QB Self Pased

Identifying the right QuickBooks Online
subscription for a client’s needs

Different clients, different needs
Clients will come to you with different business types and structures—and with different
bookkeeping needs. With the many different levels of subscriptions available, clients might
find selecting an option confusing.
How can you and QuickBooks Online help?
QuickBooks Online offers a range of subscription levels to meet the needs of all clients. To
identify the solution that’s right for each client, you need to understand their unique business
situation and requirements.
One of the first things you’ll do for your new clients is to help them choose the right
QuickBooks Online solution for their business. As part of your ongoing QuickBooks Online
training and support, you’ll find many resources and checklists to help you do this. One of
these is the New Client Checklist, which allows you to build up a detailed picture of a client’s
needs.
The QuickBooks Online ecosystem is constantly evolving to meet your needs.
Your current experience may differ from what you see here.
Learning outcomes
In this lesson, we’ll cover:
 Exploring a client’s needs and recommending the right QuickBooks solution
Topics
 Subscription options and levels
 Gathering requirements
 New Client Checklist
 Asking the right questions: The Needs Assessment tab
 Usage limits
Subscription options and levels

QuickBooks Online offers five different subscription plans, plus the option of QuickBooks
Self-Employed.
Here’s a summary of each QuickBooks solution—and who they’re aimed at.
Self-Employed
Designed specifically for independent

contractors and freelancers who file a
Schedule C form with their 1040 at
year end.
Ledger
Designed for accounting professionals

who manage their clients’ finances.
It’s the ideal subscription for tax-only
and low-volume transaction clients—
and clients with non-operating entities
or holding companies. Although
Ledger is intended for accountants,
you can give your clients direct access
to their company file.
Check out this article to learn more about QuickBooks Ledger.
The four main QuickBooks Online subscription levels are as follows:
Simple Start
Designed for sole proprietors, LLCs,

partnerships, and other types of small
businesses. This subscription level is
the best fit for solopreneurs and small
business owners with basic
accounting needs.
Essentials
Has all the features of Simple Start

but with extra functionality for
businesses with more complex needs.
However, it’s not designed for clients
who need to buy, sell, and track
inventory, or who need to create
purchase orders and budgets. For
that, they need Plus.
Plus
Designed for small businesses

employing staff and carrying out
functions such as budgeting,
managing inventory, and tracking
multiple jobs. Plus is the most
popular subscription level for clients
with small businesses.
Advanced
Our flagship subscription, aimed at

growing businesses that are
approaching mid-market size.
Follow the link for further information on QuickBooks Online Plans and Pricing.
To identify the most suitable subscription for your client, you’ll need to explore their current
and future business needs. We’ll look at this next.
Gathering requirements
You need to get to know your client and their business. That way, you can tailor your advice
to their needs—and make sure they get the most out of QuickBooks Online.
Discover and target your clients’ needs by using the New Client Checklist to help you gather
the right information, focusing on the Who, What, When, and How.
Who? You need to find out the client’s:
Get to know who your client is, what  Legal/Tax entity type
they’re aiming for, and where they’re  Accounting year end
coming from.  Accounting method (cash or accrual)
 Business owner(s)
 Business history
 Business profile
 Unique industry
 Growing enterprise
 Mission, vision, values, and business
goals
You need to find out the client’s:
 Reporting requirements
What?  Daily operations
 Sales/Customer workflows
Understand the structure of the client’s
 Expense/Vendor workflows
business to best discuss QuickBooks
 Employee/Contractor workflows
Online features and benefits with them.
 Administrative tasks
 Accounting software and processes
 Other business applications and processes
When? You need to find out the client’s:
Find out information such as how often  Compliance and filing deadlines
the client runs reports, and their internal  Income tax needs
and external deadlines. All your clients  Estimated tax needs
will have compliance requirements for  Payroll/payroll tax requirements
their business, even if they don’t run  State tax requirements
payroll or pay sales tax.  Industry-related compliance requirements
How? Activities you can carry out include:
Consider how you can help the client.  Running a discovery session using the
You can dive deeper using the New Client New Client Checklist
Checklist, follow the onboarding process,  Following a structured onboarding
and begin to plan deliverables and tasks process
with your clients.  Planning 15-, 30-, 60-, and 90-day
deliverables
 Designing workflows and choosing tools
that allow you to collaborate with your
client
 Assigning tasks to yourself, your staff,
and the client based on individual
strengths
New Client Checklist
The New Client Checklist is a handy resource for getting to know new clients, gathering the
information you need to set them up with QuickBooks Online, and discovering their business
needs to best match them to a subscription level.
The checklist is an Excel spreadsheet with six tabs, each focusing on a different aspect of the
client’s requirements and the onboarding process.
Follow the link to download/open a copy of the New Client Checklist and use it as a
reference while you explore each tab in more detail here.
Select the headings to find out more.
Client Profile
Needs Assessment
QuickBooks Features and Solutions
Mileage
QuickBooks Bookkeeping Onboarding Checklist
QuickBooks Self-Employed Profile
Asking the right questions: The Needs

Assessment tab
To ensure you have all the information to identify the right QuickBooks Online solution for
your client, use the Needs Assessment tab of the New Client Checklist to dig deeper and ask
the client questions about how their business operates.
Select each section of the Needs Assessment tab for more detailed guidance.
The Client Profile tab of the New Client Checklist covers the basics you need to set up your
client’s QuickBooks Online subscription.
The Needs Assessment tab lists the functionality your client may need from QuickBooks
Online and helps you to understand their business better. You can use the links in the Help
resources column to explain certain relevant QuickBooks Online workflows to the client.
Each item listed in the Needs Assessment tab has a Yes/No option that you can use to specify
whether the client requires this function. These responses carry over to the associated
QuickBooks Online feature in the QuickBooks Features and Solutions tab.
We’ll look at this tab in greater detail later in the lesson.
The QuickBooks Features and Solutions tab is designed to help you and your client identify
the subscription that best suits them.
The workflows and functions you marked with a Yes in the Needs Assessment tab are
automatically marked with a Yes in the Recommended features from the Needs
Assessment column on this tab. You can use the dropdowns in this column to change any
selections—and to mark additional features with a Yes or No as required.
You can also use the Additional features required column to note any extra functionality
the client may require. They’ll likely want to include or discard certain features at this point
too.
If your client needs to track mileage, use this tab to collect the profile information of their
vehicles. Gathering this information will help you complete the QuickBooks Online setup for
the client, who can then set up the QuickBooks Online mobile app to track mileage for
business trips easily. This app is explained in the QuickBooks Online mobile app lesson.
ProAdvisor tip
Exploring the client’s industry-specific needs will help you identify any additional
functionality they may require. For example, they may need third-party apps to track e-
commerce sales or manage their logistics, manufacturing, shipping, point of sale, or personal
billable time.
Check out this resource for more information on which QuickBooks Online subscription can
help with industry trends.
Usage limits
Now let’s look at another factor you need to consider when recommending a subscription
level to a client.
Each subscription level in QuickBooks Online is designed for a wide range of users, whether
they’re busy e-tailers, architects, or contractors. However, each subscription level also has
limits. Usage limits are the maximum number of things (such as accounts or users) that a
client can have in QuickBooks. The more of these they require, the higher the QuickBooks
Online subscription level they’ll need.
Usage limits vary according to the level of subscription. For instance, with Simple Start,
clients can only have one user and a maximum of 250 accounts in their chart of accounts.
With Advanced, however, they can have up to 25 users and unlimited accounts.
Follow this link for a comprehensive explanation of usage limits in QuickBooks Online.
Try it out: Example 1

It’s time to put your knowledge to the test...
You’ve just completed a meeting with a new client and have established that they need the
following capabilities:
 To keep track of time worked on each client/project
 To keep track of expenses related to each client/project
What’s the minimum QuickBooks Online subscription level that would

provide these capabilities?
 QuickBooks Online Simple Start

 QuickBooks Online Essentials
 QuickBooks Online Plus
 QuickBooks Online Advanced

Now try another example.
Here’s the Features and Solutions tab of the New Client Checklist that you completed for a
new client.
Based on the information in the first two columns about the QuickBooks
Online features that the client will need, which subscription level would you
recommend?
 QuickBooks Self-Employed
Good choice!
This client requires Location tracking, Budgets, and Purchase orders, which are all features of
QuickBooks Online Plus.
Try one last example...
Here are the results of an initial needs assessment you did with a potential client:
 The client runs a haulage and warehouse business

