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Getting started with the QuickBooks mobile app

by Intuit•8• Updated about 2 hours ago

The QuickBooks Online mobile app is designed to help you manage your business finances on the go. Whether you're tracking expenses, sending invoices, or monitoring cash flow, the app provides the tools you need to stay organised and prepared for tax time.​

1. Downloading the app

To begin, you'll need to download the QuickBooks Online mobile app appropriate for your device. The app is available for both iOS and Android platforms.​

Note: Ensure you're using the same login details as your QuickBooks Online account to sync your data across devices.​


2. Signing in securely (iOS only)

QuickBooks Online offers several secure and convenient sign-in options for iPhone and iPad users. Instead of entering your username and password each time, you can set up a 4-digit App PIN, enable Touch ID, or use your device’s password manager to sign in more quickly.

  1. Open the QuickBooks Online app and go to Menu > Settings > Account.
  2. Slide the App PIN toggle to turn it on
  3. Enter and confirm a 4-digit code to unlock the app

Things to know:

  • You can turn the App PIN on or off at any time, or update it in Settings
  • If you forget your PIN, sign in with your username and password, then reset your PIN
  • Each device can have its own App PIN
  1. Make sure the App PIN is enabled using the steps above
  2. Slide the Touch ID toggle to turn it on
  3. Close and reopen the app to start using fingerprint sign-in

Things to know:

  • When prompted, place your registered finger on the Home button to sign in
  • If Touch ID fails, you can sign in with your username and password and set it up again

You can also use a third-party password manager (like iCloud Keychain or 1Password) to save time when signing in.

  1. Make sure your QuickBooks login is saved in your device’s password manager
  2. Open the QuickBooks Online app and tap the key icon where you enter your user ID
  3. Unlock the password manager with your password or fingerprint
  4. Select your saved QuickBooks Online login to autofill your credentials

3. Setting up your company profile

After installing the app, set up your company profile to tailor QuickBooks to your business needs. This includes entering essential information about your business.​

  1. Open the QuickBooks app from your mobile device.
  2. Navigate to the settings⚙️menu.
  3. Select Account and Settings.
  4. Enter your business name, address, and contact information.
  5. Set your financial year start date and other relevant preferences.
  6. Save your settings.​

You can view a customer note on the mobile app that was added from QuickBooks Online. To do this:

  1. From the QuickBooks mobile app Menu ☰, select Customers.
  2. Select the customer's name.
  3. Select the Details tab, then scroll down to the Note field to see your note.

To set up a time with your customer:

  1. From the Menu ≡, select Customers.
  2. Select a customer.
  3. Select +, then choose Add Appointment.
  4. Complete the appointment details, then select Save.

4. Connecting your bank accounts

Linking your bank and credit card accounts allows QuickBooks to automatically import and categorise your transactions, saving you time and reducing manual data entry.​

  1. In the app, go to the Transactions tab.
  2. Tap Connect Account.
  3. Search for your bank and select it from the list.
  4. Enter your online banking credentials to establish a secure connection.
  5. Follow the prompts to complete the setup.​

Note: QuickBooks uses secure encryption to protect your financial data.​


5. Navigating the dashboard

Your homepage now leads with a cash flow widget showing your projected cash position at a glance, so you can see where things stand before digging into reports. Below it, a "What needs attention today" feed pulls together your most pressing to-dos — like overdue invoices, transactions to review, or upcoming bills — so you always know what to tackle first.

The dashboard provides a snapshot of your business's financial health, displaying key metrics and alerts. It's designed to help you quickly assess your income, expenses, and other vital information.​

  • Cash flow widget
  • What needs attention today feed
  • Profit and Loss summary
  • Bank account balances
  • Outstanding invoices
  • Recent transactions
  • Expense categories​

Tip: Regularly reviewing your dashboard helps you stay informed about your business performance.​


6. Managing transactions

QuickBooks allows you to review, categorise, and manage your transactions efficiently, ensuring your records are accurate and up-to-date.​

  1. Go to the Transactions tab in the app.
  2. Review the list of imported transactions.
  3. Tap on a transaction to categorise it (e.g., office supplies, travel).
  4. Add notes or attachments if necessary.
  5. Save the categorised transaction.​

Note: Consistent categorisation aids in accurate reporting and tax preparation.​


7. Adding your accountant

You can't add your accountant using the QuickBooks mobile app. To invite your accountant, you'll need to sign in to QuickBooks Online through a web browser. Learn how to Add accountant users in QuickBooks Online.


8. Tracking expenses and receipts

Keep track of your business expenses by recording them in the app and attaching receipts for documentation.​

  1. Tap the + icon and select Expense.
  2. Enter the expense details, such as amount, supplier, and category.
  3. Use your device's camera to snap a photo of the receipt.
  4. Attach the receipt image to the expense record.
  5. Save the expense.​
  1. From the Menu ☰, select Expenses.
  2. Select an expense to see its details.
  3. Select Edit ✎, then make the necessary changes.
  4. Select Save or Done.

9. Tracking mileage

If you use your vehicle for business purposes, the app can automatically track your mileage, making it easier to claim deductions.​ See our help article on how to set up vehicles and mileage tracking in QuickBooks.


10. Running business reports

QuickBooks provides various reports to help you understand your business's financial health. These reports can assist in making informed decisions and preparing for tax time.​

  1. Navigate to the Reports section in the app.
  2. Select the report you wish to view, such as Profit and Loss or Mileage Log.
  3. Customise the date range or other filters as needed.
  4. Review the report to gain insights into your business performance.
  5. Export or share the report if required.​

11. See your latest data

Keep your QuickBooks mobile app up-to-date with the latest information by simply refreshing your data. Make sure you're connected to the internet, and then follow these steps for your mobile operating system.


More help

Note: When contacting support, the app may prompt you to attach an app log to help identify any issues.

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