r/quickbooksonline

Hello all! I import my receipts to QBO using Expensify and am having trouble matching these transactions to my bank feed transactions. The Expensify transactions appear as expense transactions in a Liability Account. A lot of these receipts are paid from my bank account, but when I go into the bank feed to match the transactions to the expense that was created it does not appear. How do I match the feed transactions to this liability account’s expenses?

I need some clarification from more bookkeepers. Fairly new to QB & Accounting. I do bookkeeping for my employer.

I recently made a post in the QB help FB group due to finding a manual check in the register which then led to finding out how transactions are matched in the bank feed.

Ok, so it's best practice to enter transactions as they happen to accurately account for available cash, then they can match up once it clears. Great.

The bookkeeping training I went through I believe just taught us to wait until it clears in the feed then categorize it. I just asked that group about it and one of the main coaches from the group says she rarely has things entered manually and just waits for things to clear in the feed to categorize.

So my question is... How many of you are entering transactions as they happen instead of just waiting for it to clear?

What does that look like? Are you receiving an email with receipts every day on what was spent then you manually enter it in QB?

We use an AP software to track vendor invoices and payments but it's not synced to QB. I'm guessing these softwares integrate with QB to meet the best practice of entereing transactions as they happen? Currently we're unable to add credit cards in this AP software so if it was synced those would need to be entered manually still, I'm guessing. And I would need to enter everything manually into QBO right now anyway since it's not synced 😬 I feel like that would take so much time to enter every transaction before it clears. I also do the AP.

For anything that is being spent outside of this AP software would need to be entered manually into QBO?

How does process look for you all?

Hi everyone,

I'm considering using QuickBooks Online for my small business and wanted to hear from people who use it regularly.

Right now, I'm looking for a better way to keep track of income, expenses, invoices, bills, and bank transactions without everything feeling scattered. I've read about QuickBooks Online, but I'd like to know how it works in real day-to-day business operations.

For those who use it:

• Has it made your bookkeeping and financial management easier?
• Which features have helped you stay the most organized?
• Do the bank feeds and expense categorization save you time?
• Has it reduced bookkeeping mistakes or made tax season less stressful?
• Are there any features you thought would be useful but ended up not using?
• If you switched from spreadsheets or another accounting program, was the transition worth it?

I'd really appreciate hearing your experiences—both the pros and the cons. Thanks in advance!

I know like a lot of people our business did not allow for our customers to pay by CC because we didn't want to eat the fee or have to manually input it into our invoices. I logged into QB yesterday and they are launching a beta version of automatically passing fees on to customers.

We were so fed up with this problem we had actually started building a payment platform that was going to allow users to create an invoice in QB, it would sync to our software and the business could send a payment link from our software and it would automatically add a CC fee and or ACH fee, depending on customer payment choice. Stripe was the payment platform it would work with. Our software would have a subscription fee probably around $49 per month.

Would this still be a valuable add on to businesses still being you could automatically include it now? is there a downside to QB doing this or the payment process that would make users still look for a different payment solution.

Trying to decide if we should continue with our payment software or not.

I am curious if other users are irritated that QB has taken the right for a company to determine when their payroll taxes are paid. Our payroll taxes are paid on the date due and monies withdrawn from our account at that time.

Effective yesterday, QB has taken our right away to do that. They have turned off the option in the software, and they will take funds for the taxes out of our account on the day payroll is made instead of when the taxes are due. That gives us 7 less days to use OUR funds and QB 7 MORE days to earn interest off our money. And if we don't abide by their rule we can no longer process payroll in QB. What a bunch of bull crap.

I truly am tired of someone else thinking they know what is best for me and/or my company.

I am an adult. If I make an error and have to pay a penalty that is my concern.

QBO Accountant being Discontinued.

We are about to be milked dry LMAO, that's an additional $400 for bringing THEM clients, are you kidding? I will start to explore other platforms. Quickbooks management when your platform starts dying and not sure why.. Reference this post. I am bringing you clients to your platform and you are charging me?? GTFO.

Need Help Support +1-833-677-8666 .Yes Intuit is phasing out QuickBooks Desktop for most users, but not all at once.Intuit stopped selling new subscriptions for Pro, Premier, and Mac versions in 2024. Existing Pro/Premier 2024 users will lose support and updates in May 2027

A bookkeeper I was talking to told me about the time her company paid the same invoice twice. The vendor had sent it once by email and once by mail, both got entered, both got paid, and nobody noticed until the vendor flagged the overpayment weeks later. A few thousand dollars out the door, then the awkward clawback.