 The business is a large SMB with more than 10 users
 Their HQ is in Idaho, but the business also has distribution centers in Maine and New
Mexico
 They manage a team of around 50, made up of a mixture of employees and contractors.
The truck drivers don’t need access to QuickBooks Online, but the finance team, the
separate sales team, and purchasing department all need access to different sets of data
 They’d benefit from giving the sales and purchasing teams custom access to financial data
 There will likely be complex tracking and categorization requirements
Which QuickBooks Online subscription level would you recommend?
 QuickBooks Self-Employed
Summing up
Learning outcomes
Well done. In this lesson, we covered:
 Exploring a client’s needs and recommending the right QuickBooks solution
Knowledge recap
Getting the client’s requirements right from the very beginning is essential for identifying an
appropriate QuickBooks Online solution for them. You can now use the New Client
Checklist to ensure you identify the QuickBooks Online subscription level and features that
meet their current and future needs. Understanding a client’s needs and recommending the
right subscription level for them will help you establish a good working relationship from the
very beginning.
Next steps
In the next lesson, we’ll explore how clients can pay for their QuickBooks Online
subscriptions.
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 Personalized path QuickBooks Online solutions Intermediate skills
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Billing options
Flexibility from the outset
Whichever QuickBooks Online solution and subscription your client chooses, they’ll want
value for money and flexibility in how they pay for their subscriptions. They also won’t want
to miss out on any discounts you can offer as a ProAdvisor.
When you sign up a client via QuickBooks Online Accountant, you can offer them a choice
of billing options. Clients may want to pay for their subscription directly, or for you to add
the cost to your fees. Whichever method the client chooses, our ProAdvisor Preferred Pricing
program offers discounts for you and them.
To get the most out of this lesson, we recommend that you first complete the lessons on
workflows for onboarding clients into QuickBooks Online and identifying the right
QuickBooks Online subscription for your client’s needs.
Learning outcomes
 The billing options and discounts available with QuickBooks Online
Topics
 Billing options when you add a client via QuickBooks Online Accountant
 Billing methods
Billing options when you add a client via
QuickBooks Online Accountant
When you add a client to QuickBooks Online Accountant, you can choose whether to sign
them up to QuickBooks Online straightaway or later.
To sign them up immediately, select Add client from the Clients list and then Subscription
in the Products section.
In the Billing options section, you can choose how they’ll be billed for their subscription.
The three options are:
 ProAdvisor discount
 Direct discount
 Revenue share
We’ll explore these three options in the next section.
Billing methods
The billing options you can offer your clients are all part of our ProAdvisor Preferred Pricing
program. This gives you and your clients exclusive discounts.
How you charge your client is up to you. Some firms build the cost into their monthly fee,
while others charge a software or subscription fee separately.
Select the headings to find out more about the features and benefits of each billing
method.
 Direct discount
 Revenue share
Choose ProAdvisor discount if you pay for your client’s subscription.
If your client wants to pay their subscription fees to Intuit Which billing
options allow clients to pay their QuickBooks Online subscription fees directly
themselves? Select all that apply.
 Only clients who sign up for QuickBooks Online themselves are billed directly
 Direct discount
 Revenue share
Top marks!
With Direct discount and the Revenue share program, clients are billed directly.
, choose Direct discount at the sign-up stage.
With the Direct discount option, clients get a 30-day free trial. Then, like the ProAdvisor
discount, they receive a 30% discount on all QuickBooks Online, QuickBooks Online
Payroll, and QuickBooks Time subscription levels, and 15% off employee and contractor fees
with QuickBooks Online Payroll and QuickBooks Time.
The main difference is that with the Direct discount, the client pays for their own subscription
and the discount only applies for the first 12 months from their enrollment date. Once the
discount period ends, the fees revert to the full listed monthly amount.
Clients receiving the free trial must enter their payment information in QuickBooks Online
before their trial ends.
The third billing option is Revenue share.
The Revenue share program is another client-billed option, but it benefits you and your client.
However, before you can offer it to your clients, you need to enroll in the program. Find out
more about how to do that in this ProAdvisor Preferred Pricing revenue share program
article.
Once you’re enrolled, the Revenue share program offers clients a 30-day free trial followed
by a 50% discount on billed charges for the next three months. You’ll receive 30% of the
billed price they pay each month for 12 months and, depending on which products they sign
up for, you’ll also receive 15% of any employee fees your client pays.
Unlike the other discount options, the Revenue share option doesn’t apply to QuickBooks
Time.
https://quickbooks.intuit.com/accountants/products-solutions/pricing-promotions/papp/
revenue-share/
You’ll receive a 30% discount on all QuickBooks Online, QuickBooks Online Payroll, and
QuickBooks Time subscription levels. With QuickBooks Online Payroll and QuickBooks
Time, you’ll also get 15% off employee and contractor fees. The discount applies to the
whole duration of the client’s subscription, with the option to cancel anytime.
With this option, you pay for your client’s subscription, but you can decide how to pass the
cost on to your client. You’ll receive one consolidated monthly bill that includes the ongoing
discount. You’ll also have access to monthly itemized bills displaying your firm-billed
clients.
For any wholesale clients who were enrolled before the launch of the ProAdvisor Preferred
Pricing program, we’ll continue to honor the 50% wholesale discount for their subscriptions.
ProAdvisor tip
Take a look at the ProAdvisor Preferred Pricing webpage for more information on
QuickBooks Online pricing and discount options.
As part of the ProAdvisor Program, you are also eligible for additional discounts for your
firm and clients. These depend on your tier. Follow the link to learn more about the benefits
of the ProAdvisor Program.
Which billing options allow clients to pay their QuickBooks Online

subscription fees directly themselves? Select all that apply.
 Only clients who sign up for QuickBooks Online themselves are billed directly
 Direct discount
 Revenue share
Top marks!
With Direct discount and the Revenue share program, clients are billed directly.
Summing up
Learning outcomes
 The billing options and discounts available with QuickBooks Online
Knowledge recap
With our flexible billing options and ProAdvisor Preferred Pricing program, you and your
client can benefit from our QuickBooks Online discounts.
Next steps
In the next lesson, we’ll look at the benefits and subscription levels of QuickBooks Time and
QuickBooks Online Payroll, and how to sign up clients for each product.
 Personalized path QuickBooks Online solutions Intermediate skills
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Adding QuickBooks Time and QuickBooks

Online Payroll
Building value
For many clients, employing people is inevitable in running a successful business. For these
clients, keeping track of their people’s time and running payroll are significant and often
stressful parts of the job.
QuickBooks Online integrates seamlessly with two other QuickBooks products: QuickBooks
Time and QuickBooks Online Payroll. Adopting these time-tracking and payroll
subscriptions can save clients time and money, allowing them to focus on their commercial
priorities.
Learning outcomes
 The benefits and subscription levels of QuickBooks Time and QuickBooks Online
Payroll, and how to sign up clients for each product
Topics
 Benefits of QuickBooks Time and QuickBooks Online Payroll

 QuickBooks Time subscriptions
 QuickBooks Online Payroll subscriptions
 Adding QuickBooks Time and QuickBooks Online Payroll
Benefits of QuickBooks Time and

QuickBooks Online Payroll
When you’re gathering a prospective client’s requirements using the New Client Checklist,
you might identify that they could benefit from time-tracking and/or payroll solutions. This is
where QuickBooks Time and QuickBooks Online Payroll come in.
You can find comprehensive information about each product in our training on QuickBooks
Time and QuickBooks Online Payroll. Here’s a brief overview of the benefits they offer.
Select each heading to explore these benefits.
 QuickBooks Time
 QuickBooks Online Payroll
QuickBooks Time provides clients with tools for recording, managing, and analyzing time,
including an online time tracker and a mobile time-tracking app.
Some of the benefits of QuickBooks Time are as follows:
Commercial benefits
 Accurate timekeeping is a win–win for clients and customers alike

 Clients can bill more accurately because the application captures all the time people work on
a project
 Clients can also use the app and its data to gain insight into the true headcount costs of
projects for improved job costing and profitability
 Customers know that any headcount-related costs are fair and not just guesstimated
Operational benefits
 Being cloud-based, QuickBooks Time offers easy access to timesheets anywhere, and on any
device
 GPS tracking allows managers to see who’s clocking in and out—and where their employees
are
 A geofencing feature automates location-based reminders for employees to clock in and out
Management benefits
 Timesheets integrate seamlessly with payroll, so all the hassle of manually collecting,
verifying, and submitting timesheets to payroll vanishes, making running payroll and
invoicing a breeze
Watch the video to see how your clients can benefit from QuickBooks Time.
Different businesses have different payroll needs, and QuickBooks Online Payroll is efficient
and flexible to meet the needs of every type of business.
Some benefits of QuickBooks Online Payroll are that:

 It’s a full-service payroll solution for businesses of all sizes
 It’s fully integrated with QuickBooks Online, so there’s no need to post or sync
payroll activity manually
 It’s a convenient and easy-to-use service that makes paying and managing employees
easier
 It gives businesses access to payroll reports that offer the insight needed to make
informed commercial decisions
Clients can use QuickBooks Online Payroll as a standalone solution without QuickBooks
Online. However, it’s especially powerful when clients integrate it with their existing
QuickBooks Online subscription.
QuickBooks Online Payroll Premium and Elite subscriptions also include QuickBooks Time.
QuickBooks Time subscriptions

There are two subscription levels available for QuickBooks Time: Premium and Elite.
 QuickBooks Time Premium gives your clients all the functionality they need to plan for,
record, manage, and approve the hours their employees and contractors work
 QuickBooks Time Elite includes all the benefits of QuickBooks Time Premium and additional
capabilities to improve project efficiency and profitability. These include mileage tracking,
geofencing, timesheet signatures, enhanced reporting, and (importantly) project estimates
versus actuals analysis
With either subscription, clients can choose a standalone or integrated solution.
Standalone versions of QuickBooks Time allow clients to export their timesheet data to
third-party payroll applications.
Integrated versions of QuickBooks Time are included with the equivalent QuickBooks
Online Payroll subscription—and automatically transfer approved timesheet data to it.
Note: Accounting professionals who sign up for QuickBooks Online Accountant get a free
QuickBooks Payroll Elite subscription (which includes QuickBooks Time) for their firm.
ProAdvisor tip
If you want more detail about these products, check out our page on QuickBooks Time
subscriptions and pricing.
QuickBooks Online Payroll subscriptions

QuickBooks Online Payroll subscriptions are designed to be flexible to meet the needs of all
of your clients. There are three subscription levels: Core, Premium, and Elite.
Select each subscription level to find out what it provides.
 QuickBooks Online Payroll Core

 QuickBooks Online Payroll Premium
 QuickBooks Online Payroll Elite
QuickBooks Online Payroll Core offers all the features your clients need to prepare for and
run payroll, including:
 Automated tax payments  Garnishments and  1099 E-File & Pay

and form filing at federal deductions management  Next-day direct deposit
and state level  Expert product support  New-hire reporting
 Unlimited pay runs  401(k) plans  Self-service employee
 Auto Payroll  Health benefits for the portal
team
QuickBooks Online Payroll Premium offers all the functions of QuickBooks Online Payroll
Core, plus additional features:
 Automated tax  QuickBooks Time  HR support center

payments and form Premium  Workers’ comp
filing at local level  Expert review of administration
 Same-day direct payroll setup once all
deposit data has been entered
QuickBooks Online Payroll Elite has all the features of the other subscriptions plus these
enhanced features:
 24/7 expert product  Multistate filing with  Expert setup: A payroll

support no additional fee specialist can take care
 Personal HR advisor  Tax Penalty Protection of the setup or review
 QuickBooks Time all the data entered by
Elite the client
Adding QuickBooks Time and QuickBooks

