service to my customers for a product/service to appear
on sales forms. It also assumes the box next to I purchase this product/service from a
vendor for a product/service to appear on purchase forms. If applicable, specify the
Preferred Vendor. Save and close or Save and new.

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NOTE: The Products and services list has two other access points. The first is accessed by selecting the
gear icon 🡪 Products and services under Lists. The second is accessed by selecting the gear icon 🡪
All lists under Lists 🡪 Products and services.

Step by Step: Print a Transactions report for a selected account

directly from the Chart of accounts

1. Open the QuickBooks Online test drive company.

2. In the left navigation bar, click Transactions 🡪 Chart of accounts.

3. If prompted, click See your Chart of accounts.

4. Select an existing account that is a Balance Sheet type of account (for instance, the Type column
has any of these in it: Bank, Accounts Receivable, Other Current Assets, Fixed Assets, Other
Assets, Accounts Payable, Credit Card, Other Current Liabilities, Long Term Liabilities or Equity),
and in the drop-down next to View register for that account, click Run report.

5. The Account QuickReport for that account will display. You may want to select Switch to classic
view to see certain customization options.

6. Change the Report period in the top corner as needed. If necessary, click Run report.

NOTE: The Chart of accounts has two other access points. The first is accessed by selecting the gear
icon 🡪 Chart of accounts. The second is accessed by selecting the gear icon 🡪 All lists under Lists 🡪
Chart of accounts.

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Step by Step: Print the Chart of accounts

1. Open the QuickBooks Online test drive company.

2. In the left navigation bar, click Transactions 🡪 Chart of accounts.

3. If prompted, click See your Chart of accounts.

4. Click the Printer icon in the upper right-hand corner of the displayed Chart of accounts (just
above the Action column).

5. The Chart of accounts will display in print preview format. In the Print column next to the preview,
select your printer and print settings, if necessary, then select Print.

Step by Step: Link a bank account to the bank feed

1. Open a real QuickBooks Online company.

2. From the left navigation bar, click Transactions 🡪 Bank transactions.

3. Click Link account in the top right-hand corner.

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4. Follow the wizard to connect an account to the bank feed.

Recognize steps to manage your company Account and settings

Your company Account and settings control much of the functionality in the QuickBooks Online
account. They are the foundation for a successful and efficient QuickBooks Online experience.

The Account and settings screen organizes the account’s global preferences into these sections:

● Company
● Billing & subscription
● Usage
● Sales
● Expenses
● Payments
● Time
● Advanced

NOTE: Two of these Account and settings sections—Billing & subscription and Payments—do not appear
in the test drive company file.

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Step by Step: Company tab in Account and settings

1. Open the test drive QuickBooks Online company.

2. Navigate to the gear icon 🡪 Account and settings under Your company.

3. On the Account and settings page, click the Company section on the left.

4. Notice the settings can be updated by clicking Edit (the pencil icon on the right) or by clicking
anywhere in that area.
● Company name
● Company type
● Contact info
● Address:
o Company address
o Customer-facing address
o Legal address
● Communications with Intuit

Step by Step: Enter Company name, EIN, Industry, Contact information and Tax form
in Account and settings

1. Open the test drive QuickBooks Online company.

2. Navigate to the gear icon 🡪 Account and settings under Your company.

3. On the Account and settings page, click the Company section on the left.

4. Find the Company name settings and click Edit (the pencil icon) on the right or click anywhere in
that area to enter or edit the company name information.

5. Enter the Company name, the Legal name, and the EIN or SSN.

6. Click Save.

7. Find the Company type settings and click Edit on the right or click anywhere in that area to enter
or edit the company type information.

8. Choose a Tax form from the drop-down list.

9. In the Industry list, start entering an industry and finish by selecting one from the list that appears.

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QuickBooks Online 2023 Client Training Topic 3: Set Up Your Company

10. Click Save.

11. Find the Contact info settings and click Edit on the right or click anywhere in that area to enter or
edit the company contact information.

12. Click Save.

13. Click Done.

Step by Step: Specify terminology for customers in Account and settings

1. Open the test drive QuickBooks Online company.

2. Navigate to the gear icon 🡪 Account and settings under Your company.

3. On the Account and settings page, click the Advanced section on the left.

4. Find the Other preferences settings and click Edit (the pencil icon) on the right (or click anywhere
in that section) to enter or edit the Customer label (Clients, Customers, Donors, Guests,
Members, Patients, or Tenants).