What stuck with me is there was no real safety net. QBO doesn't wave a flag that says "hey, you might've already paid this one." It just relies on a human catching it, and when invoices come in from five different places, humans miss it.

Has this happened to anyone here? How do you catch duplicates before they go out some system, a second set of eyes, or do you mostly find out after the money's already gone?

This change seemed to happen overnight for us. We keep a card on file for clients’ convenience, but we send out invoices well in advance of when they are due.

We created an invoice yesterday and when we clicked the button that used to say “Review and Send,” it asked if we were sure we wanted to charge the client! The button now says Review and Charge.

Yo QB we haven’t even sent the invoice yet. Why would anyone ever want to charge the client at that stage?

Is there any way to turn this off? We’ve been doing our invoicing like this for years Reading the global invoice and payment settings revealed nothing.

Thank you so much for your help.

Edit: I see how to turn this off for each individual invoice. I would love to turn it off for all of them since I will never charge a client for an invoice they’ve never seen.

I’ve been using quickbooks online at my job for about 7 years and so rarely have had to reach out to support, but I have spent more time in the last week on the phone with support than I ever did over the last 7 years. The issues I’m having are quite large as well and I reach the 3rd level of support and they tell me they’re submitting it to their engineers and can’t give me a timeline for when I should expect a resolution.

The first error I started getting was that I had too many transactions attached to a single sku (50,000 transactions to be exact) and now I can’t edit anything that has that sku on it which makes it so much more difficult to close month end. I’ve spent so much time on the phone with them and they can’t figure out a way to fix this and have submitted it to the engineers.

The second error I noticed as I am reviewing month end is that all of our sales discounts started going to our customization sales account even though nothing changed on our backend. I’m currently on the phone waiting for the 3rd level of support to hop on and look at the issue, but there is a very long wait time.

All of this being said, I wanted to hear other people’s thoughts. I know intuit announced a 17% reduction in staff last month, and truthfully everything worked just fine before the AI updates. Do we think AI is to blame for the recently broken backend on quickbooks online? Do they have people vibe coding and breaking the backend instead of real engineers? Is anyone experiencing similar issues? Would love to hear anyone and everyone’s thoughts!

Client paid the full subscription for the wrong company, any fix?

Hey

So I have a client who we’re doing usual clean up work for.

On his account he has two companies both with very similar names. Johns Bakery LLC & Johns Bakery 123

The first company was a dummy which he used to test things.

The second was the actual company which has all the data which was recently migrated from QBD.

So when we migrated to QBO we asked him to pay for the migrated companies subscription. He accidentally paid for the dummy one, for a full year.

Is there any solution or quick fix, can I contact Intuit and get some type of credit?

I’ve been asking the client for 2 weeks now and he really doesn’t want to take the hit and purchase the other subscription.

Dummy is on Essentials other company is on Advanced.

I would like to give a new employee view only access. How do I go about doing this?

Trying to set up the POS MN PFML and it's all messed up in QB because I'm an Paid Leave Only. Get on chat with support. The first guy couldn't help me but he was sure to throw in a few upsells/ads for services. I just hung up.

Second helper was better, asked how my day was. I said "frustrating with this MN Paid Leave which MN doesn't even understand which makes it hard for QBO to set up properly... and I hate all the pop ups in QBO." She said "I understand.. let me help."

She helps me, then tries to upsell as well to some higher payroll service and QBO tier. I told her "listen, I really appreciate you helping me get this figured out, and I know you're probably required to upsell, but I'm not a customer for that. "

Ironically I didn't get a email to review either interaction. The first I would destroy. The 2nd, she helped, but still tried to upsell after I told her I was sick of pop ups.

She also confirmed there's no way to turn off auto tax payments and filing. lol. I told her that is kinda silly since I'm my own boss and only employee and I understand it's just a reason for them to increase their prices.

Oh man how I wish I could get off QBO. But for the most part, it does what I need.

PS.. whenever I try to post here is says it's required to add a flair. There's no Add Flair button in this group that I see. Just Add Tags..

Hi, I run accounting for a small engineering firm that uses QBO Plus and is contemplating moving payroll from QBO to Paychex. This is primarily being done as a result of joining a PEO to secure more favorable health benefits pricing. We are being told by the Paychex sales folks that "we have full integration with QBO Time". But, they don't know whether our current level of subscription supports that with no additional fees or whether we'll pay QBO more to have that integration. Does anyone have experience with this that can shed some light on the question? Any other comments about how well or how poorly the integration works would be helpful. Thanks, Jerry

Yes, another price increase. $85 a month for QBO essentials. I can't hate QB and Intuit enough. Another price increase as quality goes down.

