Here’s an example of how you can customize QuickBooks to fit your needs. Customize Icon Bar to have quick access to frequently used tasks. When you open a frequently used task, for example ‘enter bills’ > open view tab and choose ‘add “enter bills” to icon bar’.

When the pop-up window opens you can choose an icon of your choice and label the task. Click ‘OK’, and it will now appear in your task or icon bar.

Add some color by going to preferences under Edit tab. Choose ‘Desktop’ view and click on ‘switch  colored icons’, ‘OK’ to close. Then colored icons show up at the bottom of the list of icons that you can choose from.

The banking and credit card downloads will prefill the description field. Before you click ‘add’, verify that the vendor’s name is entered in the ‘Payee’ field. This will be important when you want to find a transaction or run an expense report by vendor.

A quick way to find transactions is to use the ‘Magnifying Glass’.

1. Select the ‘Magnifying Glass’ in the upper right-hand corner.
2. Enter the date, amount, or transaction number you’re looking for, then select the desired transaction from the list. The transaction window will open automatically.

Advanced Search

If the transaction you’re looking for does not appear on the results list:

1. Select ‘Advanced Search’ in the lower left side of the pop-up window.
2. Select the type of transaction from the drop-down menu.
3. Enter additional information of your search in the window drop-down menus that are appropriate for each transaction.
4. Click ‘Search’ to see results.

Did you know you can invite your accountant as a user at no additional charge with your QuickBooks online service? 

This is a great way for your accountant or CPA to have real time access to your books. Here’s how to invite them to your company:

1. Click the Gear icon in the upper-right corner and select ‘Manage Users’.
2. Go to the ‘Accounting firms’ tab.
3. Enter the accountant’s email address and click the ‘Invite’ button.

They’ll receive an email invitation with instructions on how to accept it. Plus, no additional charge for them either!

An easy and quick way to track of any significant purchases is to attach a copy of the invoice to the transaction in QuickBooks.

In your transaction window (check, expense, credit card, or bill), click on the paper clip icon or drag and drop the pdf.

NOTE: Cut and paste the details from the invoice on the memo line as a quick reminder of the purchases.