QuickBooks Online Advanced

In Action - A Deep Dive

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Session Trainer

Erin Walsh Dyer

The Bookkeeper’s Friend
• Member Intuit Trainer/Writer Network
• Top 20 Firm of the Future
• Authorized QuickBooks Solution Provider
• Firm focus is personal coaching, conversion, set ups & fixes
• Founder of the Circle of Friends mentorship program
• Erin@BookkeepersFriend.com

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Additional Resources

QuickBooks Accountant Training: Firm Of The Future Blog: Intuit Marketing Hub:
qbtrainingevents.com firmofthefuture.com http://intuit.me/hub

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Don’t miss the other webinar in this series!

o Work Smarter with QuickBooks Online Advanced

o QuickBooks Online Advanced in Action - A Deep Dive

QBO Advanced Test Drive

Register at qbtrainingevents.com
Free Webinars & Free CPE

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CPE Process
In order to receive CPE credit in each training session, you must:

• Be present for a minimum of 50 minutes to earn 1 CPE credit.

• Respond to 75% of the checkpoints during each session
• Answer 1 polling question per hour during each session
• If all requirements are met, your CPE will be emailed to the email address you registered for the
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view the webinar recording.
• Note: CPE automation for this event does not support partial credits. If you are present for 50
minutes or more, you may request a partial credit for every additional 25 minutes of attendance if
check points and polling question(s) requirements are met. Please inquire
at: accountant_training@intuit.com
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Agenda

• Welcome to QuickBooks Online Advanced

• Specialized reporting
• Feature enhancements
• Enhanced business support

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Welcome to
QuickBooks Online Advanced

Course: QuickBooks Online Advanced In Action – A Deep Dive

Intuit Confidential and Proprietary

Welcome to QuickBooks Online Advanced

LEARNING OUTCOMES

In this lesson, we’ll cover:

• What makes QuickBooks Online

Advanced unique

• How QuickBooks Online Advanced

differs from other QuickBooks
products

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 QuickBooks Online Advanced – what and why?

Batch enter transactions Priority Circle

Automated Reminders Import enhancements
Google Sheets export Workflow support
Online Back-up and Restore Custom fields
Custom User Roles Performance Center charts
Employee & Vendor Expenses Custom Report Builder
User Task Lists Spreadsheet Sync

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Navigating QuickBooks Online Advanced
Get enhanced support
• Create and manage from Priority Circle
transactions in batches

• Create custom fields

• Manage custom roles
• Get the desktop app
• Keep track of to do lists
• Access Spreadsheet
in the Tasks menu
Sync
• Backup and Restore
• Manage workflows
• Invite employees and • Import budgets
vendors to submit
expenses

• Automate processes
using the Workflow
feature

• Create custom reports

from scratch

• Integrate Premium
Apps exclusive to QBO
Advanced

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How QuickBooks Online Advanced differs from other products

● QuickBooks Online Advanced?

● QuickBooks Enterprise?
● QuickBooks Online Plus? Intuit Confidential and Proprietary 11
 Know your QuickBooks options so you can give expert advice
QBO Plus QBO Advanced
$80/mo - Up to 5 users $180/mo - Up to 25 users
2 accountanting firms 3 accounting firms

Anywhere, anytime, on any device access Included Included

Track project profitability Included Included

Set individual user permissions to control access to sensitive information Not available Included

Expanded list limits for chart of accounts, locations, and classes Limited Unlimited

Track inventory Included Included

One-click financial, sales & tax reports. Comprehensive Most powerful

Custom fields Up to 3 on sales forms only 48 fields on sales, purchases, customers & vendors

Track time Included Included

Batch enter sales and expenses Not available Included

Priority Circle membership, granting access to a dedicated account team, 24/7 Not available Included
technical support, and online training

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 Know your QuickBooks options so you can give expert advice
QuickBooks Desktop Enterprise QBO Advanced
$2487/yr (5 users) - Up to 40 users (+ per user fee) $2160/yr - Up to 25 users

Anywhere, anytime, on any device access Sold separately (+ per user fee) Included