Online Payroll
If you and your client have decided to add a QuickBooks Online Payroll and/or QuickBooks
Time subscription, you can do this for them when (or after) you set up their QuickBooks
Online company.
Clients with the appropriate admin rights may also be able to add both products themselves
later. One way they can sign up for QuickBooks Time is by downloading and installing the
app. Alternatively, you can install the app for them during or after setup.
Select each question to find out more about the various ways to sign up for QuickBooks
Online Payroll and/or QuickBooks Time.
How can you add QuickBooks Payroll when you sign up a client for QuickBooks
Online?
How can you add QuickBooks Online Payroll to an existing QuickBooks Online
subscription?
How can clients add QuickBooks Online Payroll and/or QuickBooks Time themselves?
How can clients download and install the QuickBooks Time app?
How can you add the QuickBooks Time app for clients?
What about clients who sign up for QuickBooks Online Payroll Premium or Elite?
ProAdvisor tip
Before signing your clients up for QuickBooks Time or QuickBooks Online Payroll, we
recommend browsing our dedicated product training in your ProAdvisor Training portal. You
can gain greater insight into the inner workings of the applications and the various
subscription levels.
Knowledge check
Which of the following are benefits of using QuickBooks Time? Select all that
apply.
 It allows administrators to schedule the work of the business

 It offers specific time-related reports
 It allows employees to manage each other’s timesheets
 It offers easy access to timesheets anywhere
 It automates the 1099 filing process
 You can include QuickBooks Online Payroll when you sign a client up for
QuickBooks Online from QuickBooks Online Accountant. The procedure for signing
up a new client is explained in the lesson on adding clients to QuickBooks Online
Accountant.
 To add QuickBooks Online Payroll, scroll down to the Products section in the Add
client screen and expand the Payroll dropdown. Then select Add for the appropriate
subscription level.


The total subscription fee will now include both products.

Clients may start with QuickBooks Online on its own and then decide that they want to add
QuickBooks Online Payroll later.
To add QuickBooks Online Payroll to an existing QuickBooks Online subscription:
1. In QuickBooks Online Accountant, go to Subscriptions and billing from the Gear

icon and open the tab for whichever billing method the client uses
2. Select Add Payroll from the Client actions dropdown
3. Next, choose the most appropriate plan and select Add

4. Then select Confirm at the bottom of the screen
Clients who are set up as Company or Primary Admins can add either—or both—products
themselves, as follows:
1. In QuickBooks Online, they need to go to the Gear icon and select Subscriptions
and billing
2. For the products(s) they want to add, they need to select Learn more, where they’ll
be taken to the appropriate product page. Once there, they should follow the
instructions
Summing up
Learning outcomes
 The benefits and subscription levels of QuickBooks Time and QuickBooks Online
Payroll, and how to sign up clients for each product
Knowledge recap
Talking to your clients about the value of adopting QuickBooks Time and/or QuickBooks
Online Payroll can add additional services to your client engagements and increase the value
you bring to your clients. You can now advise them on which products and subscriptions are
suitable for their needs—and then set them up with the correct product.
Next steps
This is the last lesson in this subject. Navigate back to the personalized training page to pick your
next lesson.
Clients with the appropriate admin rights can also download and install the QuickBooks Time
app as follows:
1. Select Apps, then Find apps from the left-hand navigation or go to www.apps.com
2. In the Apps center, search for QuickBooks Time

3. Choose QuickBooks Time from the search results list, then select Get app now
4. Choose either QuickBooks Time Premium or Elite and select Try it free. This gives
the client a 30-day free trial of the product
5. The client then sees the QuickBooks Time setup screen, where they can start
configuring the product for use. You can see how to do this in our QuickBooks Time
training
Clients who sign up for QuickBooks Online Payroll Premium or Elite automatically get QuickBooks
Time included with their QuickBooks Online Payroll subscription. They simply need to launch and
activate the product from QuickBooks Online.
Customizing the chart of accounts

Your business, your needs
The chart of accounts is at the heart of any QuickBooks Online file. Although you can choose
a default chart of accounts when you sign a client up, you and your client may still need to
customize it to meet their business needs.
You can add value to your client’s business by ensuring that their chart of accounts reflects
the reporting requirements for their business.
There are several ways to edit a chart of accounts in QuickBooks Online to make it work for
your client. In this lesson, we’ll look at using chart of accounts templates for different
business types and other customization options.
To get the most out of this lesson, we recommend that you complete the one on the chart of
accounts first.
Learning outcomes
 Customizing the chart of accounts, and managing accounts in QuickBooks Online
Topics
 The benefits of having a customized chart of accounts

 Examples of customized charts of accounts
 Creating and using chart of accounts templates
 Enhanced capabilities with chart of accounts templates
 Adding account numbers
 Editing account names
 Merging accounts
 How to merge accounts
 Making an account inactive
 Account-editing limitations
 ProAdvisor challenge
The benefits of having a customized chart

of accounts
Setting up a client’s chart of accounts correctly in QuickBooks Online means paying
attention to their business’s needs and business profiles. Some clients may not want to
include accounts that don’t apply to their business. Still, they may need new accounts that are
specific to their industry or unique to their business.
As a ProAdvisor, you can help your clients reflect their needs in the way you set up their
chart of accounts (COA).
Watch the video to find out more about the benefits of customizing the chart of accounts
for different business types.
How can you and your clients customize their chart of accounts?
As well as adding accounts, edits to a default chart of accounts can include:

 Editing the names of default accounts
 Adding account numbers
 Merging accounts
 Changing the account type and/or detail type of accounts where permitted
 Making unused or redundant accounts inactive. Note that you can’t delete an account
We’ll explore how to make these changes later in the lesson.
Examples of customized charts of accounts

Let’s look at two different business types, their charts of accounts, and how the setup reflects
the accounting profile of each business.
Select each of the tabs to find out more.
 Sample client A
 Sample client B
Client A is a sole proprietor with no employees. Their primary focus when it comes to data
and reporting is customer profitability.
The reports that this client is most interested in are:
 Profit and Loss by Customer

 Unbilled Charges
 Balance Sheet
 Accounts Receivable Aging
How should you set up the chart of accounts for this client?
Because the client deals with job-related expenses in their business, they have two materials
accounts on their chart of accounts:
1. Job Materials (Purchases): Used for categorizing expenses that can be directly
attributed to a job (whether the expenses are billable or not)
2. Materials and Supplies (Overhead): Used for categorizing other expenses not
directly related to a job
Client B is a real estate investment company with a portfolio of multiple properties.
Their chart of accounts needs to reflect the business. The client has individual fixed asset
accounts for each property as well as individual liability accounts for each mortgage.
Because the tenants will be set up on the Customer list, the client can have one income
account to collect all the income and the appropriate expense accounts. There is no need to
set up subaccounts for each property.
To help you set up a client’s chart of accounts in a way that reflects the needs of their
business, QuickBooks Online allows you (as an accountant user) to create business-specific
chart of accounts templates and then use them as required. We’ll look at how to do this next.
Examples of customized charts of accounts

Let’s look at two different business types, their charts of accounts, and how the setup reflects
the accounting profile of each business.
Select each of the tabs to find out more.
 Sample client A
 Sample client B
Client B is a real estate investment company with a portfolio of multiple properties.
Their chart of accounts needs to reflect the business. The client has individual fixed asset
accounts for each property as well as individual liability accounts for each mortgage.
Because the tenants will be set up on the Customer list, the client can have one income
account to collect all the income and the appropriate expense accounts. There is no need to
set up subaccounts for each property.
To help you set up a client’s chart of accounts in a way that reflects the needs of their
business, QuickBooks Online allows you (as an accountant user) to create business-specific
chart of accounts templates and then use them as required. We’ll look at how to do this next.
Creating and using chart of accounts

templates
As an accountant user, you can create chart of accounts templates and use them as the basis
for configuring a client’s QuickBooks Online file with a chart of accounts tailored to their
business type.
To get started, in QuickBooks Online Accountant, go to Accountant tools and then select
COA templates.
Select each tab to find out more.
 Creating a new template

 Applying a template
1. To create a new template, select Add new template from the Chart of accounts templates
screen
2. Select the type of template you want to create, followed by Next
3. Enter a name for the template and toggle on account numbers if required
The template is prepopulated with accounts based on the type of template you chose.
4. To add more, select Add a new parent account
5. Enter a name for the new account, and select the appropriate account type and detail type.
To add a subaccount to an account, select Add new subaccount and fill in the necessary
details
6. Continue these steps until you have added all the extra accounts you need, then select Save.
The new template will now appear in the list on the Chart of accounts templates screen.
1. To apply a template to a client’s chart of accounts, select Apply template

2. Select the client from the dropdown, then select Save
The client’s chart of accounts will now be set up with the accounts you added and configured
in the template.
You can
further
customiz
e the
chart of
accounts
if
required
, using
the
methods
describe
d in this
lesson.
Enhanced capabilities with chart of
accounts templates
Creating a suite of business-specific templates is a good start when setting up your clients
with a customized chart of accounts. However, you can do more with templates to further
tailor a client’s chart of accounts—and save yourself time in the process.
Select the dropdowns to learn more about using chart of accounts templates.
Creating a template from scratch
Importing a template
Duplicating, editing and deleting templates
Applying a template to a client with existing accounts
ProAdvisor tip
Next, we’ll look at how you can customize a chart of accounts in QuickBooks Online,
starting with how to number the various accounts.
Adding account numbers

You might want to customize a client’s account numbering and hierarchies to create
consistency across all clients or to comply with the industry or the government’s accounting
standards.
Before you can add numbers to a client’s account, you need to enable numbering. Let’s see
how to do that, and then add some account numbers.
Watch the video to see how it’s done. The individual steps are below for you to follow.
To enable account numbers:
1. Select the Gear icon, then Account and settings

