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QuickBooks Online Everything You Need to Know

Accept all credit cards and bank transfers, right in the invoice. Track miles. Manage cash flow. Forecast cash flow 30 and 90 days out to plan ahead and stay ahead.

Run general reports. Send estimates. Customize estimates to fit your brand and business needs. Accept credit cards anywhere with our mobile card reader or sync with popular apps. Manage contractors. Assign vendor payments to categories. Organize bills in one place, plus schedule and make payments online right in QuickBooks. Track time. Track billable hours by client or employee and automatically add them to invoices. Track project profitability. Track inventory. Track products, cost of goods, and receive notifications when inventory is low.

We're here to help solve your QuickBooks challenges. Consulting and Advisory We can help with every aspect of QuickBooks Online, including system design, inventory cleanup, business process, workflows, and more. Data Conversion and Migration With thousands of successful QuickBooks data conversions, Fourlane is the most trusted company for converting your data to QuickBooks.

Setup and Implementation Whether you need a single company setup in QuickBooks Online or a complex multi user setup with custom app integrations, we can help.

Programming and Integration We extend QuickBooks with custom apps and integrations, giving you a cost-effective alternative to larger, more expensive ERP systems. Process Optimization and Review From optimization to ledger tie-outs, our file review process will give you an in-depth look into the health of your QuickBooks data. Your business finances all in one place When it comes to managing your money, you can see it all—and do it all—in QuickBooks. Collaborate in real time with your bookkeeper, accountant, or other colleagues while changes are tracked in an activity log Keep an eye on cash flow, use time tracking, and process payments with the QuickBooks mobile app Access and manage your books from your computer, laptop, tablet, or smartphone.

Accept credit card payments and debit cards online. Take contactless, in-person payments with our mobile app and card reader. Set recurring invoices to be automatically sent and paid. Payroll Plans. Search for: Search Button. Payroll Premium. Payroll Elite. QuickBooks Online Payroll Features. Manage your team and perfect payday with HR support and employee services.

Access on-demand experts to simplify payday and protect what matters most. These days, cloud storage is the most secure way to store your accounting records. Even if your computer malfunctions or gets damaged, your important data is in a remote location and is not affected by any physical damage.

You may not understand the benefit of this feature right now, but come tax season, it will make sense to you during tax season. Your CPA gets free access to your invoices, books, receipts, and other important documents, regardless of their location. Talk about seamless accounting. QuickBooks Online is cloud-based accounting software, and its parent company updates it centrally.

QuickBooks Online takes the burden off your shoulders. With regular software upgrades, you have to stop everything to backup a program and its data. This does not guarantee anything because you still have to hope that the upgrade installs properly. Otherwise, you will start all over or call the help center for hours, trying to resolve the issue.

If you share your business accounting tasks with other users, you will appreciate the QuickBooks Online platform. Since it is a cloud-based program, you only need a username and password.

QuickBooks Online also has upgraded packages that allow you to add extra users. So, you can have different people using the platform at once. If you worry about anyone getting your password and ruining your data, subscribe to one of the upgraded packages, so you can customize what each user sees. This way, your information is safe, and no one can use your login information to cause any harm. Even though you have different users on your plan, these users can run reports from anywhere.

The inter-connectivity makes the accounting process simple. If you request a report, and your accountant or staff is in the middle of something, they can pull up the report and send it over on a laptop or phone.

Does your business involve sending out invoices and statements on a regular basis? Are you a busy business owner with many responsibilities on your hand? This is where QuickBooks Online comes in to help you send out your invoices.

You no longer have to do things the old-fashioned way, printing invoices, attaching other documents, and then mailing them.

All that you need is the email address of the company or person you want to send invoices or financial statements to. QuickBooks Online will take it up from there. If you have to send supporting documentation, just scan them and let the software do its job. Still, on automated processes, QuickBooks allows certain transactions to load into the software automatically. Transactions like payments and purchases that go into or come out of your bank account automatically go into the system.

You only have to provide the details and certain codes. This is only a little more stressful than uploading each transaction separately and coding them correctly. QuickBooks Online saves you time and money. It makes it easier to receive electronic payments like banks transfers and debit or credit card payments. When clients receive an invoice, they only have to click a link to pay. Upon payment, the software notes the transaction, saving you from the stress. Suppose you are on a trip to a different part of the world from where your business is, and you need to update some financial records.

