5 QuickBooks Online Hacks and How-To’s

As far as essential bookkeeping for small business is concerned, Quickbooks Online (QBO) is the tool to use. But are you using it to its full potential? Even if you’re a pro, you may be missing critical tips and tricks that can save you hours each month balancing the books and attending to routine matters. Here are 5 QBO hacks and how-to’s that will make you more productive:


1. Keep Files Organized with Attachments

Eliminate the hassle of locating and organizing files for your records by attaching files in QBO for later use.

You can upload bank and credit card statements and other tax documents for you and your accountant to access – W-9s, 1099s, W-2s, etc. To attach a document to a vendor’s detail page, simply go to the Vendor Information page and click the attach file icon to upload a file.


2. Take Shortcuts to Save on Clicks

There are a few shortcuts that can save you a lot of time. To help you learn them, TSheets has come up with a cheat sheet.


3. Automate the Sales Process with Emails

Who doesn’t love automation? In QBO, you are able to schedule reports to be automatically emailed.

Stay on top of open invoices by emailing weekly sales and collection reports, set up financial statements to be emailed on a monthly basis and create a schedule for recurring invoices to be automatically emailed.

Let’s say you want to set up automatic recurring invoicing.

  • Start with a QuickBooks Payments account.
  • Activate the setting for Recurring Transactions – in your QBO account, click the Company/Gear icon and select Recurring Transactions.


  • Create a template for each client. Use a Sales Receipt so the customer is invoiced and you are paid all in one step.



  • Name your template.
  • Select Sales Receipt as the template type.
  • Enter how many days in advance you want the transaction created.
  • Select Automatically Send Emails.
  • Select your how often from the Interval options, along with a Start Date and End Date – be sure to pick a start date at least one day in the future to get started.



  • Before you save the template, enter the payment information to be used each month. You can select ACH or credit card.
  • Click on Use this credit card in the future for this customer.
  • Go to Sales – Customers, find customer and double-click to see the transactions.
  • Print the authorization form and have the client complete it to keep on file.

Here is a copy of the email your client will receive:


4. Save Time with Bank Rules

Bank rules allow you to set up your own conditions for categorizing bank and credit card transactions. Setting up bank rules can be an important time saver, especially with predictable transactions.

  • On the left navigation bar, choose Transactions and then Banking



  • Select the item you want to create a bank rule for.
  • Scroll to the top and click the drop-down arrow next to Update and choose Manage Rules.
  • Click on new rule and give it a name.
  • Indicate whether it’s for Money In or Money Out.
  • Identify which bank account to pull from.
  • Set filters to tell QuickBooks Online what to look for in future banking transactions.
  • Tell QBO how to handle the transaction and what type of transaction to record.
  • Unless you want to split the payment or add a memo, Click Save.



You should see a green label in the category column of your Banking Review to indicate that the rule was applied. Here is an example:


5. Look Like a Pro with Split Screen

When your clients see you do this, they will definitely view you as a QBO pro.

While working in QBO if you want to split your screen just press the Windows key and the right arrow for the screen you want right and the Windows key and left arrow for the screen you want left. To reverse the split screen press the Windows key and up arrow.


Bonus Tip: When using Windows, hit the QBO Hamburger to get more landscape by collapsing the navigation bar. That will make the side-by-side even more phenomenal.

For more ways to improve productivity in your business, visit:

20 Keyboard Shortcuts Everyone Should Know
Chrome Tips and Tricks