2. Select the Advanced tab from the left
3. Select anywhere in the Chart of accounts section to enable editing
4. Move the slider next to the Enable account numbers option. Note that this setting will affect
all users in the client’s company
5. Next, check the Show account numbers option. This setting allows account numbers to show
on the chart of accounts and on reports. If it is not selected, account numbers will be hidden
on reports—but clients will still be able to search for an account by number when they
record transactions
6. Select Save
7. Then select Done
QuickBooks Online now allows account numbers in the chart of accounts. It may
automatically assign account numbers, but these can be changed if needed.
To do this:
1. Select the Gear icon, then Chart of accounts
Alternatively, select Transactions from the left-hand navigation and select Chart of accounts
2. Select the Pencil icon above the Action column
3. In the Number column, enter the desired account numbers. These can be up to 20 digits long
4. When done, select Save
That’s it.
Editing account names

Sometimes, it’s a good idea to edit default account names to make them more appropriate or
easily identifiable for clients. This can help avoid errors such as posting transactions to the
wrong accounts.
To edit an account name, you need to be in the chart of accounts.
1. Find the account to rename and, from the Action column dropdown, select Edit
2. In the Edit account panel, enter the new account name in the Account name field
Merging accounts
Merging accounts is a common practice when there are duplicates or two accounts are being
used for the same thing.
Note that the merging process is permanent and can’t be reversed. Any transactions in
merged accounts are also merged and appear under one category in reports.
What do you need to be aware of when merging accounts?
To successfully merge accounts, the Account Type and Detail Type must be the same.
If the Account Type or Detail Type of the accounts doesn’t match, you may be able to edit it
to make it match. Note that the Account Type and Detail Type can’t be changed for most
default accounts or accounts linked to products and services.
To change the Account Type or Detail Type, find the account in the chart of accounts, and
from the Action column dropdown, select Edit.
To change the Account Type, select one of the icons at the top of the Edit account panel or
choose a new type from the Save account under dropdown. If changing the Detail Type,
select the new type from the Tax form section dropdown. Select Save when done.
What about subaccounts?
You can merge subaccounts that are under the same parent account. The Account Type and
Detail Type must be the same to do this. Also, the subaccount Account Type must be
identical to the parent Account Type.
How to merge accounts
Now let’s look at the process for merging accounts in the chart of accounts.
1. Find the account that you want to keep and, in the Action column dropdown, select Edit
2. In the Edit account panel, copy the exact Account name by highlighting and selecting the
name, then copying it
3. Select Cancel to close the Edit account panel
4. Back in the Chart of Accounts list, find the other account to be merged and—as before—
select Edit in the Action column dropdown
5. In the Edit account panel, paste the name of the previous account into the Account name
field. You need to replace the current name with the one that you copied from the first
account
6. Select Save
7. QuickBooks Online will ask you to confirm that you want to merge the account. To proceed,
select Yes, merge accounts
8. Finally, select Save again
These accounts are now merged in the chart of accounts.
Making an account inactive

When setting up a client file, you may want to make some default accounts inactive. This
helps keep the chart of accounts tidy and prevents clients from posting transactions to the
wrong or redundant account by mistake.
QuickBooks Online lists inactive accounts as deleted on reports. However, transactions in

inactive accounts remain part of the company data. They appear on reports if they were
posted to the account when it was active.
Select the headings to see how to make accounts inactive—and how to reactivate them.
 How to make an account inactive

 How to make an account active again
You can make accounts inactive individually or in batch.
To make a single account inactive:
1. In the Chart of Accounts screen, select the down arrow from the Action column for the
relevant account, then choose Make inactive
2. In the pop-up, select Yes, make inactive to confirm
To make multiple accounts inactive at once:

1. Select each one by placing a checkmark in the box to the left
2. Then, from the Batch actions dropdown, select Make inactive

3. To confirm, select Yes, make inactive
Use this same technique in the future to inactivate accounts that won’t be used again (such as
loans that have been paid off).
What happens when a balance sheet account is made inactive?
If your client needs to inactivate a balance sheet account, its balance will be moved to their
Opening balance equity account.
It’s therefore best practice to zero out the balance sheet account in question manually using
the appropriate date(s) and account(s), then make it inactive. A journal entry is created for the
day the account is made inactive.
Account-editing limitations
Because QuickBooks Online requires some default accounts to carry out essential functions,
customization has certain limitations.
You can edit the following accounts’ names, but they can’t be made inactive or merged:
 Accounts Receivable
 Opening Balance Equity
 Retained Earnings
This may appear under a different name to better suit a client’s business, such as if they are a
sole proprietor or a partnership. Be sure to check which of your client’s accounts has the
detail type of Retained Earnings (they can only have one)
 Reconciliation Discrepancies
 Unapplied Cash Payment Income
 (Sales tax agency name) Payable
Such as California Department of Tax and Fee Administration Payable
 Services
 Sales of Product Income
 Uncategorized Asset
 Uncategorized Expense and Uncategorized Income
The Inventory/Stock Assets and Cost of Goods Sold/Cost of Sales accounts can also be
renamed. They can be made inactive, too, as long as they aren’t assigned to a Product/Service
item.
Knowledge check
Which of the following options is NOT true regarding editing a chart of
accounts?
 Account numbers can be up to 20 digits long

 Merging accounts isn’t possible for all account types
 All transactions are deleted from an account if you make it inactive
 You can make an account active once it has been made inactive
Importing the chart of accounts, products

and services, customers, and vendors
Making things simple
QuickBooks Online makes it easy for you and your clients to set up a new account,
product/service, customer, or vendor from scratch.
However, some of your clients may already have a chart of accounts, or lists of their
products/services, customers, or vendors. It’s time-consuming to enter all these items into
QuickBooks Online manually, and mistakes can happen when entering data.
QuickBooks Online has a built-in importing tool that allows you and your clients to import
external lists. The tool also makes it easy to map the data to the correct fields in QuickBooks
Online.
However, clients are likely to need the know-how of an experienced ProAdvisor to configure
the data so that it maps to the correct fields in QuickBooks Online.
Learning outcomes
 Importing accounts, products and services, customers and vendors into QuickBooks
Online
Topics
 What’s involved in importing lists into QuickBooks Online?
 Importing a list into QuickBooks Online
What’s involved in importing lists into

QuickBooks Online?
Importing a list into QuickBooks Online is a straightforward process. The most time-
consuming aspect is making sure the list is configured in the correct format before you import
it.
Select the headings to discover more about importing lists into QuickBooks Online.
How do you import a list?
You or your clients can import a list from within the relevant center in QuickBooks Online.
For example, to import a products and services list from the Products and Services center,
select the down arrow next to New, then select Import.
If importing a products and services list, the chart of accounts must be set up first. This is
because each product and service is mapped to an account in the chart of accounts. So if you
need to import the chart of accounts, do this before importing the products and services list.
You or your clients can also import lists by going to the Gear icon and selecting Import
data.
Then choose the list type to import.
The second method works well if clients want to import several different types of lists into
QuickBooks Online, but they can only import one list at a time.
Note: The process for importing a list is covered in more detail later in the lesson.
What format do lists need to be in?
QuickBooks Online can import lists saved as Excel or CSV files. Clients can also connect to
a file in Google Sheets.
You need to ensure each list is set up or configured in the correct format so that QuickBooks
Online can map each data item to the correct field.
How do you know how to configure a list correctly?
QuickBooks Online includes sample files for each list type so that you and your clients know
how to format every list before you import it. You or your clients can download the sample
file by choosing the relevant list type from the Import screen and selecting either Download
a sample file for Excel or Preview a sample for Google Sheets.
Each sample file is preformatted with the column headings that QuickBooks Online needs in
order to add the data to the company correctly. Here’s a sample file for the chart of accounts:
If importing from Excel, we recommend downloading and saving the sample file as a
template then copying and pasting your client’s data into each column. Remember to delete
the sample data in each column first. Pay attention to which columns (fields) are included in
the template, their names, and their order.
Alternatively, you can update your client’s existing spreadsheet to match the sample file.
Once the list is configured correctly, you or your client can import it into QuickBooks
Online.
What if the client already has a chart of accounts, products and services, customers,
and/or vendors?
When importing a chart of accounts or a customer/vendor list, it won’t update or replace the
existing data if the record already exists. Instead, you’ll get an error message.
However, when importing a products and services list, you or your client can choose to
overwrite and update items already in QuickBooks Online. This makes it easy to import new
prices for existing products and services.
ProAdvisor tip
You’ll find more detail on importing lists into QuickBooks Online in the lessons on
exporting lists from QuickBooks Desktop and importing lists into a QuickBooks Online
company.
Importing a list into QuickBooks Online

Let’s look at how to import a list into QuickBooks Online.
We’ll look at how to import a products and services list from the Products and Services
center. The procedure is the same for importing a chart of accounts or a customers or vendors
list (except you can’t choose to overwrite these lists).
1. Go to the Products and services tab in the Sales center

2. Select the arrow next to New and select Import
3. Next, select Browse
4. Find the spreadsheet to be imported and select Open to upload it
5. Select Next
6. Check that the column headers in the list are mapped to the correct fields in QuickBooks
Online. The column headers in the spreadsheet are referred to as “Your Field” here
If “Your Field” says “No Match,” it means that QuickBooks Online doesn’t know which
column should be mapped to the QuickBooks Online field. It may be that the required
column doesn’t exist on the spreadsheet, or it has no data in it.
7. When you’re ready, select Next
8. On the next page, enter any data that’s missing from the spreadsheet, such as the income or
expense account, or sales or purchase price
In order to select the necessary accounts for products and services, the chart of accounts
must be set up first.
9. If importing a products and services list, select the checkbox in the bottom left corner if you
wish to overwrite and update any items already in QuickBooks Online that have identical
names to those in the spreadsheet
If you try to import a new products and services list containing items that already exist in
QuickBooks Online without selecting this checkbox, you’ll see an error message and the list
won’t be imported.
10. Once you’ve done this, select Import
That’s it! You’re done.
Knowledge check
Here is the Customers center in a client’s QuickBooks Online company:
Where can you go to import a customer list into QuickBooks Online? Select
all that apply.
 Customer types, then select Import customers

 The Gear icon, then select Import data
 The Gear icon, then select Account and settings
 New customer, then select Import customers
 The down arrow by New customer, then select Import customers
 Personalized path Getting started Intermediate skills
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Managing the products and services list

Save time with automation
The products and services list in QuickBooks Online contains the details of the items and
services that a client sells to their customers. As clients add new products/services—or
discontinue them—they’ll need to keep their products and services list up to date.
This can be a challenge for clients, especially those with larger businesses.

