QuickBooks HelpQuickBooksHelpIntuit

Get started with QuickBooks Online

by Intuit41 Updated 4 days ago

Welcome to QuickBooks Online!

Whether you’re new to QuickBooks or just signing in on a new device, this guide walks you through everything you need to get started — from signing in to setting up your company, connecting your accounts, and customising tools to suit your business.

Not signed up yet? Sign up for QuickBooks Online.


1. Sign in to QuickBooks Online

You can sign in using your email address, user ID, or phone number.

  1. Go to QuickBooks Online.
  2. Enter your email, user ID, or phone number and select Sign in.
  3. Enter the 6-digit code sent to your email or phone.
  4. Select Sign in again to continue.

If you want to switch accounts, select Use a different user ID on the login screen.

Tip: To update your phone number or contact info, select the circle icon in the top right, then choose Manage your Intuit Account.


2. Explore your dashboard

After signing in, you’ll land on your Home dashboard—a snapshot of your business performance.

Two tabs:

  • Home: Real-time insights into cash flow, profit & loss, sales, income, and expenses
  • Planner: Highlights tasks and helps you plan upcoming actions

Widgets displaying key metrics, including connected bank balances and business health.

Select Customise layout to:

  • Add, remove, or resize widgets
  • Drag and drop to reorder them

Use the Shortcuts widget to pin commonly used actions like:

  • Creating invoices
  • Reviewing transactions
  • Recording bills
  • Adding customers
  • Checking payroll status

Each user’s dashboard is tailored to their access rights, so views may differ.


3. Set up your company

You can customise your company settings all at once, or configure them as you go.

  1. Go to Settings, then Account and settings.
  2. Work through each tab to:
    • Company name and contact details
    • VAT settings
    • Invoice customisation
    • Features like languages, sales forms, and billing info

When performing key actions (like creating a report) for the first time, a guided setup will appear to help configure your settings.

You can revisit or adjust settings any time under Account and settings.


4. Connect your bank and credit card accounts

Connecting your accounts lets QuickBooks download and categorise transactions for you.

Learn how to connect bank and credit card accounts here.

  1. Go to Transactions, then Bank transactions (Take me there).
  2. Select Connect account.
  3. Choose your bank and follow the prompts.

If your bank doesn’t support Open Banking, you can manually upload bank statements.


5. Import your data

If you’re switching from another platform or QuickBooks file, you can import key lists like customers, suppliers, stock, and your chart of accounts.

Learn more: Move your lists to QuickBooks

You can add new customers, suppliers, and products and services quickly and easily in QuickBooks Online. Follow the relevant support guides on how to do this:


6. Set up VAT

It's easy to add VAT to your invoices and receipts and track how much you owe. Follow the steps below to set up VAT for the first time:

  1. Go to Taxes and select VAT (Take me there).
  2. Select Set up VAT.
  3. Enter your VAT registration number, tax agency, filing frequency, and VAT rates.
  4. Choose your reporting method (cash or accrual).
  5. Save your setup.

Learn more:


7. Customise and send invoices

Create professional invoices tailored to your brand.

Open any invoice and select Customise to adjust layout, branding, and details.

Learn more: Customise invoices, estimates, and sales receipts in QuickBooks

  1. Select + New, then Invoice.
  2. Choose a customer and enter the invoice details.
  3. Add products or services and VAT if needed.
  4. Select Save or choose a sharing method.

Learn more: Create and send an invoice in QuickBooks


8. Add and manage users

You can grant others access to help manage your books.

Learn more: Add and manage users in QuickBooks Online

You can update your own email, phone number, user ID, or company info anytime.

  1. Go to Settings, then select Account and settings.
  2. Select the Company tab.
  3. In the Contact info section, choose Edit.
  4. Make changes and select Save, then Done.

You’ll need admin permissions to change another user’s information.

  1. Go to Settings, then select Manage users.
  2. Select the user, then Edit.
  3. Update their info and select Save changes.

2. Explore your dashboard

Once you sign in, you’ll see your dashboard, which gives you a high-level overview of your business performance.

Two tabs: 

Widgets showing:

  • Cash flow
  • Profit and loss
  • Expenses
  • Sales and income
  • Bank account balances

You can customise the layout to suit your workflow. Select Customise layout to:

  • Add or remove widgets
  • Resize and reorder widgets

Personalise your Shortcuts widget to include actions you use often, such as:

  • Creating invoices
  • Reviewing bank transactions
  • Recording bills
  • Setting up customers
  • Checking payroll status

3. Set up your company

You can customise your company settings all at once, or configure them as you go.

  1. Go to Settings, then Account and settings.
  2. Work through each tab to:
    • Add your company info
    • Turn on relevant features (e.g. VAT, invoice customisation)
    • Adjust language, billing details, and sales form preferences

When performing key actions (like creating a report) for the first time, a guided setup will appear to help configure your settings. You can revisit or adjust settings any time under Account and settings.

Learn more: Edit company settings in QuickBooks


4. Connect your bank and credit card accounts

Connecting your accounts lets QuickBooks download and categorise transactions for you.

  1. Go to Transactions, then Bank transactions (Take me there)
  2. Select Connect account
  3. Choose your bank and follow the prompts

If your bank doesn’t support Open Banking, you can upload bank statements manually. Once you’ve connected your bank or credit card account, you can set up bank rules to help speed up the categorisation process.

Learn more: How to connect bank and credit card accounts to QuickBooks


5. Import your data

You can import data from another QuickBooks company or other accounting software — including customer, supplier, stock, and chart of accounts lists.

Learn more: Move your lists to QuickBooks

No historical data? You can start fresh — it’s optional to import.

Follow the relevant support articles on how to add new customers, suppliers, products and services in QuickBooks:


6. Set up VAT

QuickBooks helps you track VAT on sales and purchases, and prepare for VAT returns.

  1. Go to Taxes, then VAT (Take me there).
  2. Select Set up VAT.
  3. Fill in the required fields:
    • VAT registration number (9 digits)
    • Tax name and description
    • Tax agency name
    • Start of current tax period
    • Filing frequency
    • Reporting method (cash or accrual)
    • Sales and purchase rates

Learn more: Set up and use VAT in QuickBooks


7. Customise and send invoices

Create invoices that reflect your brand and get paid faster.

  • Open any invoice and select Customise.
  • Choose to edit an existing template or create a new one.
  1. Select + New, then select Invoice.
  2. Select a customer.
  3. Update the invoice date, due date, and terms if needed.
  4. Add products and services, quantity, rate, and VAT.
  5. Select Save, or choose how you’d like to share it.

You can also save it as a draft or send it directly via email.

Learn more: Create and send invoices in QuickBooks



8. Add and manage users

Let others help manage your books by giving them access to your account.

Learn more: Add and manage users in QuickBooks

  • Primary admin – full control of the account
  • Company admin – full access similar to the primary admin
  • Standard user – access based on specific permissions (sales, expenses, banking, etc.)
  • Reports only – view-only access to reports
  • Time tracking only – can track hours but not access financial data
  1. Go to Settings, then select Manage users
  2. To add someone, select Add user and follow the steps.
  3. To change access or details, select Edit next to their name.
  4. To remove a user, select Delete.

Only the primary or company admin can manage users. Your plan determines how many users you can add.

  1. Go to Manage users.
  2. Select the dropdown in the Action column.
  3. Choose View user activity to access the audit log.

9. Run and customise reports

QuickBooks has a full library of reports that help you monitor your business.

  1. Go to the Reports tab.
  2. Choose a report type or search by name.
  3. Apply filters to customise your view.

Use the reports to track income, expenses, profitability, and more.

Learn more:


Need more help?

Book a free 1:1 onboarding session

Let one of our product experts take you through a complimentary 1:1 guided session, at a time that works best for you.

We’ll guide you through some initial steps to help get you set up. You’ll also be able to ask any questions you may have, and learn more about features of QuickBooks Online specific to your business needs.

Book your guided session here


Additional support options

  • Visit the Learn and Support page for videos and how-to guides
  • Join the QuickBooks UK Community to connect with other business owners.
  • Use the Digital Assistant in-product for 24/7 help — just select Help (?) and type your question

If needed, contact our support team for further assistance.

QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start

Sign in now for personalized help

See articles customized for your product and join our large community of QuickBooks users.