In that case, you can use the QuickBooks apps on your iPhone or iPad devices with your online user license. The app links to the cloud service that the software provides. So, any changes you make from your phone or iPad will reflect everywhere. This makes the program flexible and very versatile. It may be a bad idea to work while on vacation, but it is some sort of comfort to know that the option is available, and your business cannot get stranded even when you are away.

An underrated benefit of QuickBooks Online is that it provides fast online support. If you encounter a problem and need help, contact the QuickBook Online help desk, provided you paid for a user license. QuickBooks has professionals on the ground to answer questions that you may have, concerning setup, how to add another user, how to get out of a fix, how to upgrade your program or help with general issues. This service does not attract extra charges, and it is some comfort to know that you have somewhere to go if you run into problems with the program.

QuickBooks is the industry standard for accounting software, and it offers two main products to meet the needs of every business or individual. These products are the QuickBooks Online and the QuickBooks Desktop, and they offer good accounting capabilities but are quite different applications.

Before you consider converting to the online version or switching to the desktop, it is advisable to look at the two and understand what they can do for you.

Now, let us look at what each of these programs offers and where they differ. The creators made this for small businesses that require online access. This web-based application is easy to use, and users can access it from any device or location. Its features vary from plan to plan, so you need to investigate each plan to ensure that it has the features you need. Some of its basic features are that it offers automatic bank reconciliation that allows you to reconcile your bank balance with your general ledger.

It also has a budget feature that you can use to create budgets, whether monthly, quarterly, or annual. The QuickBooks Online version has a sales feature that enables you to track your customers, create invoices, and make payments. With this software, you can send reminders to customers about overdue payments and attach a payment link to the invoice, making it easy for them to make the payments online. You can also monitor all your business expenses from one screen and choose whether you want to pay them electronically.

It also sorts your bill status to show you which bills need paying, sorting them by the due date or by the vendor. The desktop version of the QuickBooks accounting software is fit for small to medium-sized businesses that need a reliable desktop solution.

It is also perfect for niche businesses like nonprofits, general contractors, and retailers looking for an industry-specific solution. While its features are not web-based, you can host them online for convenient access. Like the online version, this version is plan-driven, and you get the best features from the more expensive plans.

It has a vendor center that allows you to manage vendor activity from the first entry of vendor details to adding the information of each vendor you work with. With the bill tracker feature, you can view all current bills and their due dates, recent payments, and payment options like check, transfer, or credit card. From the customer center, you can manage all your customers, create invoices, record payments, and process customer statements, sales orders, and receipts.

The inventory module provides you with inventory management. From the premier edition, you get more advanced functions like low stock alert notification, product tracking, setting reorder levels, and creating custom fields for tracking extra information. Now that you understand the specific offerings of the different QuickBooks versions, let us look at what makes them so different from each other.

QuickBooks Online has a lot of updates and product enhancements for the year These include:. The PandaDoc integration is one of the latest additions to the premium apps available on QuickBooks Online. This makes it easier to customize forms and saves you time through its automated document creation, e-signature, and tracking.

PandaDoc also offers you a library of customizable, pre-canned templates that you can drag and drop to create forms. It also has enhanced document management capabilities that allow you to track the status of your documents and collect e-signatures to make your workflow more efficient. Other features of the PandaDoc connector are:. However, this feature is only available for QuickBooks Online Advanced users. QuickBooks announced a new migration partner - Dataswitcher.

This addition facilitates data migration, allowing the secure transfer of your financial data from Sage 50 using Dataswitcher. Migration with this tool comes at no cost to you but is only available for a limited time.

Some of the files you can migrate are Chart of Accounts, opening balances, transaction histories, journal entries up to two years, etc. Moving data with Dataswitcher is easy. All you have to do is upload a copy of your Sage 50 file and allow Dataswitcher to migrate your data file into the QuickBooks Online system.

Most migrations take around 72 hours or less to complete. So, you can migrate your accounting software to QuickBooks without interruptions to your accounting workflow. The latest improvement with QuickBooks Online is that the audit log data retention period has increased to seven 7 years. The reason for this is to improve the performance of the audit log and align it with modern audit standards of data retention.

