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QuickBooks Practice Manager: A beginner's guide

by Intuit Updated 10 months ago

This guide will show you how to set up QuickBooks Practice Manager. We'll explain how to import your client list, set up your profile, link your email account, and add team members. We'll also show you how to add tasks and subtasks and link to helpful articles. Let's get started!

First things first, sign in to your account.

  1. In QuickBooks Online Accountant, select Accountant tools
  2. Select Practice manager. This will open a new window

Tip: We recommend reading our Practice Manager overview to understand what it is, how it works and what it can do for you.

When you sign in for the first time, all of your clients from QuickBooks Online Accountant will be automatically imported into Practice Manager. Once your import is complete, you'll get an email notifying you that the list of clients has been successfully added and is ready for use.

If you need to add additional clients manually, select the + plus icon and then Add client. Alternatively, you can also bring in clients directly from Companies House.

Next, it's time to set up your profile. This is an important step because it helps you to establish your business identity and create a professional appearance for your clients.

Starting with the basics, uploading a logo and adding an email signature is an easy way to personalise your profile. You can also change your email address and update your password. To do this:

  1. Go to Settings
  2. Select the My account tab.
  3. Select Update profile and signature
  4. When you’re done, select Save.
  5. Next, select Change email preferences
  6. Choose which notifications you’d like to receive from Practice Manager. These notifications include: 
    • Task updates 
    • File uploads 
    • Client updates 
    • Daily overview and weekly updates
  7. You can Setup Two-Factor Authentication (2FA) if you need to. Setup requires an Authenticator app, like Google Authenticator, on your mobile device.
  8. Select Change when you’re done. 

Note: If you set up an email signature, you can copy it and put it in every team member's profile.

Linking your email account to Practice Manager can help you stay organised and make sure all of your emails are in one place. This will make managing and monitoring all correspondence between your team and clients easier. 

This article will walk you through the process of connecting your email account.

QuickBooks Practice Manager will automatically import all of your team members from QuickBooks Online Accountant and set up personal accounts for each of them.

To add a new team member in Practice Manager, you first need to add them in QuickBooks Online Accountant. Once added, they will automatically appear in the Teams list of Practice Manager. 

Here’s everything you need to know about adding and managing team members.

Now let’s add in your clients and contacts. When you add a new client, you can enter their basic information like name, address, email address and phone number, as well as any additional details like Company Registration Number, Corporation Tax and VAT information, payroll reference, the services they offer and more. 

After you set up a client, you can then add contacts associated with that client.  

If you’re set up as a workspace admin, you can create custom fields to collect additional data. This gives you the opportunity to be extremely thorough about each of your clients.

As your customer base grows, you can speed up your search process by using the filter tool to search for a particular type of customer or just those you or a certain team member works with.

Setting up tasks and subtasks is a great way to make sure that the work needs to be done is visible to your team, so everyone knows what’s going on. This makes it easier for the team to collaborate, stay organised and get work done faster. 

You can create new tasks and assign them to other team members, or add subtasks as needed. You can also assign due dates for each task or subtask, and set up any reminders or notifications that need to be sent out when tasks become overdue or need attention.

You can label tasks to show how urgent or important they are, or the kind of client they're for.

If you need help with a specific task or subtask, here's a helpful walkthrough guide to get you started. 

Take a peek at the work report for an all-encompassing, big-picture view of what's going on in your practice. It'll show upcoming, completed and overdue tasks, so you can get a quick idea of what's on your team's plate.

  1. Go to Team
  2. Select the Work report tab. 
  3. Use the filer tool to narrow down your search, or select Export table to download the report.

Tip: Save the QuickBooks Practice Manager resource page to your bookmarks for easy access to helpful articles and step-by-step instructions.

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