QuickBooks Online gives you and your client the tools to manage the products and services
list and keep it in good shape.
Helping your clients understand how products and services work in QuickBooks Online is a
vital part of helping them get the most out of their accounting software. If you can get your
clients into good habits managing their products and services list, it’ll be easier for everyone
in the long run—including you!
To get the most from this lesson, we recommend completing the ones on the Chart of
accounts and the products and services list first.
Learning outcomes
 Managing the products and services list in QuickBooks Online
Topics
 Product and service types

 The Products and services center
 Creating and using product categories
 Setting up products and services to sell and/or purchase
 Products and services settings
Product and service types

You or your client must select the appropriate item type when adding an item to QuickBooks
Online. Here’s a quick recap of the available item types:
Inventory (available in QuickBooks Online Plus and Advanced

only)
These are items that are bought and sold, and whose quantities on
hand are tracked. Your clients must subscribe to QuickBooks Online
Plus or Advanced to use this feature.
Non-inventory
These are items that are bought and sold, and whose quantities on
hand are not tracked. Your clients may use this item type for small
parts used in the installation or delivery of a product.
Service
These are services that are provided to your client’s customers. They
can be one-time, recurring, or fixed-fee services.
Bundle
This is a collection of products and services that are sold together.

For example, a package that includes an exterior door and a security
lock, or a product installation that includes both labor and materials.
The Products and services center

The products and services list can be found in the Products and services center in
QuickBooks Online.
To open the Products and services center, select Sales from the left-hand navigation, then
Products and services.
Select each of the highlighted areas to find out more.
Creating and using product categories
Product categories in QuickBooks Online allow your clients to group items of the same type.
For instance, if your client has a retail business selling hiking gear, they may want to create
product categories for items such as hiking boots, backpacks, and tents.
Categories help you and your client easily find products or services. They are also very useful
when running sales and inventory reports, as they make it easy to compare and explore data
by product category.
Select each question to reveal more about creating and using product categories.
How do you create a product category?
Can you add sub-categories to a category?
How do you assign a product/service item to a category?
Can you create a product category when you add a new product/service?
You and your clients can create a new product category before adding new products/services
to QuickBooks Online. To do this:
1. Select More, followed by Manage categories
2. If your client wants to be more specific with grouping items, they can also create sub-
categories.
3. Note that you can only add a sub-category via the More > Manage categories > New
categories method, not when setting up a new product/service item.
4.
5. To create a sub-category, select the Is a sub-category checkbox in the Category
information panel. This will make a second dropdown appear, from which clients can
assign the sub-category to an existing category.
6. The sub-category appears in the categories list, as you can see here:
7.
8. Note that you can only have up to four category layers, including the parent.
9. Once you’ve set up a product category, you can assign a product/service item to it
when you’re adding the item in QuickBooks Online.
10. You can also assign an existing product/service item to a product category. To do this,
select Edit from the Action column in the Products and services center.
11. Either way, in the Product/Service information panel, select the appropriate category
from the Category dropdown:
12.
13.
Note: If you choose a sub-category here, it will appear in the Category name field as
“Category name:Sub-category name.” For example, “Vehicle inspections:Oil
inspections.”
Yes, you or your client can also create a new product category when setting up a new
product/service.
Note that you can only create a new product category when you add a new non-inventory,
service, or inventory item—not a bundle.
1. Start by setting up a new product/service, as described in the lesson on the chart of

accounts and the Products and services list
2. When you get to the Category field, open the dropdown and select Add new
3. Give the category a suitable name and select Save
4. Continue to add the remaining item details, then select Save and close
The item will be listed under the new product category in the Products and services list.
ProAdvisor tip
ProAdvisor tip
Follow the link for more information on grouping products and services into different
categories.
Setting up products and services to sell

and/or purchase
Now let’s look at another aspect of setting up products/services where your clients may need
extra guidance.
In the Product/Service information panel, clients have the option to tell QuickBooks Online
whether they:
 Sell this product/service to their customers

 Purchase this product/service from a vendor (available in QuickBooks Online Plus and
Advanced only)
Select the headings to reveal what additional detail the client needs to enter for each
option.
 Sell the product/service

 Purchase the product/service
Clients who select this option need to fill in the following details:
 Which account in the chart of accounts will be credited when they generate a sales form for
this item
 The sales tax rate for the item
The following details are optional, but can save your clients time as they will automatically
populate the corresponding fields in any sales forms generated for the product or service:
 A description of the item

 The sales price/rate (if the rate it constantly changing, this field should be left blank)
What do clients need to be aware of when setting the sales tax rate?
For clients who use sales tax in QuickBooks Online, QuickBooks Online calculates the sales
tax using the standard rate by default. With this setting, when clients add a new taxable
product/service, sales tax is calculated based on the seller’s (that is, the client’s) location.
Clients can change the sales tax rate to a custom rate or tell QuickBooks Online that the item
is non taxable, if applicable.
You can dive deeper into how sales tax works in QuickBooks Online by exploring the lessons
on basic sales tax setup and advanced sales tax activities.
Clients with QuickBooks Online Plus or Advanced can add additional information about
products or services they purchase from vendors. Clients who choose this option must select
the expense account that will be debited when the item is added to a purchase transaction.
To make generating expense forms for the product or service easier, clients may also choose
to fill in:
 A description of the item

 The item cost
 The preferred vendor, if they have one
Products and services settings
QuickBooks Online allows you or your clients to customize certain product and service
features, such as whether to include product/service information on sales forms (invoices,
estimates, and sales receipts) and whether to turn on inventory tracking.
To customize the fields and columns on sales forms, select the Gear icon and then Account
and Settings. Select Sales from the left menu and scroll to the Products and services section.
Select each highlighted area to find out more about the setting options.
Knowledge check
Which of the following statements about adding sub-categories to the product
and services list are correct? Select all that apply.
 You can only add up to 4 category and sub-category levels, including the parent
 You can only assign a product or service item to a sub-category when you’re setting it
up for the first time
 You can only add 1 sub-category level to a product category
 You can create a sub-category when you’re setting up a new product/service item
 You can edit existing product/service items to assign them to a sub-category
Managing customers and vendors

Keeping things in shape
As a client’s business grows, they’ll likely work with new customers and vendors. Depending
on their business, clients may have customers and suppliers on their lists with whom they no
longer do business.
It’s important that clients keep their customers’ and vendors’ lists up-to-date. This can be a
challenge for them, especially those with high customer turnover (such as retail businesses).
QuickBooks Online gives you and your clients a great set of tools for managing their lists of
customers and vendors.
Clients can add, edit, and remove customer and vendor information. They can also group
customers by type to help them organize their customer lists and generate meaningful data.
To ensure you get the most from this lesson, we recommend that you work through the
training on adding customers and adding vendors first.
Learning outcomes
 Managing the customer and vendor lists in QuickBooks Online
Topics
 Exploring and using the Customers and Vendors centers

 Editing a customer’s or vendor’s details
 Managing vendors who are contractors
 Customer types
 Summing up
Exploring and using the Customers and

Vendors centers
QuickBooks Online has both a Customers and a Vendors center to help your clients manage
their customers and vendors. These centers are where the client can add new customers and
vendors—and make existing ones inactive.
The two centers look and function similarly, so let’s look at what they have in common.
Select the headings to explore the Customers and Vendors centers.
How do you open the Customers center and the Vendors center?
What information do the Customers/Vendors centers provide?
What actions can you take with a customer/vendor?

How can you add a new customer/vendor?
How can you remove or delete a customer/vendor?
Editing a customer’s or vendor’s details

You and your clients can update a customer’s or vendor’s details in QuickBooks Online, for
example, to update their address.
To do this, select the appropriate name from the customer/vendor list, then select Edit from
the top of the panel.
This opens the Customer/Vendor details panel. You or your clients can now edit information
about the customer/vendor, such as their contact details, addresses, and payment details.
You’ll find a detailed explanation of each section of the Customer/Vendor details panel in the
lessons on adding customers and adding vendors.
Managing vendors who are contractors
Another feature of the vendor list is that it allows clients to track contractors who are eligible
for 1099s.
A vendor will be marked as eligible for 1099s if the client checks the Track payments for
1099 box when they add or edit the vendor.
In this case, the vendor will be set up as a contractor—and added to the client’s Contractors
center.
Follow the link to discover more about how to set up contractors and track them for 1099s.
You may also find it useful to explore our training on QuickBooks Online Payroll, which
covers managing contractors.
Customer types
As a client’s list of customers grows, they may want to group—or categorize—their
customers. This makes it easier to filter their customer list and run reports by customer.
This is where the customer types feature in QuickBooks Online Plus and Advanced comes in,
allowing you or your client to group customers into different segments. For instance, the
client may want to mark customers by how they heard about the business (for example,
through referral or online search). This could help the client with future marketing and
promotion campaigns.
Use the following questions to discover more about customer types.
How do you create a new customer type?
 In the Customers center, select Customer types from the top

Here you can see the list of customer types that have already been created.
 To create a new one, select New customer type