This will not affect the overall time data stays in the product; that remains unchanged. QuickBooks has three versions at monthly or annual pricing. The cost of these plans varies from country to country. The terms and conditions, service options, and features also vary.

To view the latest pricing, visit the QuickBooks website, click on the country-specific page and select any country of your choice.

When calculating the cost of your QuickBooks Online subscription, remember that QuickBooks has extra charges that you must include. These plans are full-service options with tax support, but the features and customer support vary depending on the plan.

So, if your business requires payroll solutions, that means an additional accounting fee for you every month. When you purchase the bookkeeping package, you get a personal bookkeeping expert providing virtual assistance to your accounting needs. This assistance can include help with bank reconciliation, expenses, running reports, setup, tax support, etc. You can book a free consultation with the QuickBooks team to get all the pricing details. QuickBooks has a lending service open to QuickBooks Online users.

This service offers a capital loan to assist small businesses with running operations, whether to hire new staff, order inventory or make payroll, etc. The service uses your existing accounting information to assess your eligibility for the loan. The good news is that there are no prepayment or origination fees. You only need to make APR and weekly payments, which vary depending on your credit score, loan amount, and term length. However, if you purchased Online Payroll, you may have these forms included, depending on your chosen plan.

Alternatively, you may decide to let QuickBooks Online file your taxes. QuickBooks Online allows you to buy voucher checks, regular checks, business wallet checks, etc. These are third-party add-ons that grant you access to extra features and functionalities.

With QuickBooks Online, you get over options, including the popular ones like Mailchimp and Spotify. Most of these tools have monthly subscription fees, so remember to add these costs when calculating your QuickBooks Online pricing. These payment gateways help you receive payments from customers. Net, and the common processing options.

There are about 25 options to choose from, and you may go with QuickBooks Payments instead. The basic charges are 2. So, whatever payment gateway you choose, take credit card fees into account when calculating your monthly QuickBooks Online pricing. QuickBooks has a day free trial policy that allows you to enjoy the features of QuickBooks Online and then decide if you want to subscribe to any of the plans.

To reach out to the QuickBooks Online Customer Service team, sign in to your account from a web browser and follow the following steps:. You have to type in a topic or question you need help with. Or search the QuickBooks Online knowledge base. If you use the Advanced Plan, you can reach support at any time of the day. QuickBooks Online is the most popular accounting software for small and medium businesses. Some of the reasons this is so are that it is affordable, easy to use, and easy for bookkeepers and accountants to understand.

Since the recent rise of cloud-based SaaS platforms, many software companies moved their operations from on-site to cloud-based solutions. The parent company started urging users to switch to its online version while limiting the number of available desktop versions for sale.

While customers are impressed with the advantages of the online version, like automated payrolls, remote access, expense tracking, third-party app integration, etc. There are many features to use on the QuickBooks service, but they are expensive to maintain. One of the limitations to users enjoying the software is its pricing. For example, to add about 25 users, you need the most expensive plan, which costs six times more than the standard plan. Without breaking the bank, there is no way to maintain your books to your satisfaction.

Regarding the add-ons on the platform, each comes at a price, which will increase the overall cost of the service. The only way around this is to get the most expensive subscription plan, which allows you to customize features, add multiple users, customize reports, automate approvals, etc.

Another area where QuickBooks Online limits its users is when it comes to restoring a previous version of your records. You cannot go back to previous transaction data unless you have the highest plan.

This is because the cloud storage saves and updates data without creating restoration points. So, you cannot go back to modified or deleted transactions. To recreate any data, you must enter the information manually or pay for the Advanced subscription, which creates consistent backups.

This can frustrate small business owners who may not have a lot of capital to throw into accounting solutions. It also brings to light the question of limited features, creating problems for bookkeepers who want a backup plan without paying for an upgrade. The lack of a backup or restore function puts your data at the risk of having a hacker delete them.

These are the Description, Date, and Amount. Suppose you want to import transactions with Categories, check numbers, memos, etc. The only way to add this information is to then edit each transaction, one after the other, after importing the CSV files. What happens when you have years of accounting data and bookkeeping to import?

It becomes almost impossible to complete. Businesses that operate in different industries have different needs when it comes to inventory management.

