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Guide to Managing Clients in QuickBooks Online Accountant Practice Manager

Setting up your clients business and financial information properly in QuickBooks Online Accountant (QBOA) is important to ensure your accounting firm's clients’ details and financial data are up to date, accurate and accessible. Ensuring the correct set up will facilitate seamless real-time collaboration with your clients on the QuickBooks platform.


If your clients aren’t already using QuickBooks you can get them set up on QuickBooks Online for small business owners where they will be able to view and manage their data. Then you can add them to your firm's client dashboard in QuickBooks Online Accountant. Here you can manage all of your clients in one place.


Following the steps in this comprehensive guide on how to manage clients in QuickBooks Online Accountant you’ll learn:

How to Set Up Clients in QuickBooks Online Accountant 

Here’s how to set up clients in QBOA so you can practice effective client management and provide excellent accounting services.

How to Develop a QuickBooks Online Training Plan for Clients 

Follow our steps to develop a QuickBooks Online training plan for your new accounting clients or those that have migrated from traditional accounting software, excel or other providers to QuickBooks Online.

1. Sign in to QuickBooks Online Accountant:

Log in to your QBOA account using your credentials. Alternatively, accountants can sign up for a free QBOA account for their firm to get started with client collaboration.

2. Add Your New Client:

Once you’re logged in, you'll see the QBOA dashboard. Click the "New Client" button. Alternatively, navigate to the "Clients" tab to get started.


3. Fill in Client Details:

Enter the client's details in the "Add Client" form. Include primary details like: 

  • Business name
  • Email address
  • Phone number
  • Address
  • Business type (e.g. sole proprietorship, LLC, corporation)
  • Tax ID number (depending on their region)

4. Assign a Team Member:

Assign yourself or a team member to manage your client's account. You can select multiple team members if needed.

5. Choose a Billing Method:

Decide on the billing method for this client. Either:

  • Bill the client directly
  • Bill the firm (your accounting practice), and then send an invoice for your client to reimburse you


Watch our video on how to add a client in QBOA using non-wholesale billing.

Alternatively, learn how to add a client in QBOA using wholesale billing.

6. Customize Access Rights:

Once you’ve set up the client account, you can give them rights within the QuickBooks Online interface for small business owners. Choose relevant modules and features that your client will likely use on the platform. 

7. Save the Client Profile:

Review the client information you've entered to ensure that it is accurate. Click the "Save" or "Add Client" button to finish creating the client profile.

8. Connect or Import Client's Data:

Depending on whether the client is an existing QuickBooks Online user or not, you may need to connect to their existing QuickBooks Online company file or import their financial data for accurate financial guidance.


Learn more about the difference between migrating and converting client data to QuickBooks.

9. Collaborate and Work with the Client:

You can now collaborate with your clients, perform accounting tasks, and manage their financial data using QuickBooks Online Accountant. Congratulations!

Sign up to QuickBooks Online Accountant for free and see why over 600,000 accountants love QuickBooks

How to Review Client Set-Up in QuickBooks Online Accountant

Your obligation to clients doesn’t end after set-up. You must regularly review client information on QBOA to ensure that their settings are configured accurately and meet their current needs. Here’s how to review client setup in QBOA to keep their information up-to-date and accurate:

1. Access Your Clients:

From the QBOA dashboard, click on the "Clients" tab to view your full list of clients.

2. Select the Client to Review:

Click on the name of the client whose set-up you want to review. This will open their client profile.


3. Review Client Information:

Within your client's profile, review the information you entered during the initial set-up process. This will include:

  • Business name and contact information
  • Business type
  • Tax ID number
  • Billing method
  • Team member assignments
  • Access rights

4. Check The Status Of Their QuickBooks Online Subscription:

Verify your client's QuickBooks Online subscription status, ensuring that their subscription type matches their needs as a business. You will either bill this to them directly or bill your firm and send the client an invoice.


5. Access the Client's QuickBooks Online Account:

Click the link or button that allows you to access the client's QuickBooks Online account. This will take you directly to their financial data.

6. Review the QuickBooks Online Settings:

Inside the client's QuickBooks Online account, review all settings and preferences. This may include:

  • Chart of accounts: Check that the chart of accounts matches the client's business needs.
  • Company information: Verify that the company name, address, and contact details are up-to-date.
  • Sales tax settings: Check the sales tax settings to ensure compliance with the client’s tax obligations. 
  • Users and access: Review the list of users accessing the client's QBOA account and whether their access rights are accurate.

7. Review Transactions and Data:

Take a look at the client's recent transactions, invoices, expenses, and financial reports, checking that everything is recorded accurately.


8. Collaborate with the Client:

If you’ve made changes or updates to the client’s account based on the review, communicate with them so that they are aware of any modifications to their QuickBooks Online account.


You now know how to review clients in QuickBooks Online Accountant.

Best Practices for Managing Clients in QuickBooks Online Accountant


Effectively managing clients in QBOA goes beyond initial setup and regular reviews. Here are our best practices for accountants to implement when managing their clients.

Onboard your Clients and Build a Training Program

Creating an effective onboarding strategy for your accounting clients will help you build strong communication and rapport with your client. Follow our client onboarding checklist to ensure your onboarding process smoothly transitions your client into the QuickBooks platform.


If your clients are new to QuickBooks Online, read our article on how to build a training program to educate clients on QuickBooks Online.

Regularly Communicate with your Clients

Ensure you’re always on hand to chat through the queries of your clients. Maintain an open communication policy by setting a constant communication stream through instant messaging applications like Trello or Slack. This allows you to understand the evolving needs of your clients better and to keep them well-informed about essential financial updates - either to QuickBooks Online itself or within their industry.

Collaborate Within the QBOA Client Portal

Encourage your accounting clients to use the portal within QuickBooks Online for secure document sharing and encrypted communication. This helps to reduce tiresome email back-and-forth, keeping all client information in one place. Learn more about how QuickBooks Online Accountant helps accountants and bookkeepers manage their practice and clients.

Stay Informed through Continued Professional Development

As an accountant, you likely recognize the importance of maintaining and learning new and updated knowledge about accounting practices and tax laws. Stay on top of your continued professional development (CPD) and regularly review and update your practices and knowledge on industry topics and QuickBooks Online Accountant features to provide better insights and advice for your clients. Join QuickBooks free webinars and events for accountants to stay informed on industry updates and QBOA feature updates. Our webinars may contribute towards your CPD hours.

Free Webinars for Accountants

Maintain your Continuing Professional Development (CPD) with QuickBooks free on-demand webinars and learn how QuickBooks can help you run your accounting practice

Generate QuickBooks Financial Reports

Take advantage of QuickBooks Online reporting tools to generate financial statements like balance sheets, profit and loss statements, and cash flow statements. By regularly sharing these reports with clients, you can help them make informed financial decisions that will positively impact their business going forward.

Sign up to QuickBooks Online Accountant for Free

Are you ready to improve your accounting services for clients? Look no further than QuickBooks Online Accountant. QBOA gives you the ability to streamline your client management and accounting practice management processes with powerful accounting software. Sign up to QBOA for free and start better supporting your clients today.


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