 Give it a suitable name and select Save
How do you assign a customer type to a customer?
Once you’ve created a customer type, you can assign it to a customer by going to the
Customer details panel.
1. Select Edit
2. Scroll down to the Additional info section and select the appropriate Customer type
from the dropdown
3. Then select Save
You can assign a customer type to multiple customers by using the Batch actions tool in the
Customers center, as shown here:
How can you view customers by customer type?
Back in the Customers center, go to the Grid Gear icon and check the box for Customer
type.
This adds a Customer type column to the grid, as you can see here:
How can you run reports by customer type?
Clients can also run reports that show transactions by customer type. The Sales by Customer
Type Detail report shows transactions grouped by customer type.
If clients are using Classic View for their reports, they can also:
 Customize the Sales by Customer Detail and Customer Contact List reports to
add the Customer Type field
 Filter all three reports (Sales by Customer Type Detail, Sales by Customer Detail,
and Customer Contact List) by Customer type
You can find out more about running and customizing reports in the Basic reporting options
and Customizing reports lessons.
ProAdvisor tip
Follow this link for more in-depth guidance on setting up and assigning customer types in
QuickBooks Online.
Knowledge check
Here you can see the Vendors center for a client.
What should you select to remove a vendor from the list?
 The Delete option from the dropdown in the Action column

 The Delete button from the Vendor information screen
 The Make inactive option from the down arrow next to the New vendor button
 The Make inactive option from the dropdown in the Action column
Summing up
Learning outcomes
 Managing the customer and vendor lists in QuickBooks Online

Knowledge recap
Keeping the customer and vendor lists up-to-date and accurate in QuickBooks Online should
be an essential part of the client’s regular maintenance activities. Whether editing a customer
or vendor’s details or making them inactive, the Customers and Vendors centers make it easy
for clients to keep their books in good shape.
Adding and managing users

Giving people what they need
If you didn’t invite the client to QuickBooks Online during the sign-up process, you’ll need
to add them once you’ve set it up.
The client will likely need to add other users too. However, they may want to keep some of
their company information confidential and control who has access to specific areas and
features of the business.

When clients add a user in QuickBooks Online, they can choose which areas of the business
they have access to—and what they can see and do within that area.
You can control these permissions by selecting a user type for each person added to the
company file. Some user types have predefined permission levels, while others can be
customized to match the individual user’s requirements.
Learning outcomes
 Assigning and managing user permission settings in QuickBooks Online
Topics
 User types and permissions

 Adding a new user to QuickBooks Online
 Editing and deleting users
User types and permissions

Let’s start by looking at the user types you or your clients can add to QuickBooks Online.
When adding a user, your client can manage their role and limit their access to specific tasks.
They can also choose what the person can see and do within different areas of QuickBooks
Online, such as customers and sales, or vendors and purchases. To achieve this, set the person
up as the appropriate user type from the list below.
Select each user type to see what they can and can’t do.
Primary admin
The primary admin has access to every part of the QuickBooks Online account. They can
manage all other users and other admin tasks.
You can set yourself up as the primary admin when you create the subscription, otherwise the
person whose email you enter for the subscription will be made the primary admin. The role
of primary admin can be transferred to another user later on. Note that there can be only one
primary admin per company, regardless of the subscription level.
Follow this link to find out how to change the primary admin user in QuickBooks Online.
Company admin
A company admin has access to all areas of QuickBooks Online, including company
settings. They also have full access rights to all other products and services the client
subscribes to, such as QuickBooks Payroll and QuickBooks Payments.
Standard user
There are several standard user types, so you and your clients can control which areas of
QuickBooks Online different users have access to:
 Standard all access users have full access without admin privileges, plus access to
Payroll
 Standard limited customers and vendors users can see and do everything with
Customers and Sales, and Vendors and Purchases
 Standard limited customers only users can see and do everything with Customers
and Sales
 Standard limited vendors only users can see and do everything with Vendors and
Purchases
 Standard no access users have some permissions and can submit their own
timesheets but can’t use accounting features
Custom role
Custom roles are only available to QuickBooks Online Advanced subscribers. These offer
even more refined and tailored permissions than standard users. For example, you or your
client can set up a custom role so that the person can only see the Bank Deposit screen. Once
you set up custom roles, you can assign the custom role to client users.
Follow this link to learn more about adding custom roles in QuickBooks Online Advanced.
You’ll also find more in-depth training in the lesson on custom roles in QuickBooks Online
Advanced.
View company reports
Available only to QuickBooks Online Plus and Advanced subscribers, View company
reports users sign in to a special version of QuickBooks Online that gives them access to
almost all reports, except reports showing payroll and contact information.
Everything a View company reports user needs is in this view. They won’t see the left-hand
navigation—including the + New function.
View company reports users still have access to most functions in the Reports center, such as
being able to add reports to their Favorites. They can create custom reports and add report
groups, but can’t view the actual transactions.
Track time
The Track time user options are available in QuickBooks Online Essentials, Plus, and
Advanced subscriptions.
Track time only users sign in to a special version of QuickBooks Online that only allows
access to the timecard feature. They can fill out and change their own timesheets—but they
don’t have access to other users’ timesheets.
The same applies to Track time and submit expense claims users, but they can also send
expense claims.
ProAdvisor tip
Follow this link to delve deeper into user roles and access rights in QuickBooks Online.
Adding a new user to QuickBooks Online

Let’s see how to add a new user to a QuickBooks Online company. Note that only the
primary or company admin can add new users.
1. Select the Gear icon followed by Manage users
2. From the Users tab, select Add user
3. Enter the new user’s first name, last name and email address and select their role from
the Roles dropdown
You can scroll down to view all areas of access for the chosen role.
4. Select Send invitation

The new user will now appear in the Manage users screen with the status of Invited. The
employee will get a notification email with a link. They need to follow the link to sign in and
get access.
Editing and deleting users

Once a user is added to QuickBooks Online, you or the client can edit their user profile. To
do this, select Edit from the Action column in the Manage users screen:
From here, clients can update the person’s name and email address. They can also change
their user type. For example, suppose the employee they previously set up as a Reports only
user now needs access to the full accounting tools and features. In this case, clients can select
the appropriate option from the Roles dropdown. They then need to configure their
permissions the same way as when they add a new user.
You and your clients can also delete a user from the company when, for example, an
employee leaves the business. To this, select Delete from the three dots next to Edit in the
Action column:
Knowledge check
One of your clients asks you to give a new employee access to QuickBooks Online. The
employee will be dealing with all aspects of the business, including payroll, but they
shouldn’t have any admin privileges.
What user type should you choose when you add the employee?
 Company admin
 Primary admin
 Standard all access
 Standard limited access
Summing up
Learning outcomes
 Assigning and managing user permission settings in QuickBooks Online
Knowledge recap
You can now help your client add and manage users in QuickBooks Online. Clients will want
to ensure that employees can access the areas and features of QuickBooks Online that they’re
meant to, but nothing more.
Adding apps
More help at hand
QuickBooks Online makes it easy to manage clients’ core accounting needs. However, they
may have industry-specific needs, or require functionality in addition to their QuickBooks
Online.
QuickBooks Online is more than an accounting application. It offers a range of apps to

capture data in a way that suits the client’s business. With apps, clients can enhance existing
functions and save time and money.
Learning outcomes
 Selecting, adding, and managing apps in QuickBooks Online
Topics
 The benefits of apps

 Selecting an app
 Adding and managing apps
The benefits of apps

QuickBooks Online is an open platform, so developers can create apps that integrate with it.
This allows data to flow easily from the apps into QuickBooks Online—making it even more
useful.
For instance, clients can use an app to connect their webstore to QuickBooks Online so that
customer data from the webstore feeds into QuickBooks Online.
Intuit has a rigorous testing process for prospective apps to ensure they meet strict
requirements before they can be offered to QuickBooks Online users.
Watch the video to find out more about the benefits of using apps.
Selecting an app
Client or accountant users with Admin access can see all the apps available from the Apps
center from the left-hand navigation. However, even without a QuickBooks Online account,
anyone can browse the integrable apps via apps.com.
Before we dive into how clients can add apps to their company account, let’s look at some
things that can help them choose the right app for their needs.
Select the questions to find out more.
How do I decide which app to select?
There’s plenty of information available to help clients find the best app for any given
situation.
If accessing the Apps center from the left-hand navigation, clients will see the Find apps tab.
Here, clients can browse categories or use the most popular search keywords. By scrolling
down, they can see preselected app categories such as popular, highly rated, or free apps.
Once clients find and select an app, they can find out more about it before committing to it.
For example, the Overview section offers key information about the app and its benefits, and
the Reviews tab gives a ratings snapshot and reviews from people who’ve used the app.
By selecting the Similar tab, clients can find shortcuts to other apps that are similar, helping
them choose the one that best meets their needs.
What are Premium Apps?
Premium Apps are purpose-built apps that fully integrate with QuickBooks Online and make
it seamless for clients to manage their workflows in one place.
Clients who are signed up for QuickBooks Online Advanced can enjoy additional benefits
from using Premium Apps. These benefits include pricing discounts, enhanced functions, and
deeper integrations with QuickBooks Online.
Can I try out an app before purchasing it?

