Can I run and use QB without linking the bank accounts?

Thanks for getting back to me, that's really helpful. 

If I unlink the accounts, can I manually reset the opening bank balance for the start of the year, so I make sure that I can get everything on an even keel? 

You'll be glad to know that you can edit the opening balance of your bank account, RFBSDot.

You can modify it through the Account history. And, here are the steps to follow:

1. Go to Settings :gear:, then select Chart of Accounts.
2. Locate the account, then go to the Action column and select Account history.
3. Find the opening balance entry.
4. If you've got the Date column sorted from newest to oldest, the opening balance entry may be at the end of the list.
5. Select the opening balance entry.
6. Edit the amount. Tip: If you're not able to edit the amount directly on this screen, in some cases you can edit by selecting the Edit ✎ icon.
7. Click Save. 
8. Your change will not be saved if you navigate away from the register without saving.
   
   

If there isn't already an opening balance listed and you want to enter one, see How to enter an opening balance for an existing account.

If you're trying to edit an opening balance when reconciling an account in QuickBooks Online with your bank or credit card statement, see Fix an opening balance to match a bank statement.

Keep me posted if there's anything else I can help you with today. Just tag my name, and I'll get back to you.

Hi, Mary. 

I have a question about recording the income and expense. 

So you said we can record without linking bank account. So I use enter bills to record my expense and invoice for my sales. But when I enter a bill, I have to pay bills to complete the transactions right? otherwise it just appears all bills are not paid yet. But if I want to pay I have to link a bank account. Because If I want to see a report about how much for my monthly expense for within a certain period of time, It still automatically counts unpaid bills before in my report. 

Could you give me a help for this please? 

Thank you so much!!!!

You've come to the right place for help with handling bills in QuickBooks Online, @AshleyYang.

You're correct, bills that are created in QBO should be paid to prevent them from showing as open bills on the reports. Payments can be done via bank transfer for free even without connecting other online payment accounts. 

Furthermore, you can create Check or Expense journal entries for same-day transactions:

1. Open the +New menu.
2. Choose Expense or Check.
3. Fill out the necessary information.
4. Once done, click on Save or Save and close.

If you want to manage and keep track of your vendor transactions/bills, you can access the Vendor Balance Detail report. For more reports you can review, check these modules:

• Run reports in QuickBooks Online
• Customise reports in QuickBooks Online

I'm always glad to be of help. Ping me if you need more guidance about handling bills/vendors. Take the best care and have a good one!

Hi, 

Thank you again. 

For the information you provide to me. In my case, my boss pay all bills and receive the money external the quickbooks, but he wants me to use Quickbooks desktop to record the income and expense.  Because they just collect all paper receipts together and let me make a summary. So everything has already paid when I try to record on quickbooks so I am worry about if I link or connect any bank account, there will be double charge again through the quickbooks. Is there any ways you recommend to me to deal with that? 

Thank you :)

I'll share additional information in recording income and expenses, AshleyYang.

Since everything has been paid, you can create a Sales receipt to record your income and then use the Expense tab on the Write Check screen for expense transactions in QuickBooks Desktop. I'll show you how.

Create sales receipt:

1. Go to the Customers menu, then Create Sales Receipts/Enter Sales Receipts.
2. From the Customer: Job drop-down, select a customer or job. If the customer is not on the list yet, you can click Add New.
3. Fill in the relevant information at the top of the form like the Date and Sale No.
4. Choose the payment method.
5. In the detail area, select the item(s) you propose to do or include as a sale.
6. Enter all the necessary information and then hit Save & Close.

These are the steps for recording expenses:

1. Go to the Banking menu, then Write Checks.
2. Select the correct bank account.
3. Fill in the No., Date, and the amount.
4. Enter to choose the correct vendor.
5. Click the Expense tab.
6. Choose the correct account where you want to record the expense and enter the amount.
7. Ensure all necessary information is already provided, then hit Save & Close.

If you want to connect or link your bank account, ensure all bank feeds transactions are matched and not added to prevent duplicate. Check out this article for a complete guide to connect your bank account: Set up bank accounts for Bank Feeds in QuickBooks Desktop.

You're always welcome to post again if you need further assistance. We're always available to help you.

Thank you so much, It really helps me. 

One more question please. 

So for recording expense, Even though I write the check, it won't go through to pay to the vendor right? just record it?

Thank you :) 

I'd be glad to join the conversation and quickly answer your question, Ashley. 

Yes, the steps provided in the last response on how to manually record the check will not send the transaction to the vendor. It will only create a record in your company file to make sure everything is accounted for. The same goes for recording expenses or credit card charges. 

Here's an article that provides more details about this function: Create, Modify, and Print Cheques.

Let me also share this guide just in case you want to quickly review the vendor-related transactions you've recorded so far: Customise Supplier Reports.

Please let me know if that answers your questions about recording expenses in QuickBooks. The Community is always here if you need anything else. 

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@AshleyYang wrote:

he wants me to use Quickbooks desktop to record the income and expense.  

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@AshleyYang 

Where is your company located? UK or another country?

In US 

In US

Your posts appeared in UK Community, not US. Which QB Desktop year version do you run?

Oh sorry,  I probably made the wrong location. 

My version is QB Pro 2015.

Thank you so much for the help. I am really appreciated. 

QBD 2015 is outdated and you don't need to run any bank feeds.

I am setting up a new company on my Quickbooks Accounts.  The company does not want me to link the bank account to Quickbooks until after this year end.  I can't see how to reconcile without adding the bank account.

Unless does it show once i have added all the transactions manually?

It's my pleasure to have you in this thread, @Kazza965. Congratulations on setting up a new company with QuickBooks Online (QBO). Let me help you with reconciling your bank account with our system.

Yes. You can reconcile the bank account without linking it to QuickBooks by adding the transactions manually. Before that, you need to set up the bank through the Chart of Accounts.

1. Sign in to QuickBooks.
2. Go to the Gear icon, then click on Chart of Accounts.
3. Tap on New.
4. Input the details, then save.

I'm also adding this material for the detailed instructions: Add an account to your chart of accounts in QuickBooks Online.

After that, you're now ready to track the transactions manually through the +New icon.

Then, proceed with your reconciliation.

1. Click on Accounting at the left pane, then Chart of Accounts.
2. Locate the bank.
3. Tap on View register.
4. Select your bank, then reconcile your entries.

Alternatively, you can prepare an Excel CSV file for your entries, then upload it through the Banking page to ease the process.

For additional hints, while reconciling your accounts, check out this article: Reconcile an account in QuickBooks Online.

 Leave a comment below if you have other questions while managing your accounts. I'm always here to help. Keep safe!