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Set up and use class tracking in QuickBooks Desktop
Class tracking helps you track account balances for specific parts of your business, like departments, locations, or properties. This feature helps you create detailed reports for different parts of your business.
For example, a restaurant with multiple locations could use classes like Uptown, Midtown, and Downtown to track balances by location. A farm could create classes for each enterprise, like corn, hogs, and soybeans.
Step 1: Turn on class tracking
Before setting up and using classes, you need to enable the feature in your preferences.
Windows
Open your company file.
Go to the Edit menu, then select Preferences.
Select Accounting, then go to the Company Preferences tab.
Select the Use class tracking for transactions checkbox.
(Optional) Select the Prompt to assign classes checkbox if you want QuickBooks to remind you to assign a class to transactions.
Select OK.
Mac
Go to the QuickBooks menu, then select Preferences.
In the Workflow section, select Transactions.
Select the Use class tracking checkbox.
Close the Transactions window to save the changes.
Step 2: Set up class categories for expenses and accounts
Once class tracking is turned on, create the classes you need for reporting.
You only need to set up the withholding tax account and item once. Next time you have to charge off withholding tax, just use your existing withholding tax item. Set up classes based on the type of reporting you want to perform. Consider how you want business segments displayed in reports. Use classes for one category only (for example, use classes for departments, or locations, but not both). Create an “other” class for transactions that don't fit into your defined classes. |
Windows
Go to the Lists menu, then select Class List.
From the Class ▼ dropdown menu, select New.
Enter the class name.
(Optional) To create a sub-class, select the Subclass of checkbox and choose the parent class it belongs under.
Select OK to add the class.
Mac
Go to the Lists menu, then select Classes.
Select the plus + icon to create a new class.
Enter your preferred class name.
(Optional) To create a sub-class, select the checkbox and choose the class it's under.
Select OK to add the class.
Use class tracking in transactions
After setting up your classes, you can assign them to various transactions. Assigning classes lets you generate reports that compare balances across different segments of your business.
You can assign classes to transactions such as:
Invoices
Sales receipts
Estimates
Sales orders
Statement Charges
Refunds and credits
Checks
Credit card charges
Bills
Purchase orders
Paychecks
To learn how to analyze your data by class, see how to filter, sort, or total reports by class.
Sample classes by industry
The following table provides examples of how different industries might use classes:
Business type | Sample segments |
Accounting firms |
|
| Advertising and public relations firm |
|
Architectural firms |
|
Construction companies or contractors |
|
Consulting firms |
|
Graphic design, writing, photography, printing firms |
|
Legal offices |
|
Medical offices |
|
Membership organizations or user groups |
|
Real estate brokers |
|
Restaurant and bars |
|
Retail stores |
|
Wholesale |
|
Sales representative |
|
Services (that bill weekly/monthly) |
|
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