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Get started with QuickBooks Online

SOLVEDby QuickBooksQuickBooks Online47Updated June 28, 2022

Ready to get started with QuickBooks Online? This walkthrough guides you through the process.

You'll learn how to:

  • Sign up for QuickBooks Online
  • Set up your company file
  • Link your bank and credit card accounts
  • Import your lists
  • Customise your invoices
  • Set up VAT
  • Manage users
  • Find out where to get more help

Tip: Check out this video to help get you started with QuickBooks Online. 

You can access QuickBooks Online anywhere you have an internet connection, from your computer or mobile device. It's always up-to-date and it only takes a few minutes to create an account and get up and running.

To choose your QuickBooks Online subscription, view our available pricing plans. If you need to upgrade or downgrade your subscription later, you can—you're not under contract.

Tip:Review our system requirements before you start to make sure you have what you need for the best QuickBooks experience.

If you already have an account with Intuit for one of our other products, you can sign-up using the same user credentials. Make sure you select Add another company on the sign-up page. Otherwise, complete the sign-up form to create an account.


ROW_Flag_SignUP_


Sign up for QuickBooks

After signing in, answer a few questions about your business. This helps us set up your company file and tailor the program to better fit your needs.

The QuickBooks dashboard displays next, which serves as the homepage for all of your QuickBooks activities. If you're looking for a quick snapshot of your business's health, this is where to find it.


set up your company file


Tell us about your business

Review our article for more about the home dashboard.

You can now start adding information about your business.
Select Settings ⚙️, then Account and settings.

Step1_1

Complete the information in each section on the menu bar. QuickBooks asks you some questions as you proceed about what you need to do and how you plan to use the various functions. Your information is saved and automatically configures your settings. You can always adjust these settings later.

The bank feed is one of QuickBooks Online's most helpful and time-saving features.

When you link your bank and credit card accounts to QuickBooks Online, recent transactions are automatically downloaded and categorised for your review. You'll have up-to-date insight into your sales and expenses with virtually no data entry required.

If you need to add older information, you can upload historical transactions manually. This is required if you want to include information that existed prior to linking your bank and credit card accounts with QuickBooks Online.

To link a bank or credit card account:

  1. Go to Bookkeeping, select Transactions, then select Bank transactions (Take me there).
  2. Select Connect account.
  3. Select your bank and sign in to your account.

Step1_1

Follow our guide to linking accounts to QuickBooks Online for step-by-step instructions.

Tip: If you can’t find your bank but still want to add your transactions to QuickBooks Online, you can also manually upload bank transactions.

If you have existing lists from another QuickBooks company or accounting application-such as those for suppliers, customers, stock, or a chart of accounts-you can import them into QuickBooks Online.

Note:If you have already successfully imported your supplier, customer, and stock lists from another application, you can skip to Customise your invoice.

Follow our guide to moving lists to QuickBooks Online for step-by-step instructions.

Set up your customer list

If your company handles customer transactions, you'll want to set up your customer list.

For details on how to import existing lists, see How to import customer or supplier contacts from Outlook, Excel or Gmail.

Adding your supplier details to QuickBooks makes it easier and faster to select them when you need them later.

For details on how to import existing lists, see How to import customer or supplier contacts from Outlook, Excel or Gmail.

Set up your products and services

You can add new products and services manually, or import existing information from Excel.

To enter your products or services manually, go to Get paid & pay and select Products and services (Take me there). Select Add a product or service or New. Enter the details for each product or service:

Set up and track your stock

If your business manages stock items, you can enable stock tracking to help you track what's on hand, send alerts when it's time to restock, and show you insights on what you buy and sell.

  1. Select Settings ⚙️, then Account and settings.
  2. Select Sales.
  3. Under Products and services, select Edit pencil and ensure that both Track quantity and price/rate and Track stock quantity on hand are set to On.
  4. Select Save, then select Done.

Step1_1

Review our support guides about enabling stock tracking and adding stock products.

Invoices are an important part of running your business. Your invoice process runs more smoothly with customised invoices for individual customers.

Select + New and then select Invoice.

If you have existing invoices you'd like to import into QuickBooks, you can do so in batches.
Review our video below on creating and sending an invoice for step-by-step instructions.

Invoices are an important part of running your business. Your invoice process runs more smoothly with customised invoices for individual customers.

Select + New and then select Invoice.

Step1_1

To customise the look of your invoice, select Customise from the bottom of the invoice. You can edit the existing template, or create a completely new style.

On the next page, you can add a logo, change the font and colour and add your bank details.Getting_started_with_QBO_ZA_newstyle_022222.png

If you have existing invoices you'd like to import into QuickBooks, you can do so in batches.
Review our video below on creating, customising, and sending an invoice for step-by-step instructions.

It's easy to add VAT to your invoices and receipts and track how much you owe. Go to VAT.
Set_Up_VAT_ZA

If your company has employees, you can add employee data that allows QuickBooks to run payroll, create payroll payments, handle labour-related taxes, track time, and more.

To add an employee, go to Employees and select Add an employee.

To add an employee, go to Employees and select Add employee.

Complete the form and select Save.

Complete the form and select Done.

Adding users allows them the opportunity to help you manage your books, depending on the level of access you grant.

QuickBooks Online has five different user types:

  • Primary administrator
  • Company administrator
  • Standard users
  • Reports only users
  • Time tracking only users

Select Settings ⚙️, then Manage users. By default, the person who set up the QuickBooks Online account will be the Primary administrator, but you can assign that role to another user if you prefer.

In most cases, you can customise both the user and their level of access. You can change or adjust the access you grant your users at any time.

You also have access to the Audit log. This feature is helpful for when you want to see the actions a specific user has taken within QuickBooks Online. You can also select Settings ⚙️, then Manage users. Under the Action column, select View user activity from the dropdown menu.

Step1_1

If you use an accountant, you can invite them to run your QuickBooks company. Here's how:

  1. Select Settings ⚙️, then Manage users.
  2. Select Add User, then company admin and select This user is my accountant.
  3. Enter their contact info.
  4. Select Save.

To invite an accountant, go to Bookkeeping and select My Accountant .

Step1_1

  1. Select the Profile icon at the top right, then Manage your Intuit Account.
  2. On the Intuit Accounts Settings page, select Data privacy.
  3. On the Notifications page, select View, to see more notifications options.
  4. Enable Newsletters to receive the latest business intelligence and QuickBooks products news.

Check out some of the additional resources we offer about QuickBooks Online:

QuickBooks Online Learn and Support: For access to user guides, video tutorials, and more, visit QuickBooks Online Learn and Support.

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