Location Tracking

Now You Can!

#1 Create line item Journal Entry by LOCATION
#2 Balance Sheet and Profit & Loss by LOCATION Report
#3 Bank Deposit (Deposited to Undeposited Funds) by LOCATION

location journal entry

location bs

location pnl

location deposit

Manage Users QBO QBOA QuickBooks Settings

How to provide QBO access to my CPA, Accountant, Tax Accountant or Bookkeeping firm in new QuickBooks Online?

Adding accountant access (allowed up to two) is quick and easy in the new QuickBooks Online. Simply follow the steps outlined below, and you’ll be all set.

1.Sign in to your QuickBooks Online company.

2.Choose Company Gear Icon (upper right corner) > Manage Users under Your Company heading.

3.Go to the Accountants section and click Invite Accountant.

4.Enter your accountant’s email address (use the same email address if they already have QBOA account) and first/last name (optional).

5.Your accountant will be sent an email that contains a link for signing in to your company.

6.Your accountant will be asked to create a user ID before signing in the first time, unless they already have an account with Intuit Business Services.

7.Until your accountant signs in, their status on the Manage Users page is “Invited.” After accepting the invitation, their status changes to “Active.”

8.Click Next and Finish.


Invite Accountant

Settings Your Account Your Company

How do I change the Master Administrator role to someone else in new QuickBooks Online?

To Transfer the Master Administrator role:

You must be signed in as the Master Administrator in order to transfer the role to another user. If you are not the current Master Administrator, please ask the current Master Administrator to follow the steps below. The user who will become the new Master Administrator must be an active Company Administrator with an email account.

  1. Log into QBO using the Master Administrator’s user ID and password. (The sign-in page is:
  2. Click the “Company Gear” icon  (upper right corner) > Manage Users under Your Company heading.
  3. Click the Transfer Master Administrator button on the left side of the screen. If this button does not appear, you are not signed in as the Master Administrator.
  4. In the Transfer To drop-down list, select the name of the new administrator.
  5. Click Finish.
  6. If the user to whom you wish to transfer the role does not appear in the drop-down list, click Cancel to return to the Manage Users page. You will need to make the desired user a Company Administrator. Make sure an email address is included for the user. These steps will generate an email to the person being invited to become the new Master Administrator. That person will need to accept the invitation in the email.
  7. Sign out.

Important: The Master Administrator role does not get transferred until the invitation is accepted by the new person.

You must be a Master Administrator or a Company Administrator to add a new user.  If the user you’d like to transfers rights to hasn’t been added, you will need add him/her before the transfer can take place.

Adding a new user who will be the new Master Administrator:

  1. Click the “Company Gear” icon  (upper right corner) > Manage Users under Your Company heading.
  2. Click the New button at the bottom-right.
  3. Select Company Administrator and then click Next.
  4. Enter the new user’s email address and their name. Click Next.
  5. Complete the screens until you get to the last one and then click Finish.
  6. Sign out.

When you click Finish, an email will be sent to the new user. Tell them to read the email and then click the link which is in the word HERE. If they already have a QuickBooks Online user ID and password, they can use it. If not, this is where they create their user ID and password.

Once the user has been invited and the user ID and password has been created for the new user, you must sign in as the Master Administrator in order to transfer the role to another user.

In order to transfer Master Administrator rights to a user, that user must be a Company Administrator.

To change a limited or regular user to a Company Administrator:

  1. Click the “Company Gear” icon  (upper right corner) > Manage Users under Your Company heading.
  2. Find the user you’d like to edit and click on their name to highlight.
  3. At the bottom right, click on the Edit button.
  4. In the upper right of the User Information page, click the Change button.
  5. Select Company Administrator and click Next.
  6. Click Finish.
  7. Click Save.
  8. The user will need to sign out and sign back in for the access rights change to appear.

If for some reason it is impossible to contact or work with the current Master Administrator, please contact customer care by choosing Help, then clicking Contact Us.

Manage Users


Banking Company Gear Company Settings Settings

Set up QB Online. Connected and downloaded transactions from bank. Reports show no data.

Listen to me carefully, just because you have setup QBO, connected to bank account and downloaded from the bank that does not mean you have hired a bookkeeper to do the job for you. You still have to move from new transaction from bank feed to in QuickBooks area.

From the home page screen > select blue navigation bar on the left > transactions > banking > new transactions > add or find match or transfer

Add = you are adding as new transaction that you do not already have in QuickBooks. It could be for deposit as income. It could be for expense to P&L. Select Payee, Account Category and so on

Find match = transaction is already posted in QuickBooks. Do not want to ADD again. Adding will duplicate the same transaction again. Select Find Match (green color). Done

Transfer = normally refers to transfer from one bank account to another bank account another with the same bank. For example, from checking to savings or vice versa.
add transaction

helpful videos



File your incorporation or LLC with Intuit!