Online backup and protection of data Included Included

Set individual user permissions to control access to sensitive information 14 predefined activities or create roles 8 predefined roles or create custom roles

Expanded list limits for customers, vendors and inventory items, and Up to 1 million Unlimited
employees

Track time on any device with QuickBooks Time Elite Included in Enterprise Diamond base subscription; additional Additional fees and per-employee fees apply
per-employee fees

One-click financial, sales & tax reports 150+ standard 110+ standard

Industry-specific reports, sample files, menus & chart of accounts Included Limited

Forecast sales & expenses. Easily create a business plan Included Included

Track international sales & expenses in multiple currencies Included Included

Priority Circle membership, granting access to a dedicated account team, 24/7 Included Included
technical support, and online training

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 Know your QuickBooks options so you can give expert advice
QuickBooks Desktop Enterprise QBO Advanced
$2487/yr (5 users) - Up to 40 users (+ per user $2160/yr - Up to 25 users
fee)

Track inventory Average or FIFO costing method FIFO costing method

Work in multiple companies simultaneously 2 maximum Unlimited

Job costing Track Customer:Job Profitability Track Customer:Job & Project Profitability

Custom fields Up to 45 custom fields Up to 48 custom fields

Inventory bin & locaton tracking Included Apps.com

Sales order management Included Apps.com

Enhanced reporting optoins Advanced reporting Custom report builder

Microsoft Excel integrations Export only Export and import data

Data entry tools Batch enter Batch enter, edit, and import transasctions

Reminders Calendar Workflows, tasks, and automation

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QuickBooks Online Advanced Desktop App for Windows

• QuickBooks Online Advanced exclusive

• Clients can access QBOAV subscriptions ONLY

• Accountants can access ALL their QBO clients

• Open multiple QBO clients in different tabs

• Stay logged in longer (up to 6 months)

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Specialized reporting

Course: QuickBooks Online Advanced In Action – A Deep Dive

Intuit Confidential and Proprietary

Specialized reporting

LEARNING OUTCOMES
In this lesson, we’ll cover:

• Using custom fields in QuickBooks

Online Advanced

• Creating reports with the Custom report

builder

• Using the Spreadsheet Sync feature of

QuickBooks Online Advanced

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Specialized reporting deep dives

• Custom fields
• Custom report builder
• Spreadsheet Sync

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Custom fields
QuickBooks Online Advanced allows up to 48 custom fields

•12 additional Customer fields

•12 additional Sales fields
•12 additional PO and Expense fields
•12 additional Vendor fields

This enhanced capability allows clients to capture the data they need to
make the best decisions for their business.
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Custom fields
Setting up Custom fields

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Custom fields
Using Custom fields in reports

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Custom fields
Other uses for Custom fields
Customer fields
• Assigned sales rep
• Contract number & renewal date
• Birthday

Sales fields
• Job site foreman
• Project supervisor
• PO number

PO and Expense fields

• A/P contact
• Authorized by
• Project manager

Vendor fields
• Policy or contract number
• Expiration date
• A/P contact

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Custom report builder
Use report options that are not available in standard QuickBooks Online reports

The custom report builder in

QuickBooks Online Advanced allows
clients to create a custom report
from scratch.

Clients then can group, organize,

and filter the data to uncover the
exact insights they need. 
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Custom report builder
Getting started with the Custom report builder

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Custom report builder
Creating a custom report

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Custom report builder
Other examples of custom reports
Product/Item profitability by customer

Invoice approval status

Invoices by shipping date & method

Accounts Payable by quarter

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Spreadsheet Sync
Export and update data in Excel

Many client's exports and other

data to Excel so they can share it
with collaborators.

