r/QuickBooks

Anyone out there have a good system for booking monthly restaurant Sales to QBO from Square? Their reconcile report doesn't seem to tie in to all the other reporting (transactions, orders, cash drawers, etc) and it omits things like paid in-out lines.

I was being adventurous and used the Square API to create a massive 32 column Google Sheet to account for all of it. Most of the column totals don't tie down to the corresponding reports in Square, but the bottom line is ~.1% out of balance after adding it all up for the last 2 months, but everything is off by a little bit.

The way they bundle deposits together is infuriating and makes finding it all even harder. I went ahead and posted my journals, but I would love a straightforward way to check my work.

Side note, the Quickbooks Online integration looks like a nightmare. From what I can tell, they post a "Sales Receipt" for every single non-credit card sales. That would be hundreds a month.

NM. I realized what I did incorrectly. I created the credit card account in QBO, then connected Cap One to QBO.

The simple fix was to make the account I created as inactive and only have the one account that was imported.

The advice I received from QBO was incorrect, but my friend ChatGPT told me the solution.

Thanks

I am getting ready to go into a 4 hour Zoom workshop, so I wasn't at my sharpest when I answered a call that said it was from Intuit. It was Gary, asking if I'm the one who manages our QBO account. He did have the name of the organization right (we're a nonprofit), but I wasn't sure if I wanted to be sold anything, or surveyed in that moment so I kind of cut him off and agreed he could call back another time.

Meanwhile, for a company that I am hearing does terrible customer service, how can I be sure that this is not someone finding a way to make it LOOK like they are calling from Intuit?

Edited to add: thanks for quick responses, I'm glad I was suspicious enough not to say more than that I'm the person who manages the account. But how did he have the name right and know we have Quickbooks? (Or was that a guess, like offering car warranty and hoping we have a car?)

Just when I thought this sorry ass company could not stoop any lower, my View Only mode has been disabled a few months early & before I could do my final export and reporting. It took CSR 20 minutes of hold time to tell me that they are aware of this problem but no resolution (!) I then looked online and many have this issue but the rep had no idea. Does anyone have a solution?

I'm using the awful solopreneur ... that's all I need. Despite being linked to Chase, it is refusing to update Chase transactions. Sometimes, it will pull a correct balance, but no transactions. I've de-linked and re-linked the accont twice, and then it will import transactions ... but I shouldn't have to do this daily ... I mean, Chase is the U.S.' largest bank. You'd think intuit would get that connection right. The other linked accounts update without a problem.

I found a bookkeeper on Upwork and they want to review my QuickBooks before deciding whether to take the job, which I understand. But the only way seems to be inviting them as an accounting firm, which gives pretty broad access to my books.

We’re not officially working together yet, so I feel a bit uncomfortable with that. How do you all usually handle this situation?

Hi all, looking for advice on hiring a good bookkeeper for my restaurant. I also have a full time job and just can't keep up with the categorizing. My partners are not skilled in this kind of work.

I had hired one firm and they wanted me to categorize my expenses myself. They said they couldn't know if my purchase from Walmart was supplies or food, for example. They categorized charges from my food distributors as CoG Sold - Food or CoG Sold - Alcohol based on the name on the bank transaction. They didn't ask me for invoices or receipts.

When I asked for a workflow to provide receipts, they told me that I could add the receipts quickly on the transaction through the QuickBooks app, but that seems to require the categorization to be added to accept and save the receipt. They sometimes need to be split across different categories.

I did quite a bit of categorizing for 2025 based on what they told me. We opened in December and just had a few months of opening expenses behind that, so it's not an enormous amount of work, but not only was I not sure of my choices, I had the distinct feeling like I was doing exactly the work I hired them to do.

This seems very wrong to me.

Does this align with your bookkeeping experience? Any advice for finding a good restaurant bookkeeper?

Apologies in advance if this is the kind of question that gets asked constantly. I just discovered the sub.

Im in my early 20s and my parents were fortunate to be able to get another house that they would like to rent out when they can. They want me to do the accounting of it all on quickbooks and to get certified. But I dont know which route to go for the correct certification, seems like there is so many options if anyone can help me widdle it down? That would be appreciated. Thankyou

Basically just venting... But I batch imported over 75 sales receipts and they went through no problem, now I'm trying to match the receipts on the bank transactions screen and it won't let me, because "you cannot enter more than 21 characters in the doc_num field" - I used a reference number that is a long string of letters.

The problem with this is: 1) If I can't put that many characters in that field, it should prompt you at the receipt CREATION stage, not the matching stage, which means that now...

2)I have to individually edit each sales receipt and shorten the reference number. You can see "edit" in the dropdown list of batch actions on the sales transaction page... but you can't select it. So they're just teasing us at this point.

It should be possible to send selected receipts back to the batch creation screen for editing.

But no, we can't have any PRACTICAL updates to QBO... just more stupid AI features and UI tweaks.

10 years of finance has gone down the drain. And they know it's their back end that has caused the problem. I've reached out, and they dont even know if their devs can fix this issue.

Can I get at least compensated for all the grafting I will have to do trying to at least get last years tax together before it comes around again. What a flipping mess.

We are small church using Quickbooks for our expenses and deposits. Each transaction is assigned an account under the Category column. Although we asked the approver of the transaction to make sure there is enough money in the account, an occasional withdrawal transactions slips thorough that will put the account balance into a negative amount.

Is there any way in Quickbooks to flag this happening at the time the transaction is entered?

Separate Acct Numbers from Name on P&L Standard/ BSheet

I am using QB enterprise 24 and I’m trying to separate out the GL account numbers from the name of the account because they come joined together in the same cell when I export to excel with a little . In between them.

Whether this is in the Profit and Loss Standard or Balance Sheet standard is there a way to have them each in their own column.

I have multiple intercompany accounts so this would make the reconciliation easier. Let me know if I am explaining this right or need to provide more context.

Edit to post: thanks and yes that would work but my accounts are listed as 6000.01, 6000.02 so i can’t separate it out using that method because it’s in mutliple places in a single cell. I’m looking to customize it as an export from QBooks without having to do manual excel work.

Is there a way to remove Quickbooks from showing previous years unpaid invoices to customers? We need to remove this "feature" as we don't rely on quickbooks for our bookkeeping. It's just to send a quick invoice to customers so they have a fresh copy. Only 20% of our customers use this as their method of payment. So we don't update the paid/unpaid on quickbooks as we use our primary system. Unfortunately so accounting office want us to send the quickbooks invoice, then they send a check in the mail, which we update on our side just not on quickbooks as QB sucks balls.

I’m closing a company after 27 years of operation. If I cancel QuickBooks what happens if I get an audit in a year or two?
Am I expected to keep paying for the next seven years in case of an audit?

Anyone else having this issue?

Upon opening a recurring transaction to edit, quickbooks freezes completely and crashes the browser.

I am using Quickbooks Online Simple Start and the Payroll module. My employees are receiving email with the text "Your No company name pay and deductions are all totaled up."

The company name is properly defined in Settings | Account and Settings. I have tried changing the name, saving, and changing it back.

The Payroll module itself has no settings and doesn't display the company name independently of the main Quickbooks Online window. So there's no way to determine what the Payroll module THINKS the company name is; and no easy way to see what it's using as the company name when it communicates.

QBO AI tells me to access the Payroll settings in the Payroll module (there aren't any); using the main Gear Icon | Payroll Settings I see the correct company name in the General Tax Info settings.

Thoughts?

https://preview.redd.it/twh3lawqbx1h1.png?width=964&format=png&auto=webp&s=f3a082ba4179d31524b9c71af735f4c86b261d97