Cloud Accounting QuickBooks

QuickBooks Online Tips and Tricks

Written by Stacy Kildal

Since I told you about some of the latest updates to QuickBooks Online (QBO) in my last article, I thought this might be a good time to go over a few tricks that I’ve learned along the way. Some of them I’ve been using for years, and some are new to me.

Using Multiple Windows: This is one that I am asked about often, and see in quite a few of the online forums. By using CTRL + N (or, on a Mac, CMD + N), you are able to open a new window. There are different results, depending on the browser that you are using.

If you’re using Internet Explorer, you’ll already be logged into a QBO screen. With Firefox and Chrome, you’ll have to type the QBO URL into the address bar, but you won’t need to enter your username and password. Another option, and the one that I use often, is to open a new tab in the current browser window. Just right click on the tab you’re in, and then click duplicate.

Opening a new tab

I know, I know – the first thing everyone says is: “But what if I need to see reports side by side?”. When I need that, I just pull the tab out into it’s own window, and when I’m done, I put it back. Having used all of the browsers with QBO, I’ve found that Chrome handles this best.

Working with Multiple Companies: This is a new one to me, and I love it. Before, the only way to do this was to use different browsers: Open Company A in Chrome and Company B in Internet Explorer. This bugged me because I’m not a huge IE fan. At all.

To get around this, you need to make use of Profiles in Chrome or Firefox. Once you add an additional user, you can open up a browser window for each user and login to QBO separately. I love this, since I love Chrome (and QBO really does seem to run faster in it). I’m still getting used to it, but so far I think it’s great.

Multiple Companies with Profiles

QBO in the Chrome App Store: At first, I thought: so what? I usually just type in into my browser and I’m off and running when I login to QuickBooks Online. You’re probably all thinking the same thing: wouldn’t clicking one big fat icon be easier than typing in the URL? Um. Yes.

QuickBooks Online Chrome App

See that? You just click on it. Soooo much easier.

And you have options as to how you want it to open:

QuickBooks Online Chrome Preferences

You have it open as a regular tab, a pinned tab (this is just a little bitty tab that only has the favicon, and no text) or in this case, full screen for my Mac.

This is what a pinned tab looks like – isn’t it cute?

Pinned Tab

Find it in the Chrome App Store.

Document Management for QBO (well, sort of): This is absolutely brilliant, and I would love to take the credit for it. But I can’t, so I’ll try not to dwell on it. QuickBooks Online doesn’t have an integrated system to attach documents to transactions (or accounts, or customers, etc.). You could use something like to do it, but there’s a FREE work around that I also found out about recently. GOOGLE DOCS. Considering that I use Google Docs all the time – to share data with clients (I have a time card that I use for one of my payroll clients), budgets (I use a Google Doc spreadsheet to keep track of our household’s monthly budgets), file share/transfer (I can upload a file that’s too big to email to send to a client, then share it with them), I’m so bummed I didn’t think of this. But I need to let it go, right? And just get on with the telling of what it is? In the words of my fellow host, Woody Adams: “right on”.

You can upload the document to Google Docs, where it will have a unique web address. You can change share settings to anyone with the link or specific users. In the example below I chose anyone with a link:

Google Docs setting

You can always make it private, and then each person accessing it would need a Google account to open the document. An example of how it can be used would be on an Estimate – maybe you’ve scanned the signed approval from your customer and uploaded it. You can enter the link in the memo field (the customer doesn’t see this) and have quick access to the document from QBO:

Adding Google Docs link in memo

That’s it for this week. I have more to share, but I think this is a good start!

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About the author

Stacy Kildal

Stacy Kildal is owner/operator of Kildal Services LLC, located in Waterford Michigan—a full service bookkeeping company that specializes in all things QuickBooks. As a Certified Professional Bookkeeper and Advanced QuickBooks ProAdvisor, she supports QuickBooks clients all over the country, offering payroll, bookkeeping, training and consulting.

She regularly teaches QuickBooks workshops through the local county planning and economic development department, along with community college and continuing education classes for various school districts.  Stacy is one of the three hosts for the Radio Free QuickBooks weekly online radio show.

As a member of the esteemed Intuit Trainer/Writer Network, Stacy has presented many live seminars and webinars. Her attendees enjoy the passion she exhibits for her work and can easily relate to the many real life examples she uses during these presentations. She has also been featured frequently on Intuit’s Community "Ask the Expert" forums, at various Intuit Academy To Go podcasts, as well as hosting a number of Intuit Small Business Online Town Hall sessions. She an big fan of working mobile and has been recognized by Intuit as being an expert on QuickBooks Online, having written the Intuit Academy courses for the US, Singapore and Canadian versions.

Kildal Services LLC provides consulting, speaking and writing services to clients (including other accounting professionals) nationwide.


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