5. Click Save.

6. Click Done.

Step by Step: Sales tab in Account and settings

1. Open the test drive QuickBooks Online company.

2. Navigate to the gear icon 🡪 Account and settings under Your company.

3. On the Account and settings page, click the Sales section on the left.

4. Notice that the settings can be updated by clicking Edit (the pencil icon) on the right or
anywhere in each area.
● Customize (for example, customize the look and feel of forms for customers.)
● Sales form content
● Products and services
● Late fees
● Progress Invoicing
● Messages

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QuickBooks Online 2023 Client Training Topic 3: Set Up Your Company

● Reminders
● Online delivery
● Statements

Step by Step: Turn on Inventory in Account and settings

1. Open the test drive QuickBooks Online company.

2. Navigate to the gear icon 🡪 Account and settings under Your company.

3. On the Account and settings page, click the Sales section on the left.

4. Find the Products and services area and click Edit (the pencil icon) or click anywhere in that area.

5. Ensure you’ve activated the toggle switch next to Show product/Service column on sales
forms, so these fields appear on sales forms.

6. Activate the toggle switch next to Track quantity and price/rate, so these fields appear on sales
forms.

7. Activate the toggle switch next to Track inventory quantity on hand, so inventory is tracked.

8. Click Save.

9. Click Done.

10. Click Sales in the left navigation bar.

11. Click the Products and services tab.

12. Select New to create a new product or Edit to alter an existing product.

13. If it’s an existing product, select Change type and choose Inventory. If it’s a new product,
choose the type Inventory.

14. Enter or edit the item Name and, if applicable, the SKU and Category for the product/service.

15. Upload a picture for this product/service if desired.

16. For new Inventory items, specify the Initial quantity on hand (zero for new products) and the As
of date for that initial quantity. (Remember to back-date that As of date sufficiently to pre-date
any live transactions you will enter.) You can also specify a Reorder point if desired and, for any
Inventory items, you would select the Inventory asset account.

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QuickBooks Online 2023 Client Training Topic 3: Set Up Your Company

17. Fill in the Sales information and Purchasing information for that product/service with the
corresponding default sales description, sales price/rate, income account, sales tax, default
purchase description, unit cost and expense account. If applicable, specify the Preferred Vendor.

18. Click Save and close or Save and new.

Step by Step: Expenses tab in Account and settings

1. Open the test drive QuickBooks Online company.

2. Navigate to the gear icon 🡪 Account and settings under Your company.

3. On the Account and settings page, click the Expenses section on the left.

4. Notice the settings can be updated by clicking Edit (the pencil icon) on the right or anywhere in
each area.
● Bills and expenses
● Purchase orders
● Messages

Step by Step: Explore purchase orders in Account and settings

1. Open the test drive QuickBooks Online company.

2. Navigate to the gear icon 🡪 Account and settings under Your company.

3. On the Account and settings page, click the Expenses section on the left.

4. Find the Purchase Orders area and click Edit (the pencil icon) on the right or anywhere in that
area.

5. Activate the toggle switch next to Use purchase orders.

6. Fill out remaining fields as needed.

7. Click Save.

8. Click Done.

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QuickBooks Online 2023 Client Training Topic 3: Set Up Your Company

Step by Step: Time tab in Account and settings

1. Open the test drive QuickBooks Online company.

2. Navigate to the gear icon 🡪 Account and settings under Your company.

3. On the Account and settings page, click the Time section on the left.

4. Find the General area and click Edit (the pencil icon) on the right or anywhere in that area.

5. Select the First day of the work week from the dropdown menu.

6. Click Save.

7. Find the Timesheet area and click Edit on the right or anywhere in that area.

8. Activate the toggle switches as needed to show or hide the service field and allow time to be
billable on timesheets. If time is billable, you can check or uncheck the box next to Show billing
rate to users entering time.

