6 QuickBooks Online Tips to Simplify Your Life

Managing your books has never really been fun. And while QuickBooks Online (QBO) makes the process a bit simpler, it can still be intimidating for some. Especially for those coming from the desktop version of QuickBooks.

In this article you will learn 6 QBO tips and tricks that will make it easier to stay organized and on top of your bookkeeping game.

1. Use Attachments to Keep Yourself Organized

Are you one of those people who spends 15 minutes tracking down files every time you open QBO? You can eliminate that hassle by using attachments.

To attach a document to a customer’s page, go to the customer page and select the “Customer Details” tab. Then click the attachment icon to upload your file, as shown by the red square in the picture below.


Guess what? You can also add attachments to Vendors. Simply navigate to the Vendor screen and attachments in the area highlighted below.


2. Integrate Google Docs with QBO


If you aren't using Google Docs yet, you should try. It's a free cloud-based program that comes with a word processor and a spreadsheet app similar to Excel™.

Because everything you do using Google Docs is stored in the cloud, you never have to worry about losing your documents or not being able to access them remotely.

There are several companies that make very inexpensive software to integrate Google Docs and QuickBooks with by simply dragging and dropping things. You don’t have to be a programmer to do things like:

  • Anytime a new item is added to your QBO account it also gets added to Google Docs. You can add Customers, Accounts, Vendors, Sales Receipts, Invoices, and more automatically.

  • It also works the other way around, letting you add receipts and invoices from Google docs into Quick Books seamlessly.

Checkout Zapier for more information.

3. Are You Using Bank Rules Efficiently?

QBO offers a way to categorize transactions from your banking feed directly into QBO. Part of how it does this is through bank rules, which are set by you.

The online banking feed remembers how you treat individual clients and suppliers. But you may end up having to make manual changes each time a similar client or supplier gets into the mix. And that's where the bank rules come in to make things simpler for you.

To set up bank rules

  • Go to the left hand side navigation bar
  • Click Transactions,
  • Click Banking,
  • Click File upload,
  • Look at the dropdown menu and find Manage Rules.

Once you have bank rules setup it will be easier for your business to allocate expenses and deposits from your online banking feeds.

4. The Stress Free Way to Send Late Payment Reminders

One of the more unpleasant parts of running a business is collecting money from those who should've already paid you.

Sending late payment reminders can get uncomfortable, especially when you're sending them to a long-term business partner or a friend.

But the fact is you have to send them. That food in your fridge won't pay for itself!

So here's how you send save yourself a little bit of stress and time when it comes to sending late payment reminders (aka past due notices).

  • Navigate to your QBO homepage
  • Click the red "overdue" bar
  • Highlight one of the past due invoices
  • From the drop down select Send

After you click send, a popup window will ask you for your recipients' email address, a subject line and your actual message. It's like sending an email through QBO.

This is the tricky part. You don't want to be too firm, yet you also don't want to seem like a pushover. (Feel free to copy and paste my template.)


Subject line: Late Payment Reminder


Dear Joe,

This is a friendly payment reminder, as your account with us now appears as past due.

We’d like to bring the following invoice(s) to your immediate attention:

Invoice # Date Due Amount

We would much appreciate if you could let us know the status of this payment. Please do not hesitate to call us if you have any questions about the balance due on your account.

Thank you very much for your attention to this matter and your continued business.

Note: It's not a good idea to wait more than a week after an invoice becomes overdue to send a late payment reminder. Studies show that the longer you wait, the less likely someone is to pay you.

5. How to Email Reports Automatically

6. The QuickBooks Online Apps You Didn't Know About

What makes QBO great is that there are several apps you can combine it with to suit your needs. Some of these apps are made by the makers of QBO, others by 3rd parties.

TSheets- With TSheets you can track employees in or out of the office with GPS, set schedules, and more... all in real time.

Method- Method is a CRM (Customer Relationship Management) system made solely for QBO. It's fully customizable and tells you when your customers will need something to make sure you never lose a lead.

Cin7- Cin7 offers all in one inventory, POS, Edi and 3PL. Cin7 cuts down your data entry cost and gives you a bird's eye view of your entire supply chain.

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