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What's new in QuickBooks Desktop for Mac 2021

Learn what’s new in QuickBooks Desktop for Mac 2021.

QuickBooks Desktop for Mac 2021 brings both new and improved features designed to benefit your business. Here’s what’s included in the latest release.

Automated payment reminders makes it easy to let your customers know when they have invoices they need to pay you for.

Once you've set up payment reminders, QuickBooks will let you know when you have invoices available to send. Then, you can review and approve them before they go out. Here’s how to create a payment reminder.

  1. Go to Customers, then Payment Reminders, then select Schedule Payment Reminders.
  2. From the Customer Center, select (+) and give your group a name.
  3. From the Customer:job panel, select the customers you'd like to add to the group.
  4. When you're finished adding customers to the group, select OK.
  5. From the Customer Center, select your customer group and then select  Payment Reminders tab.
  6. Select the Gear icon, then select New Payment Reminder.
  7. Customize your reminder description, reminder date, and any other information, then select OK.

If you send multiple forms, like invoices or statements, to the same customer, you can combine them into a single email instead of sending multiple emails. Here’s how.

  1. From the File menu, select Email forms. These are all of the forms you’ve chosen to email at a later time.
  2. Select the forms you wish to send.
  3. Select the checkbox for Combine forms to a recipient in one email.
  4. When you're ready, select Send.

If you have Merchant Services, you can now refund credit card payments in QuickBooks. Here’s how.

  1. Select the Sales Receipt or Payment you’d like to refund.
  2. Select the charge info button at the top of the form.
  3. Select Refund Payment to process the refund.

If you have QuickBooks Payments, you can let your customers pay their invoices or statements by credit card or bank transfer. Before you let customers pay statements online, you’ll need to connect your account or sign up for QuickBooks Payments.

How to use e-statements

  1. Go to the Customers menu, then select Create Statements. 
  2. Choose your statement dates and customers, then select Allow Online Payments.
  3. When you are ready to send these statements to your customers, select Email.

QuickBooks creates a pay online link in the body of the email. Selecting this link takes the customer to a secure online payment portal where they can input their banking information, debit card, or credit card.

To record payments and deposits

  1. Go to the Customers menu, then select Record Merchant Service Deposits.
  2. Select the transactions and then select record. 

    *If this is the first time you selected record, QuickBooks will ask you to select the deposit and fees account.

After successfully recording the statement deposit, QuickBooks applies the payment to the open invoices for that customer. And you can view the corresponding payment and deposit transactions in QuickBooks.

Create customized email templates with different subject lines and email bodies for all the forms you email customers. Then, all you have to do is select the email template to use when you send an invoice, sales receipt, estimate, or any other transactions.

When you’re ready to email

  1. Select the template you want to send.

The email forms window shows all of the available templates for the different transaction types and will filter based on the email selected.

  1. Select the Gear icon to make changes to an existing template, save a template as a default for a transaction type, create a new template, and reset or delete templates.

You can also add email tokens to personalize your message. Here’s how.

  1. From the email forms or payment reminder window, select Insert Token
  2. Select the new tokens you’d like to use:
    • Due date
    • Transaction balance
    • Company name
    • Company telephone
    • Company website
  3. When you're done, select Send.

Easily locate your company files with the updated No Company Open window. You can now:

  • Review all QuickBooks files located on your machine and connected external drives and networks.
  • Search for specific files, access their location in Finder, and quickly open in either single or multi-user.
  • Expand or collapse the different sections and sort your files by selecting the column headers.
  • Remove files from the recent file section by right-clicking a file row and selecting Remove from files list.
  • Filter the displayed files to the current version by selecting the box for Only qb2021 at the bottom of the window.

Intuit One ID is a new feature that’s used to link your Intuit account ID to your company file. When you upgrade your company file to the 2021 version, you’ll log in using your Intuit account. This makes it easier to manage your account, view your customer purchase history, and use services like Payroll, Merchant Services, e-Invoicing, and more.

To manage your Intuit account

  1. Go to the QuickBooks menu and select Preferences
  2. Select the Intuit Account icon.
  3. Select Sign in and log in to your Intuit account if you're not already.
  4. Once you’re signed in,  select Manage Your Account. You'll be taken to the Intuit QuickBooks website, where you can manage your products and/or services.

Using report row colors help make reading your printed reports easier. When you print your reports, the row colors will match your on-screen reports by default. You can print report row colors using Light Mode or Dark Mode, or you can disable them while printing if you prefer.

When you open QuickBooks, you can now restore a backup file from the No Company Open screen. Here’s how.

  1. Open QuickBooks Desktop for Mac 2021.
  2. From the No Company Open screen, select the Backup File you’d like to restore.
  3. Select Restore and review the company file information and attachment library that will be restored, then select Continue.
  4. QuickBooks gives you the option to review and/or change the name and location of the file.
  5. When you're done, select Save.

QuickBooks restores your company file and re-associates your attachment library, if you included one. Once the backup is done, you can log in to QuickBooks.

Sales tax codes are list items that allow you to specify the taxable or non-taxable status for your customers and items. By default, QuickBooks includes tax codes for non-taxable and taxable sales, but you can add custom codes that fit your business.

For example, if you have a customer who resells products to retailers after purchasing them from your business, you could use the default sales tax code “Non” to label the customer as non-taxable in general, or you could be more specific and assign a sales tax code such as “RSL” for resellers. How you organize your customers and items is up to you, but sales tax codes give you the option to be as broad or specific as you would like.

How to set up sales tax codes

  1. Go to the Lists menu, then select Sales Tax Codes
  2. Select the add (+) to open the New Sales Tax Code window.
  3. Enter your code in the Code field. Some common sales tax codes examples are:
    • OOS for out-of-state sales
    • LBR for labor services
    • NPO for non-profit organizations
    • GOV for sales to government offices (non-taxable)
    • WHL for wholesalers
    • RSL for resellers
  4. If the sales tax code that you’re creating is taxable, select the checkbox next to Taxable. If it is non-taxable, leave the checkbox clear.
  5. Add a description for your sales tax code, then select Next if you have another sales tax code to add.
  6. When you're done, select OK

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