QuickBooks tips and tricks grab bag

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Here’s the first of a series of QuickBooks tips and tricks articles that will hopefully help you save time, save space, or save money.

And maybe, save your sanity. I could always use a little more of that. :)

1. View a list of recent transactions on individual forms

QuickBooks recent transactions
Replay animation

WHERE TO CLICK
Create (+) > Invoice > clock in the upper left corner.

WHY IT’S USEFUL
View a list of your most recent invoices for quick access.

OTHER PAGES WHERE THIS WORKS
Almost any form that you can get to through the Create (+) button at the top of the page — sales receipt, estimate, expense, bank deposit, bill, etc.

I didn’t even know this feature existed, until I accidentally clicked the corner one day!

Remember you can always click the global clock icon1 to view a list of all recent transactions (regardless of type):

QuickBooks Recent Transactions Icon

2. Invoices: choose the best Save option for you

QuickBooks save options

WHERE TO CLICK
Create (+) > Invoice > to the right of Save and send at the bottom of the page.

You can also use keyboard shortcuts:

  • Save and new: Ctrl + Alt + S
  • Save and close: Ctrl + Alt + D
  • Save and send: Ctrl + Alt + M

WHY IT’S USEFUL
QuickBooks remembers the last Save option you used so you can go right to it the next time2.

3. Invoices: show and hide billable items column

QuickBooks billable
Replay animation

WHERE TO CLICK
Create (+) > Invoice > on the right side of the form.

WHY IT’S USEFUL
Show and hide the billable items3 column in one click. Save space when you need it!

4. Banking: quick access to all your bank rules

QuickBooks Manage Bank Rules

WHERE TO CLICK
Transactions > Banking > to the right of Update.

WHY IT’S USEFUL
Quick access to all your bank rules4 that control and automate how QuickBooks accepts bank transactions.

5. Banking: create a bank rule when adding a transaction

QuickBooks create custom rule

WHERE TO CLICK
Transactions > Banking > click a new transaction in the list > change its category > Edit this setting > create custom rule.

WHY IT’S USEFUL
Easily create a rule to categorize similar future transactions. QuickBooks automatically prefills the rule fields based on the current transaction. Time saver!

Okay, that’s all for now. We’re just getting started. :)

Notes

  1. You may not see the global clock icon if you sign in through QuickBooks Online Accountant.
  2. Learn more about smart blue buttons.
  3. Learn more about how to record billable expenses.
  4. Learn more about how to use bank rules.
  5. If you’re brand new to QuickBooks Online, here’s 4 starter tips on getting around.
  6. Thanks to Trevor at Real World Training for help on this article!
  7. To try these updates using sample data, check out the QuickBooks test drive.

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