This workaround is a life saver. It is not something you really want to do but under the circumstances, it really is a lifesaver.

If you receive a large payment and spend an hour of work picking out the right invoices to pay, but then change the amount on top because of a typo or whatever, crazy QuickBooks will just reallocate your whole receiving to the top invoices and mess up an hour or more of work. It seems to have a mind of its own when it reallocates and when it doesn’t. I just noticed that it only seems to do it when you make the amount lower and not when you make the amount higher. But when it does reallocate, there is no way around it.

Turning off auto apply in settings has nothing to do with this. I was on the phone with them, and they had no solution whatsoever. This might not be an issue in QB desktop version. I don’t know because I don’t use it.

This is what you can do:

Save your work with the misaligned amounts. Don’t worry about it for now. Next, receive all the other invoices that are in the way. You could actually receive all open invoices but you don’t need to if you know how to just receive the ones that are getting in the way.

Next go back to your problem and redo the amounts as you wish because now when QuickBooks tries to redo it, it won’t do anything because there’s nothing else to get in the way. So now you can fix it without any problem. Then go back to that transaction where you received all those invoices and delete it. That’s it.

Can someone please help me with QB!? ASAP. I just started with this company. Prior to this my experience was minimal. I am going to get certified, but for now, I am winging it, due to the woman who was supposed to train me, is MIA.

I did my first payroll this past Friday and 2 employees did NOT get paid. They are on my employee list, but not showing up on the payroll list. I checked their payschedule, their active status, etc. So my questions are;

1.) How can I pay them for our last pay period?

2.) How do I prevent this from happening again?

This tip is an incredible solution to reconcile your bank account register with the bank. Some banks actually use the same mechanism, called ZBA, but not for the same reasons.

If you write a check for 10,000 on January 1 and it gets cashed on February 1 or whatever, it causes a major problem, and you can have hundreds of checks like that. Your bank register diminishes your account balance on the day that you wrote the check, but the bank diminishes your bank balance on the day it is cashed. This makes your records hard to reconcile or track, because you want to match the Bank record, and it just won’t.

The Problem: QuickBooks "Clunker" Workflows
Traditional bookkeeping forces you to write a check, leave it as an outstanding item, and fly blind on your true cash balance for weeks until your monthly bank statement arrives. If you want real-time visibility, you are stuck digging through clunky, hidden reconciliation reports.

To solve this issue:
1 Create a separate checking account where the check is written. It will have a negative balance. Your regular bank account is not affected when you write the check.

2. When the check is cashed, your bank balance is lower on the day it is cashed. When your bank takes out money from an account, it has to go somewhere. In this case, you transfer it from your regular account to the separate checking account, and that brings the account back to zero concerning that check. When all checks are cashed, your side checking account will be zero.

The Innovation: The Localized Zero-Balance Account (ZBA) Method
Create a localized Zero-Balance Account (ZBA) workflow directly inside QuickBooks using a pass-through/side checking account.
The Setup: You isolate a separate "side" checking account in your chart of accounts.
The Entry: When you write a check, you route it through this side account.
The Balance: You execute a matching positive and negative double-entry to shift the funds from your main operating account, bringing the side account back to zero once the bank processes it.

The 4 Major Benefits:

Real-Time Accuracy: Your main account balance matches the bank's true balance in real-time, every single day.

Instant Outstanding Check Tracking: Because all uncleared checks sit in this isolated side account, the account balance itself tells you the exact dollar amount of your outstanding liabilities. When set up properly, you can glance at it and instantly see exactly which specific checks have not cleared yet.

Instant Fraud Prevention: Because the side account is a pass-through that must always return to zero, any altered or duplicated check immediately breaks the logic and flashes an instant alarm.

Lightning-Fast Month End: Your monthly bank reconciliation becomes incredibly fast because your outstanding liabilities are already walled-off and accounted for.

I need to set up a new category for a vehicle my client bought. The vehicle then will have inventory added to it that the client wants to put under advertising. There was supposed to be an example of a previous example but when I looked at it, I don’t think it is correct and so don’t want to replicate it.

Is there a way to make a parent account for the vehicle (assets) with a subcategory of advertising/marketing (this would be adding value to the vehicle but client wants it in this type of category). There is an advertising category under expenses. So I’m just a bit confused on how to set it up.

Thank you!