Bill Check Expense Settings Vendor Vendors

What happened to the “Items” tab when I enter bills?

show items table on expense and purchase forms on 2
show items table on expense and purchase forms on 2

If you see “Bill” form with account only and there is no  “Item Details tab” separately,  it usually means “Show Items table on expense” setting is turned off.

In order enable Show Items table on expense and purchase forms:

From the home page screen

  • Select the Company Gear (upper right corner)
  • Select Settings
  • Select Company Settings
  • Select Expenses
  • Select Bills and Expenses
  • Select Show Items table on expense and purchase forms
  • Check box to enable setting ON
  • Save
show items table on expense and purchase forms on 2
show items table on expense and purchase forms on 2

How do I change date format in new QuickBooks Online (QBO)?

I have date format showing MM/dd/yyyy and I want to show dd/MM/yyyy. How do I change it?

From the home page screen

  • Go to the Company “Gear” (upper right corner)
  • Select “Company Settings” under Settings
  • Click “Advanced” tab on the left
  • Choose “Miscellaneous” section to change this date format
  • Save

How do I change date format in new QuickBooks Online (QBO)

Reports Settings

How do I change the accounting method for my company in new QuickBooks Online?

Accounting methods
Cash basis and accrual basis are accounting methods that determine when and how you report income and expenses for tax purposes.
The IRS wants you to use the same method each year when reporting income or loss. You should talk to your accountant about which is most appropriate for your business.

What is cash basis?
When you use cash basis as the accounting method, income is reported when you receive payments, instead of when you invoice a customer. Expenses are reported when you pay bills by cash, check, debit card, credit card or any other forms of payment that takes out money from your bank account. If you use invoices (Create (+) > Customers > Invoice) and receive bills (Create (+) > Vendors > Bill) to pay later this report method will affect the amount reflected in your A/R and A/P accounts.  On cash basis method,  when you run the company’s Balance Sheet, it should show  zero balance (or no balance) on A/R and A/P accounts.

What is accrual basis?
With accrual basis as the standard accounting method, income is reported as soon as you create invoice to a customer (Create (+) > Customer > Invoice) instead of when you record the payment and  expenses are reported when you record a bill (Create (+) > Vendor > Bill) instead of when you record the payment.

Accrual basis is more financially accurate than cash basis reporting. It also may let you manage your business better by showing you trends in income and expenses well in advance of the actual payments you make or receive.

To change company setting for the accounting method:

From the home page screen

  1. Go to the Company “Gear” tab and click Company Settings under Settings.
  2. Select “Account Method” under Company heading.
  3. Choose the accounting method to which you’d like your reports to default, and then click Save.

Note:  You can also keep your overall accounting method for reporting unchanged, but experiment with changing the accounting method only on an individual report here and there to see the difference that change makes in your reporting.

To change the accounting method on a report:

From the home page screen

  1. Go the blue navigation bar on the left,  click the Reports tab
  2. Go to report (magnifying glass) and type to open the report and select the report you’d like to view (for example Profit and Loss report, type Profit and Loss).
  3. At the top left, click the Customize blue button.
  4. In the new window that opens, go to the General section and then note the Accounting Method selected.
  5. You can click to select a new accounting method (cash basis or accrual).
  6. Make any other necessary selections and click Run Report.

How do I change the accounting method for my company in new QuickBooks Online

QBO QuickBooks Settings Your Company

Can I close my books on a monthly & yearly basis to control changes being made in prior periods?

Yes. You can set the closing date after month end closing process is done.

To set the close date of the books:

From the home page screen

  • Select the Company “Gear” (upper-right-corner)
  • Select “Company Settings” under Settings
  • Select “Advanced”
  • Select “Accounting” tab
  • Select “Close the books” under Accounting
  • Select “Closing date” and choose protection level setting
  • Save

Obviously, admin user will need to change this closing date every month.

Accounting Close the books
Accounting Close the books
Company Settings Customer Center Customers Settings Statement

I recently went to the new quickbooks online. How do I create a billing statement of open items to send to my customers like I used to do easily before?

From the Homepage screen

      Click “+” sign (top middle)
      Select “Statement” under Other header

How to email statement to a customer?

      Select “Edit” under Delivery Method column
      Default could be “None” 
      Select “Email” from the pop up screen and follow the instructions
      Select “Create/Send Selected Statements” button
      It will send email and will end with “Statements Created” message report.
Statement Delivery Method
Statement Delivery Method
Statement Choose Type
Statement Choose Type
Statement Delivery Email
Statement Delivery Email
Statement Created
Statement Created