9. Click Save.

10. Click Done.

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QuickBooks Online 2023 Client Training Topic 3: Set Up Your Company

Step by Step: Advanced tab in Account and settings

1. Open the test drive QuickBooks Online company.

2. Navigate to the gear icon 🡪 Account and settings under Your company.

3. On the Account and settings page, click the Advanced section on the left.

4. Notice that the settings can be updated by clicking Edit (the pencil icon) on the right or
anywhere in each area.
● Accounting–to change the fiscal year or close the books
● Company type–sole proprietorship, etc. (also accessible on the Company page)
● Chart of accounts–to turn account numbers on or off, specify a Discount account, specify a
Tips account and specify a billable expense markup income account if required
● Categories–tracking classes, locations, or both
● Automation
● Projects
● Currency
● Other preferences

Step by Step: Close the books in Account and settings

1. Open the test drive QuickBooks Online company.

2. Navigate to the gear icon 🡪 Account and settings under Your company.

3. On the Account and settings page, click the Advanced section on the left.

4. Find the Accounting settings. Click Edit (the pencil icon) on the right or anywhere in that area.

5. Activate the toggle switch next to Close the books.

6. Enter a Closing date.

7. Select one of these from the drop-down menu: Allow changes after viewing a warning or
Allow changes after viewing a warning and entering a password. The password option is
recommended.

8. Enter a password and confirm the password (if the password option was selected).

9. Click Save.

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QuickBooks Online 2023 Client Training Topic 3: Set Up Your Company

10. Click Done.

Step by Step: Show account numbers in Account and settings

1. Open the test drive QuickBooks Online company.

2. Navigate to the gear icon 🡪 Account and settings under Your company.

3. On the Account and settings page, click the Advanced section on the left.

4. Find the Chart of accounts settings. Click Edit (the pencil icon) on the right or anywhere in that
area.

5. Activate the toggle switch next to Enable account numbers.

6. Click the box next to Show account numbers.

7. Click Save.

8. Click Done.

9. In the left navigation bar, select Transactions 🡪 Chart of accounts.

10. If you are prompted, click See your Chart of accounts.

11. Select the Checking account. Select the drop-down arrow next to View Register for that account
and select Edit.

12. Edit the Checking account. In the Number field, enter account number 10100. Save and close.

13. View the account number now showing in the Chart of accounts list.

14. Navigate to Reports 🡪 Balance sheet.

15. View the account number for the Checking account appearing on the Balance Sheet.

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QuickBooks Online 2023 Client Training Topic 3: Set Up Your Company

Step by Step: Enable Auto-recall on forms in Account and settings

1. Open the test drive QuickBooks Online company.

2. Navigate to the gear icon 🡪 Account and settings under Your company.

3. On the Account and settings page, click the Advanced section on the left.

4. Find the Automation settings. Click Edit (the pencil icon) on the right or anywhere in that area.

5. Activate the toggle switch next to Pre-fill forms with previously entered content.

6. Click Save.

7. Click Done.

Step by Step: Enter/Edit many account numbers at once in

Chart of accounts

1. Now that Account Numbers have been enabled, open the Chart of accounts.

2. Click Edit (the pencil icon) in the top right corner.

3. The Chart of accounts becomes a grid you can edit, and you can add/edit account numbers in
the Number column for many account numbers at once.

4. When you are finished adding or editing your account numbers, click Save.

TIP: you can use this same method to edit the names of many accounts at once on the Chart of

accounts.

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QuickBooks Online 2023 Client Training Topic 3: Set Up Your Company

Step by Step: Change settings for Automatic sign out after a

period of inactivity

1. Open the test drive QuickBooks Online company.

2. Navigate to the gear icon 🡪 Account and settings under Your company.

3. On the Account and settings page, click the Advanced section on the left.

4. Find the Other preferences settings. Click Edit (the pencil icon) on the right or anywhere in that
area.

5. Select 1 hour, 2 hours or 3 hours from the drop-down list next to Sign me out if inactive for.

6. Click Save.

7. Click Done.

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QuickBooks Online 2023 Client Training Conclusion

GUIDE CONCLUSION

You have just covered Course 1 – Get Started. This course has been developed to help you train your
clients how to use QuickBooks Online successfully.

By completing this module, your client should understand:

● The benefits of QuickBooks Online.

● How to import data.
● The parameters of setting up their company.

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