Industry-specific features help business owners carry out tasks unique to your industry. The QuickBooks Online version does not have the range. Instead, the QuickBooks Desktop version has more robust features, supporting various industries like Manufacturing, Wholesale, professional services, etc.

QuickBooks Online may be one of the most popular accounting products among experts. Many factors work in its favor, like industry dominance, scalability, ease of use, etc. Still, you may want to consider alternatives, depending on your budget and the specific features you need. Here are some of the best alternatives in the market:. If you want an easy-to-understand accounting software without accounting jargon, you would like Xero. Its selling point lies in its simple accounting language, helping you determine what you want to do with your transactions.

This product shares some similarities with QuickBooks Online, having some of its core accounting features like bank reconciliation, bank feeds, inventory tracking and reporting, etc.

With Xero, you can choose from three pricing ranges. If you choose this plan, bear in mind that you can only enter twenty invoices and five bills. Whichever plan you decide on, Xero allows you to add an unlimited number of users, the kind of support QuickBooks Online does not provide. Sage is an accounting package that offers cloud and desktop products. Unlike the basic plan, this one allows unlimited collaborations, cash flow forecasts, management of purchase invoices, etc.

Like QuickBooks, there are available options to help you scale your business, like a series of learning conferences where you can collaborate, learn, and grow. This software application started out as an invoicing software but evolved into an accounting powerhouse for self-employed persons. It lets you send invoices and receive payments from your clients, monitor your expenses, track sales tasks, and run reports.

There is a suite of external applications that allows you to customize solutions for your business. FreshBooks has customer service associates that respond to user complaints with a wait time of 90 minutes.

Wave is a free accounting software that lets you connect your business bank account to sync your bookkeeping information automatically. Some of the inbuilt tools available on the app are expense tracking, unlimited collaborators, invoicing, accounting reports, etc. However, extra features like running payroll, receiving and sending invoices attract extra costs.

Zoho Books belongs to one section of the Zoho One Suite service, which contains more than forty business apps and HR tools, customer relationship management, etc. Regardless of the plan you subscribe to, you can integrate your bank accounts, enjoy invoicing and reporting tools, use other Zoho software, and integrate third-party apps like Stripe and Zapier.

This is an all-in-one product suite with built-in accounting features suitable for freelancers. With this service, you can track billable expenses when you create an expense, assign it to a project, and attach the expenses to an invoice. You can import your expenses when you connect your bank account. Bonsai even generates analytics and expense reports so that you can monitor and understand your business expenditure over time. With Bonsai, you can arrange your recurring payments and pick a payment medium, whether via bitcoin, credit card, ACH transfer, or PayPal.

Other add-on tools you get with Bonsai are time tracking, tax calculator, custom client contracts, proposals, and reporting functions. It has everything you need for your accounting needs, like invoicing, sales tax calculation, expense tracking, and a dashboard that displays your cash flow in real-time.

Other perks of this service are that it allows unlimited users, automated bank feeds, and a mobile app for you to operate on the go. QuickBooks Online is one of the popular accounting solutions from Intuit. While many startups and accounting experts know it by name, not all are able to benefit from its true potential.

In this guide, we looked at the good, the bad, and the ugly. Consider it a cheat code to understand QuickBooks Online, and the good news is that you get to keep it! Sagenext Infotech LLC is an independent cloud hosting company that hosts legally licensed QuickBooks, Sage Products, and other tax and accounting applications.

All Rights Reserved. Support My Account Contact Us. About Us Blog Status Page. What is QuickBooks Online? How QuickBooks Online Works? What are the Benefits of QuickBooks Online? Where to buy QuickBooks Online? Other features are: Helps you track mileage.

Tracks and reports your sales tax. It helps you send an invoice to your customers and receive your payments on the go. Capture your expenses on the app. Sends price estimates to your customers. Manage your Form for tax purposes.

Essentials Plan This plan has the basic features of the Simple Start Plan, except that it allows up to three users instead of one. Unique features of this plan include: It helps you record and pay bills It records time activity billable to a client This plan records a weekly timesheet for you It stores and records recurring transactions It helps you to conduct multi-currency transactions You can pay down your credit card with this plan It records tips and creates custom fields on invoices Plus Plan The Plus Plan is an upgraded version of the Simple Start and Essentials Plan, with extra.

Extra features of this plan include: Location and class tracking.