Yes, that may be possible. Most apps available in QuickBooks Online offer a free trial period
without the need to give credit card information. Clients can also request a demo of the app
from the developer or sign up for a webinar to learn about it.
However, because (in most cases) it’s not recommended to test an app with a live
QuickBooks Online company, it’s best practice to create a trial company for testing purposes.
What else do I need to consider when selecting an app?
Before subscribing to an app, you or your client should check its billing policies, including
whether the vendor charges monthly or annually.
You or your client may also want to read the privacy statement on the app’s website to find
out how it shares data with other parties and review the options available to get direct support
from the vendor in case of issues.
ProAdvisor tip
Many app developers offer partner programs, incentives, or special discounts for referring
your clients. These can be an additional revenue stream for your firm.
Adding and managing apps

Once clients have selected the right app, it’s easy to add it to the company account. However,
only users with Admin rights can access the Apps center from the left-hand navigation, and
add and manage apps.
Select the tabs to learn more about adding and managing apps.
 Adding an app
 Managing apps
To add an app, simply select it from the Apps center and then select Get app now.
The on-screen steps guide clients through the installation process.
Note: Installing an app can make changes to existing data that clients may not be able to
undo. You can help them review each step to avoid making irreversible changes.
Once the app is installed, it appears in the My Apps tab of the Apps center.
Adding apps for clients from QuickBooks Online Accountant
Firm users with Admin access to client company files can also add apps for clients by
navigating to the Apps center in QuickBooks Online Accountant, then selecting the Client
apps tab. There, all apps connected to client accounts appear.
All active apps appear in the My apps tab of the Apps center. Clients can launch apps from
here and can disconnect an app by selecting the down arrow next to it.
Note that in some cases, only the Admin user who connected the app may be able to
disconnect it. Follow this link for more information on how to disconnect an app and change
subscription.
Knowledge check
Who can add apps to client company accounts?
 Only Admin users can add apps to a company account

 Only the primary admin can add apps to a company account
 Anyone with access to apps.com can add apps
 Anyone with access to the company account can add apps, but only Admin users can
add Premium Apps
Summing up
Learning outcomes
 Selecting, adding, and managing apps in QuickBooks Online
Knowledge recap
You can further enhance your client’s QuickBooks Online company with many integrable
apps.
 Personalized path Sales and customers Intermediate skills
10 of 10 Viewed
Customizing sales forms
Stand out from the crowd
QuickBooks Online’s out-of-the-box forms, such as invoices and purchase orders, allow your
clients to create documents and send them to customers with no fuss.
However, some clients may want to customize their forms (to add additional fields to show
specific information, for example). They may also want to change how their forms look and
the information that they contain.
QuickBooks Online has tools that allow your clients to customize specific forms.
With these customization tools, clients can add unique fields to their sales forms and/or
purchase orders, as well as create customized templates for their invoices, estimates, and
sales receipts.

Learning outcomes
 Customizing sales forms in QuickBooks Online
Topics
 Options for customizing forms

 Adding a custom field to sales forms
 How many custom fields can be added?
 Creating a custom form style
 Customizing the form design
 Completing a custom form template
Options for customizing forms

QuickBooks Online has two key features that allow clients to customize forms. Both are
accessed from the Gear icon.
 Custom fields allow clients to add unique fields to their sales forms and/or purchase orders
 Custom form styles allow clients to create customized templates for their invoices,
estimates, and sales receipts
Select each heading to explore how that feature works.
 Custom fields
 Custom form styles
Opening the Custom fields tool displays a list of existing custom fields. In the example
below, you can see that two custom fields have been created: one for purchase orders and the
other for sales forms.
Note that if you’re setting up QuickBooks Online for a new client, this will likely be empty
when you first open the Custom fields tool. There might be fields here if you converted their
company file from QuickBooks Desktop.
ProAdvisor tip
Clients using the new estimate and invoice experience can also customize their invoices and
estimates when they create them. The customization tools can be found directly on each sales
form.
To find out more, check out this article on customizing estimates and invoices in QuickBooks
Online.
Adding a custom field to sales forms

Let’s look at how to add a custom field to forms in QuickBooks Online Plus and Essentials.
1. Select the Gear icon, then select Custom fields

2. Select Add field
3. In the Name field, enter the name of the custom field
4. To customize sales forms such as invoices, check the box next to All Sales forms
5. Use the Print on form slider to make the custom field appear on printed or emailed
transactions
Back on the Custom fields screen, the new custom field appears. Note that there’s a
checkmark in the columns of the transaction forms that the custom field applies to.
The Print icon next to them indicates whether the custom field is set to show for
customers and vendors on printed or emailed forms.
The new custom field now appears on transaction forms that the custom field applies
to.
ProAdvisor tip
By turning off the Print on form slider, clients can add custom fields for internal use only
(fields they don’t want customers or vendors to see). Always remind clients to check which
custom fields they want to show on printed or emailed forms!
How many custom fields can be added?

The number of custom fields that clients can add to forms depends on their subscription level,
as shown here:
Subscription level Sales forms Purchase orders
QuickBoo Not available Not available

ks Online
Simple
Start
QuickBoo Up to 3 Not available

ks Online
Essentials
QuickBoo Up to 3, shared across both sales forms and purchase orders. To apply the same
ks Online custom field to both form categories, select the checkboxes when you’re creating
Plus the field.
QuickBoo Up to 12 active custom fields for each transaction type in the following form
ks Online categories:
Advanced
 Purchase orders
 Sales forms
 Expense forms
Clients can also add up to 12 custom fields to:
 Customer profiles
 Vendor profiles
 Projects
Follow this link for a detailed article on how to create and edit custom fields in
QuickBooks Online Advanced.
Creating a custom form style

Now let’s explore how to create a custom form style. For this example, we’ll create a
customized template for invoices.
To start, select the Gear icon, then Custom form styles.
From the dropdown next to New style, select Invoice.
The custom form tool has three tabs: Design, Content, and Emails. It opens at the Design tab
by default, as you can see here:
Let’s look at these tabs in more detail, starting with customizing the form design.
Customizing the form design

The Custom form styles tool has an extensive selection of options for customizing the form
design. Let’s walk through these now.
Watch the video below to see how it’s done. The individual steps are here for you to
follow.
1. In the Design tab, start by giving the template a unique name

2. To change the template’s design, select Dive in with a template and choose one of the
options
Note that changing a template design may affect progress invoices. To confirm the new
template, select Change template.
The preview on the right updates with the changes to show what the form will look like.
3. To add a logo, select Make logo edits and choose the Plus icon to upload a new logo. When
done, select Save
4. To modify how and where the logo appears on the form, use the size and placement options
5. Change the colors used for highlighting by selecting Splash on some color
6. To change the font style and size, use the options under the Get choosy with your font
section
7. Review and edit the printing options by selecting the When in doubt, print it out section
Once ready, move on to the Content tab to edit more details of the template.
ProAdvisor tip
Note that the wording of the five features in the Design tab may vary across different
QuickBooks Online companies. For instance, you might see Change up the template instead
of Dive in with a template. However, the functionality in each case is identical.
Completing a custom form template

Once you’ve configured a custom sales form design, you can define what content to include
on the form and how you want it to appear in emails.
You can then use the customized form style as the new template for the associated transaction
type.
Let’s explore this by looking at how to create a custom form style for invoices.
Select each question to find out more.
How can you specify which content to include on the sales form?
How can you customize how the form appears in emails?
What should you do once you’ve customized the form style?
How do you use a custom template when you’re creating a sales form?
Knowledge check
Which of the following statements about adding a new custom field in
QuickBooks Online Plus are correct? Select all that apply.
 You can add up to 12 custom fields to sales forms, but only 3 to purchase orders
 You can add a custom field to either sales forms or purchase orders, but not both
 You can add up to 3 custom fields to sales forms and purchases orders
 Custom fields are included on printed and emailed forms by default
 You can add the same custom field to sales forms and purchase orders
Take our ProAdvisor challenge

Ready to test your skills?
Complete the following task and help a sample client,

Craig’s Landscaping company, customize an invoice.
To complete the task, you need to:
 Right-click on the Craig’s Landscaping link below and select copy link address
 Open a new browser window in private view (Incognito in Chrome, InPrivate in Microsoft
Edge, Private Window in Safari, and so on), then right-click and paste the full link
Craig’s Landscaping is a practice account and a safe space for you to explore and try out
new things without worrying about making a mistake or breaking something. Once you
close the window, the account is completely refreshed, so you can start over again.
Craig’s Landscaping
The task
How did you do?
Our solution
Having trouble?
Summing up
Learning outcomes
 Customizing sales forms in QuickBooks Online
Knowledge recap
QuickBooks Online’s built-in tools for customizing forms give your clients the flexibility and
control to personalize their sales forms and purchase orders. With some up-front support from
you to help get them started, your clients can quickly start getting the most out of their
accounting software.
Working with estimates and purchase
orders
From estimate to invoice
Sometimes, clients may need to provide an estimate (also known as a proposal or quote) for a
job to submit to their customer for approval.
When an estimate is accepted, the client needs to ensure that they use the correct data on
purchase orders and invoices.
QuickBooks Online allows clients to create and track the status of estimates and convert them
into invoices at the end. Clients subscribed to QuickBooks Online Plus and Advanced can
also use estimates to create purchase orders, saving time and headaches.

Learning outcomes
 Creating estimates in QuickBooks Online and converting them to purchase orders and
invoices
Topics
 Overview of the estimate workflow

 Creating an estimate
 Enabling purchase orders
 Using an estimate to create a purchase order
 Converting a purchase order to an expense or bill
 Converting an estimate to an invoice
Overview of the estimate workflow

Estimates are non-posting transactions that your clients can send to their customers to
indicate how much their product or service would cost.
When clients record estimates in QuickBooks Online, they can track the progress of the
transaction and transfer its details to purchase orders to order goods from vendors, and then to
invoices to bill for the work at the end.
Using the estimate workflow saves time and eliminates human error because clients don’t
have to re-enter information manually when creating purchase orders and invoices.
When an estimate is fully invoiced, its status automatically changes to Closed. If some items
aren’t going to be invoiced, the estimate can be manually marked as closed instead.
Any estimates created by the client are saved in the Sales center. From here, clients can easily
view and manage their estimates in the All sales tab by filtering by transaction type. They can
also convert estimates to purchase orders and invoices, as you’ll see later.
Estimates can also be found in the Customers tab. Select an individual customer then select
the Transaction List tab for that customer.
Some of your clients may have access to the Estimates tab in the Sales center. If so, they can
also manage everything to do with estimates there.
Creating an estimate
Let’s see how to create an estimate.
1. Select + New and then Estimate

2. From the Customer dropdown, select the customer the estimate is for
3. Set the Estimate date and the Expiration date. In this example, set the Expiration date two
weeks after the Estimate date
4. In the Product/Service column, enter the details of the job
If necessary, multiple products or services can be added to the estimate.

