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Keyboard shortcuts in QuickBooks Desktop

Learn keyboard shortcuts for doing things more efficiently in QuickBooks Desktop.

You can use keyboard shortcuts to do all kinds of things in QuickBooks Desktop. Instead of using the menus, you can create invoices and move between windows with just a few keystrokes.

The first set of shortcuts are for QuickBooks Desktop for Windows. The second set is for QuickBooks Desktop for Mac.

Note: You'll see underlined letters on some forms and buttons. These are shortcut labels. To use the shortcut, hold Alt and press the underlined letter.

QuickBooks Desktop (Pro, Premier, Enterprise)

Navigate around QuickBooks

Action Keyboard shortcut
Open the Help window F1
Close current window Esc
Open the Product Information window (Product and License number, company file location, etc) F2 or Ctrl + 1
Open the Find Transaction window (Transactions, invoices, etc) Ctrl + F
Open the Search window (Customers, accounts, transactions, etc) F3 or Ctrl2
Open Tech Help / Technical Info window (System info) F2 to open the Product Info window, then press F3

Data fields on forms

Action Keyboard shortcut
Increase or decrease the amount + or -
Go to the next data field Tab
Go to the previous data field Shift + Tab
Copy, paste, undo, cut Ctrl + C, Ctrl + V, Ctrl + Z, CtrlX

Date fields on forms

Action Keyboard shortcut
Open calendar to select a date Alt +
Advance a day +
Back a day -
Go to today T
Go to the first day of the week W
Go to the last day of the week K
Go to the same day next week ]
 Go to the same day last week [
Go to the first day of the month  M
Go to the last day of the month H
Go to the same day of the month next month ;
Go to the same day of the month last month ' (apostrophe)
 Go to the first day of the year (Jan 1) Y

Forms and transactions (invoices, expenses, etc)

Action Keyboard shortcut
Record or save a transaction Enter
Add a new transaction line Ctrl + Ins
Delete selected transaction line Ctrl + Del
Copy a transaction line Highlight a transaction line, then press Ctrl + Alt + Y. *Only available in QuickBooks 2018 and later.
Paste a transaction line Highlight a blank transaction line, then press Ctrl + Alt + V. *Only available in QuickBooks 2018 and later.
Go to the next or previous transaction line or
Open the full list for the selected drop-down menu (product, service, customer, etc) Highlight the drop-down menu, then press Ctrl + L. Press Ctrl + U to add a selected item from the list to your open form.
Move between pages on forms and reports Page Up or Page Down
Save and close the current form Alt + S
Go to your last open form of the same type Alt + P
Save and go to the next form of the same type Alt + N
Print form (or list) CTRLP
Memorize current form and its transactions Ctrl + M
Open Memorized Transaction List CtrlT
Open transaction history (for current form) Ctrl + H
Open transaction journal (for current form) CtrlY

Lists (Customer Center, Account Register, Item List, etc)

Action Keyboard shortcut
Go to the first item or last item on a list or register Ctrl + Page UporCtrl + Page Down
Create a new item on a list (account, customer, product or service, etc) Ctrl + N
Edit an item on a list (account, customer, product or service, etc) Ctrl + E
Delete an item on a list (account, customer, product or service, etc) Ctrl + D
Run a Quick Report for an item on a list Ctrl + F6
Refresh list (You only see this if you are in the multi-user mode. This is useful if multiple users are editing the same list.) F5

Start a new task anywhere in QuickBooks

Action Keyboard shortcut
Create a new invoice Ctrl + I
Create a new check Ctrl + W
Open the Customer Center CtrlJ
Open the Chart of Accounts Ctrl + A
Open an Account Register Ctrl + R, then select an account. If you are in an account register, select a transaction and press Ctrl+G. This opens the register for the associated "transfer" account.

Open, set up, and close QuickBooks

Action Keyboard shortcut
Open your company file with no open windows or menus Hold Alt after you open your company file on the Open Company window
Close QuickBooks Alt + F4
Open QuickBooks Service Keys (Payroll only) CtrlK
Set up YTD Amounts for Payroll (Payroll only) Select the Help menu and then About QuickBooks. When the product screen appears, Ctrl + Alt + Y.

QuickBooks Desktop for Mac

Navigate around QuickBooks

Action Keyboard shortcut
Open the Help window Command?
Minimize current window Command + M
Close current window ESC
Close all windows Shift + select window
Open Preferences Command + , (comma)
Open Contextual menu Hold Control, then select the object
Open the Product Information window (Product and License number, company file location, etc) Command1
 Open the Find Transaction window (Transactions, invoices, etc) CommandF
Hide QuickBooks  CommandH

Data fields on forms

Action Keyboard shortcut
Go to the next data field Tab
Go to the previous data field Shift + Tab
Copy, paste, undo, cut Command + C, Command + V, Command + Z, Command + X

Date fields on forms

Action Keyboard shortcut
Advance a day +
Back a day -
Go to today T
Go to the first day of the week W
Go to the last day of the week K
Go to the first day of the month M
Go to the last day of the month H
Go to the first day of the year (Jan 1) Y
 Go to the last day of the year (Dec 31) R

Forms and transactions (invoices, expenses, etc)

Action Keyboard shortcut
Add a new transaction line Command + Y
Delete selected transaction line CommandB
Copy a transaction line Option + CommandC
Open the full list for the selected drop-down menu (product, service, customer, etc) Highlight the drop-down menu, then press CommandL
Move between pages on forms and reports FN + or
Print form (or list) Command + P
Memorize current form and its transactions Command and + (plus)
Open transaction history (for current form) CommandU

Lists (Customer Center, Account Register, Item List, etc)

Action Keyboard shortcut
Go to the first item or last item on a list or register Command + PgUporCommand + PgDn
Create a new item on a list (account, customer, product or service, etc) Command + N
Edit an item on a list (account, customer, product or service, etc) Command + E
Delete an item on a list (account, customer, product or service, etc) Command + D
Open an Account Register Command + R, then select an account

Open, set up, and close QuickBooks

Action Keyboard shortcut
Create a new company file Option + CommandN
Open a company file CommandO
Close a company file Option + Command + W
Close QuickBooks Command + W

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