Helpful Quickbooks Tips You Never Knew

Quickbooks tips

Quickbooks is the undisputed champ of accounting software. It has been leading the pack of spreadsheet software since its release. In fact, 80% of all small business owners were using Quickbooks for their accounting needs as of 2015, and that number has continued to grow.

83% of Quickbooks users appreciate how easy it is to use. That doesn’t mean it can’t be frustrating.

Staring at all those ledger lines for hours on end can be dizzying. It’s easy to lose track of where you are or what you were trying to do in the first place. Luckily, there are tons of Quickbooks tips to help you speed up your process and make it more efficient.

Here are a few of our favorite tips and tricks to balance your books easily and efficiently.

Quickbooks Tricks To Make Your Life Easier

One of the things that lead people to look for Quickbooks tips and tricks is wondering “how much time should I be spending on my accounting?”

The amount of hours you spend balancing your books varies greatly from business to business. It depends on how many accounts you have and how many transactions you make in any given month.

Even if you don’t spend much time with Quickbooks open there are still Quickbooks tricks to make your workflow more efficient. If you clock in hundreds of hours on Quickbooks in a month, this information will prove even more useful. We’re about to save you a bunch of time and money.

Make The New Quickbooks The Same As The Old Quickbooks

Intuit rolled out a radical new update on Quickbooks in 2013, transitioning into a more modern minimalist workflow and graphic design. This is good news for those of us who are used to modern accounting software.

However, the redesign might leave some of Quickbooks’ traditional users in the dust, as they’ve been using this same familiar software and layout since 1983.

If you cut your teeth on Quickbooks classics, you can easily switch back to the original interface. First off, find the View > Top Icon Bar settings. Here you can reset the navigation bar back to the top of the screen. It also returns the icons to the homepage.

You can also return the icons to the old color scheme. Go to Edit > Preferences > Desktop View. You’ll find the settings for customizing color schemes to color code your icons or customize the way you use color in your workflow.

Connect With Tax Professionals Using ProAdvisor

Learning from someone who knows what they’re doing is always exponentially easier than trying to figure things out for yourself. This is especially true if they’re an expert in their field.

For those who are new to Quickbooks, Intuit offers the ProAdvisor service to help get you started using their software. ProAdvisor connects Quickbooks users with Quickbooks experts in your area who can answer any questions or concerns you might have.

Watching someone fly through Quickbooks’ desktop is worth 10 tutorials. They can also answer tax questions you might have while you’re there, like what qualifies as a tax write-off or how to set up your business more efficiently.

Learn The Basics

Even if you take advantage of Quickbooks’ ProAdvisor program, you might still want to take some time and master the basics to truly make your life easier and your accounting more efficient. Quickbooks is deep and vast – there’s a lot to learn, even for CPAs.

There are countless Quickbooks tutorials out there to help you become a master. Even Intuit offers extensive tutorials featuring lots of Quickbooks tricks. Intuit’s Quickbooks tutorials are free, so they’re a great place to start!

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Create Daily Summaries

Not every business creates a detailed, itemized sale log every day. They might not use a POS, preferring to stick with the tried-and-true cash register or calculator route. Or they might use specialized software, like a medical office. You might need to get your sales data into Quickbooks some other way, to integrate with the rest of your software and export your data to the rest of the world.

There are numerous functions for creating sales reports in Quickbooks. ‘Daily Sales Summary,’ ‘Zero-Sum Sales Reports,’ and ‘No Hassle Sales Reports’ are some of the most useful.

First, you’ll need to decide what sales data you want to report. ‘Taxable’ or ‘Non-taxable’ are two distinctions you might make. You may also want to create sales reports for specific departments. Quickbooks makes it easy to segment your sales data for different areas of your business.

Make sure to create areas for different forms of payment, such as gift cards and credit cards. This makes it easy to automate credit card payments and bank deposits as well.

When you set things up properly, your ledger should balance to zero every day, with no hassle.

Show Subaccounts With Least Activity

People who use Quickbooks extensively can end up with lots of subaccounts. Scrolling through the pages of accounts receivable can take minutes to reach the bottom. This adds up if you have to do it regularly.

Under the ‘Company Preferences’ section of the ‘Preferences’, it’s possible to see only the subaccounts with the least amount of activity. Check the ‘Show Lowest Subaccount Only’ box to see these inactive accounts and save yourself some precious time and energy.

Do keep in mind that ‘Show Lowest Subaccounts Only’ is only available if you use account numbers.

List Of Open Windows

It’s not uncommon to have several windows open in Quickbooks, especially if you’re dealing with a lot of accounts. It can take almost as long to find the window you’re looking for as scrolling through every single account in your database.

Hotkeys are your friend when you’re looking for tips for Quickbooks efficiency. To enable this feature, go to the ‘View’ menu and enable the ‘View Open Windows’ feature.

You can also close all open windows just as easily when you’re shutting down for the day. Go to the ‘Windows’ menu, where you’ll find the option to ‘Close All.’

Scroll Through Dates Quickly

Learning the hotkeys for the functions you use most regularly is one of the best Quickbooks tips and tricks for saving time, energy and resources. If you’re looking for a particular date from an account, you can easily scroll through the pages simply using the plus and minus (dash) keys.

Use The Built-In Calculator

One of the best things about Quickbooks is its ability to handle all of your financial functions in-the-box. You’ll never have to open your calculator app again with this simple but highly effective Quickbooks tip.

In the ‘Amounts’ column, use common mathematical functions to have your basic math needs calculated automatically. The =, *, +, and / symbols all perform common math functions painlessly and effortlessly.

Print A Bill Or Voucher

Quickbooks also handles your invoicing needs without having to open additional word processing software. It can keep everything in-line and in-the-box, so all of your data is one place for cross-referencing and evaluation.

On the top toolbar, there is a Print button. Quickbooks automatically converts your billing to an invoice format with no muss and no fuss.

Browse Transactions

Finding a particular transaction can be troublesome if you’ve been using Quickbooks for a while or if you do a lot of business with a particular customer or client. Quickbooks lets you browse your transactions easily, as well as finding transactions related to a particular query.

In the ‘Transactions’ section, find the ‘Reports’ section. Then click on the ‘Transactions History.’ This pulls up all of the items related to a particular invoice.

Create A Monthly Profits & Losses Report

If you need a detailed sales report for the month, as well as daily, Quickbooks has you covered for that as well. Under the reports section, change the date range to the period you’re looking to report on.

In the ‘Columns’ field, change it to ‘Month.’ Now you’ll have a detailed accounts report for the month. It also automatically shows you the year-to-date column as well. You can do the same thing to create yearly reports, changing ‘Month’ to ‘Year’.

As one of the longest-standing accounting programs on the planet, Quickbooks is deep and vast. You could spend a decade and still not reach the end of its features and functions. These tips are enough to get you started saving time, money, energy and resources.

It’ll also save you some headaches, so you can focus on building your business and growing your career!

Looking To Grow And Expand Your Business?

Small-business owners and entrepreneurs’ plates are always overflowing. Quickbooks tips and tricks let you focus more on what you truly care about by freeing you up from the mundane daily details.

Like the board game Othello, Quickbooks only takes a minute to learn, but it takes a lifetime to become a master.

If you’re looking to save time on the day-to-day chores of running your business, Request A Demo of Scalefactor today!

Reader Interactions


  1. Sandra Patterson says

    Thank you for the comments about things you never knew about QuickBooks. My sister wants to try using new forms of better workflow. I bet having someone teach her to use QuickBooks would help her out.

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