5. Adjust the Quantity and Rate if needed
6. Next, select Save and send
7. Review the estimate and the content of the email in the Send email screen. When ready,
select Send and close
That’s it. QuickBooks Online will send the email with the estimate to the customer.
Enabling purchase orders
Clients using QuickBooks Online Plus or Advanced can create a purchase order using an
estimate.
To enable this option, follow these steps:
1. From the Gear icon, select Account and Settings

2. Next, select the Expenses tab
3. In the Purchase orders section, move the Use purchase orders slider to switch it on
4. When you’re done, select Save, followed by Done
For product and service items to show up on a purchase order, clients must set them up to be
used on purchase transactions. Clients can do this when they add a new item to QuickBooks
Online, or by editing an existing item in the Products and services center.
You’ll find the relevant setting by scrolling down to the Purchasing information section and
selecting the I purchase this product/service from a vendor checkbox. Note that this isn’t
necessary for inventory items.
You can find more information on setting up items that clients purchase from vendors in the
lesson on managing the products and services list.
Using an estimate to create a purchase
order
Once the purchase order option is enabled, clients can create a purchase order using an
estimate.
1. From the left-hand navigation, select Sales, and then All Sales
2. On the money bar, select the Estimate box
3. From the Action column, select Edit on the estimate to be turned into a purchase order
4. Next, select the down arrow next to Create invoice and select Copy to purchase order
5. On the Purchase Order screen, select the Vendor to order the item from
6. If the item will be shipped directly to the customer, select the customer from the Ship to
dropdown. Otherwise, the item will be shipped to the company
7. Review and adjust any details as necessary
8. When done, select Save and send
9. Review the content of the email with the purchase order then select Send and close
The purchase order is now sent to the vendor.
Converting a purchase order to an expense

or bill
Once the vendor delivers the item, your client can add the purchase order to a bill or expense,
depending on how they’d like to pay for it.
To do this, follow these steps:
1. From the left-hand navigation, select Expenses, then Vendors

2. On the money bar, select the Purchase Order box
3. Find the purchase order and select either Create bill or Create expense from the dropdown
Note how some details are pre-filled. Enter any missing details.
4. From the drawer on the right, select Add to add the details of the purchase order to the
expense
5. When done, select Save and close
You can also quickly copy a purchase order to a bill from the Expenses tab. To do this, select
Copy to bill from the dropdown in the Action column.
The bill automatically populates with the details from the purchase order. Add any additional
information to the bill before saving it.
Alternatively, open the purchase order and select Copy to Bill.
Converting an estimate to an invoice

Finally, let’s see how to invoice the customer when the job is complete.
This can be done directly from the original estimate sent to the customer, even if it’s also
been used to generate a purchase order for the job.
It’s possible to partially invoice an estimate, but only if progress invoicing is turned on. You
can learn more about this in the Progress invoicing lesson.
1. From the left-hand navigation, select Sales, and then All Sales
2. Select the Estimate box in the money bar
3. Find the estimate and select Convert to invoice from the dropdown in the Action column
4. Review the details, including the due date
Any other estimates or billable time and expenses can be added to the invoice from the
drawer on the right. If necessary, clients can also change the quantity and price on the
invoice.
5. Select Save and send
6. Review the invoice and the content of the email in the Send email screen. When ready, select
Send and close
The estimate will automatically be marked as Converted in the Sales center, and marked as
Closed, even if only partial quantities are added to the invoice.
That’s it!
Take our ProAdvisor challenge

Ready to test your skills?
Complete the following task and help a sample client,

Craig’s Landscaping company, create an estimate,
then invoice the customer.
To complete the task, you need to:
 Right-click on the Craig’s Landscaping link below and select copy link address
 Open a new browser window in private view (Incognito in Chrome, InPrivate in Microsoft
Edge, Private Window in Safari, and so on), then right-click and paste the full link
Craig’s Landscaping is a practice account and a safe space for you to explore and try out
new things without worrying about making a mistake or breaking something. Once you
close the window, the account is completely refreshed, so you can start over again.
Craig’s Landscaping

The task
How did you do?
Our solution
Having trouble?
Knowledge check
Which of these statements about estimates in QuickBooks Online Plus and
Advanced are true? Select all that apply.
 Estimates are posting transactions

 Estimate data can be used to create a purchase order
 Estimate data can be used to create a vendor credit
 Estimate data can be used to create an invoice
Summing up
Learning outcomes
 Creating estimates in QuickBooks Online and converting them to purchase orders and
invoices
Knowledge recap
Clients can track the status of estimates and turn them into invoices. Clients with QuickBooks
Plus or Advanced subscriptions can also convert estimates into purchase orders.
Customer statements
Ready-to-go statements
Customers may sometimes have outstanding balances or want to see a summary of all their
transactions with your client’s business. If that happens, your client can send them a customer
statement.
Clients can easily generate different kinds of customer statements in QuickBooks Online. These can
serve as gentle reminders about upcoming deadlines, or provide a summary of the transaction
history between your client and the customer.
Learning outcomes
 Creating customer statements in QuickBooks Online
Topics
 Customer statement types

 Creating a customer statement
 Alternative methods of creating customer statements
 Viewing and deleting customer statements
Customer statement types

Customer statements list a customer’s transactions, including invoices, payments received,
credits applied, and balances.
With QuickBooks Online, clients can create three types of customer statements: Balance
Forward, Open Item, and Transaction Statement.
Select each statement type to find out more.
 Balance Forward
 Open Item
 Transaction Statement
The Balance Forward statement shows a beginning balance, together with a list of sales
transactions (including invoices, sales receipts, payments, and credit memos) for a selected
date range, plus a running balance.
It’s perfect for situations where a client wants to show activity during a specified time period,
together with a running balance of the total owed on their account.
Here’s an example of a Balance Forward statement for a customer:
Creating a customer statement

Now let’s look at how to create a customer statement. The steps are as follows:
1. Select + New, then select Statement

This displays a list of customers for whom statements apply.
2. Select the checkboxes for the customer(s) you wish to create statements for
3. Select the Statement type from the dropdown. For this example, we’ll create a Balance
Forward statement
4. From the Customer Balance Status dropdown, choose whether you want the statement to
list All, Open, or Overdue transactions
5. Next, enter a statement date (typically the date when you’ll issue the statement)
6. Specify the date range that you want the statement to cover
7. Check that the statement contains the correct information before you send it to the selected
customer(s). To do this, select Print or Preview at the bottom of the screen. This opens a
statement preview
8. If the statement looks good, select Close on the preview window, then select Save or Save
and send as required
ProAdvisor tip
When you or your client makes changes to a transaction on a statement, the statement
automatically updates to reflect those changes.
Alternative methods of creating customer

statements
Clients can also create customer statements from within the Customer center.
One way to do this for a specific customer is to select Create statement from the dropdown
in the Action column.
Another way is to open the customer from the list and select New transaction followed by
Statement.
To create statements for multiple customers at once, check all the relevant customers, then
select Create statements from the Batch actions dropdown.
Viewing and deleting customer statements
If you or your client wants to view statements for one or more specific customers, they can
run a Statement List report from the Reports center. This lists all customer statements for
the current month to date.
You can view a statement in detail by selecting it from the list. Here’s an example of a
Balance Forward statement:
To delete the statement from QuickBooks Online, select Delete from the bottom of the
screen.
Knowledge check
A client wants to create customer statements for several customers at once.
What would you do in the Customers tab of the Sales center to achieve this?
 Select Customer statement from the dropdown next to New customer

 Select Create statement from the Action column next to the customer’s name
 Check the required customer(s) in the list, then select Create statements from the
Batch actions dropdown
 Select Customer types, then select Statements

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Identifying the right QuickBooks Online

subscription for a client’s needs

How can you and QuickBooks Online help?

The QuickBooks Online ecosystem is constantly evolving to meet your needs.

In this lesson, we’ll cover:

 Exploring a client’s needs and recommending the right QuickBooks solution

Subscription options and levels

Here’s a summary of each QuickBooks solution—and who they’re aimed at.

Designed specifically for independent

Designed for accounting professionals

Check out this article to learn more about QuickBooks Ledger.

The four main QuickBooks Online subscription levels are as follows:

Designed for sole proprietors, LLCs,

Has all the features of Simple Start

Designed for small businesses

Our flagship subscription, aimed at

You need to find out the client’s:

When? You need to find out the client’s:

Select the headings to find out more.

QuickBooks Features and Solutions

QuickBooks Self-Employed Profile

Asking the right questions: The Needs

Try it out: Example 1

What’s the minimum QuickBooks Online subscription level that would

 QuickBooks Online Simple Start

Try it out: Example 2

 The client runs a haulage and warehouse business

Which QuickBooks Online subscription level would you recommend?

Well done. In this lesson, we covered:

 Exploring a client’s needs and recommending the right QuickBooks solution

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 Personalized path QuickBooks Online solutions Intermediate skills

How can you and QuickBooks Online help?

The QuickBooks Online ecosystem is constantly evolving to meet your needs.

In this lesson, we’ll cover:

 The billing options and discounts available with QuickBooks Online

We’ll explore these three options in the next section.

Choose ProAdvisor discount if you pay for your client’s subscription.

, choose Direct discount at the sign-up stage.

The third billing option is Revenue share.

Which billing options allow clients to pay their QuickBooks Online

Well done. In this lesson, we covered:

 The billing options and discounts available with QuickBooks Online

Adding QuickBooks Time and QuickBooks

How can you and QuickBooks Online help?

The QuickBooks Online ecosystem is constantly evolving to meet your needs.

In this lesson, we’ll cover:

 Benefits of QuickBooks Time and QuickBooks Online Payroll

Benefits of QuickBooks Time and

Select each heading to explore these benefits.

Some of the benefits of QuickBooks Time are as follows:

 Accurate timekeeping is a win–win for clients and customers alike

Some benefits of QuickBooks Online Payroll are that:

QuickBooks Time subscriptions

With either subscription, clients can choose a standalone or integrated solution.

QuickBooks Online Payroll subscriptions

 QuickBooks Online Payroll Core

 Automated tax payments  Garnishments and  1099 E-File & Pay

 Automated tax  QuickBooks Time  HR support center

 24/7 expert product  Multistate filing with  Expert setup: A payroll

Adding QuickBooks Time and QuickBooks

 It allows administrators to schedule the work of the business

To add QuickBooks Online Payroll to an existing QuickBooks Online subscription: