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Tag transactions in QuickBooks Online

SOLVEDby QuickBooks1595Updated January 29, 2024

Find out how to use tags and group tags to get deeper insights into your sales and expenses.

Tags are customizable labels that let you track transactions however you'd like. You can tag invoices, expenses, and bills. Group tags together and run reports to see how specific areas of your business are doing. They don't impact your books. Instead, they're a way for your team to track the info that matters most to you.

Learn more about what tags are and how to turn them off.

To watch more how-to videos, visit our video section.

Step 1: Create tag groups

Start by creating groups to put tags into:

  1. Go to Settings Settings gear icon. and select Tags.
  2. Select the New ▼ dropdown and then Tag group.
  3. Give the group a name.
  4. Select a color from the ▼ dropdown.
  5. When you're done, select Save.

Let's say you run an event company. You may want to see how much you earned and spent on events this year. Create a group called "events". Then create tags for specific events and add them to your events group.

Step 2: Create new tags and tag transactions

You can create tags while you're working on a form, like an invoice or expense:

  1. In the Tags field, enter the name of the tag you want to create. Then select + Add.
  2. Select one of your groups to add the tag to it.

This creates the tag and tags the form. To add existing tags to forms, simply enter the name in the Tags field and select it.

Note: You can add as many tags as you'd like, but you can only choose one tag per tag group.

Step 3: Get insights from tags

Run reports for tag groups to see how tagged transactions are performing:

  1. Go to Settings ⚙, then Tags (Take me there).
  2. Find a group on the list.
  3. Under the Action column, select Run report.

Since groups have both money in and money out transactions, you'll see how everything in the group affects your bottom line.

Next steps: Edit tags and tag groups

  1. Go to Settings ⚙ and select Tags (Take me there).
  2. Find the tag or tag group you want to edit.
  3. Under the Action column, select the Run report ▼ dropdown. Then select Edit tag or Edit group.

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