The Spreadsheet Sync add in for

Excel allows clients to quickly
update worksheets and graphs
with up-to-date QuickBooks Online
Advanced data
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Spreadsheet Sync
Installing and connecting (Gear > Spreadsheet Sync)

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Spreadsheet Sync
Build and update reports in Excel with QuickBooks Advanced Online data

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Feature enhancements

Course: QuickBooks Online Advanced In Action – A Deep Dive

Intuit Confidential and Proprietary

Feature enhancements

LEARNING OUTCOMES

In this lesson, we’ll cover:

• Creating and using custom roles in

QuickBooks Online Advanced

• Automating workflows and setting up

tasks in QuickBooks Online Advanced

• Creating and managing transactions in

batches in QuickBooks Online Advanced

• Managing employee and vendor

expenses in QuickBooks Online
Advanced Intuit Confidential and Proprietary 31
Feature enhancements deep dives

• Custom roles
• Workflows and tasks
• Managing transactions in batches
• Expense management

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Custom roles
Sharing data with the right people
User types:
• Standard user
• Company admin
• Reports only
• Time tracking only
• Expense claims (with time tracking)
• Take payments only

Included custom roles:

• Payroll manager
• Inventory manager
• Expense manager
• Sales manager

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Custom roles
Sharing data with the right people
Other custom roles:

• Suggested roles based on

transactions created in the
last 30 days

• Suggests permission types

for the new role based on
activity

• Create custom roles from

scratch

QuickBooks Online Advanced has up to 25 users including Primary admin.

Each user can only be assigned to one role. Intuit Confidential and Proprietary 34
Creating and assigning custom roles
Adding a custom role

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Creating and assigning custom roles
Assigning a custom role

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Custom roles for different client needs
Examples of custom roles

Accounts receivable clerk Sales and inventory access Payroll and sales reports

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Workflows and tasks
For clients with busy workloads

Workflows:
• Custom workflows
• Workflow templates
• Automations
• Reminders

Tasks:
• Add workflow reminders to
the task list
• Custom tasks
• Assign to users
• Due dates
• Collaboration
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Overview of the Workflows menu
Templates

The Templates tab offers a variety of predesigned workflows that companies can adopt and customize.
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Overview of the Workflows menu
My Workflows

The My Workflows tab can be used to modify, disable or delete workflows.

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Overview of the Workflows menu
+ Custom workflow

Set up custom workflows with multiple conditions that are specific to you and your client’s needs.
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Overview of the Tasks menu
View active and completed tasks

Set up repeating tasks by selecting the Recurring Task slider in the Add Task screen.
Admin & Accountant users see all tasks. Client users see only their tasks.Intuit Confidential and Proprietary 42
Managing transactions in batches
Making repetitive entries faster and easier
Batch enter:
• Invoices
• Expenses
• Checks
• Bank Deposits
• Sales Receipts
• Bills

Batch import:
• Invoices
• Expenses
• Checks
• Sales Receipts
• Bills
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Overview of the Batch Transactions screen
Post multiple transactions on one screen

Options on the screen might change depending on the selected transaction type.
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Batch importing options
Import lists, budgets, and transactions from CSV
Import lists:
• Customers
• Vendors
• Products and services
• Chart of accounts

Import transactions:
• Invoices
• Expenses
• Checks
• Sales Receipts
• Bills

Import budgets

Importing lists is available with all QuickBooks Online Subscriptions.

Importing budgets and transactions is exclusive to QuickBooks Online Advanced.
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Expense management
Give employees and vendors access to submit expenses directly
Employee/Vendor enters manually or uploads a receipt:
• Amount
• Whether they need to be reimbursed
• Transaction date
• Payee name
• Category
• Reason for the expense

Submitted expenses:
• View in the Banking center’s Receipts tab
• Once saved expenses appear in the Reviewed tab
• Reviewed expenses are then match to bank feeds

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The Expense claims hub
The location for all employee or vendor expense-related activities

There is a shortcut to the Expense claims hub in the Receipts tab in the Banking center.

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Setting up categories and invitations
Give employees and vendors access to submit their expenses

Check the box be notified when an expense claim is submitted.

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Enhanced business
support

Course: QuickBooks Online Advanced In Action – A Deep Dive

Intuit Confidential and Proprietary

Enhanced business support

LEARNING OUTCOMES

In this lesson, we’ll cover:

• The services available with Priority Circle

• Backing up and restoring data with

QuickBooks Online Advanced

• Using Premium Apps with QuickBooks

Online Advanced

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Enhanced business suppport deep dives

• Priority Circle
• Online Back-up and Restore
• Premium Apps

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Priority Circle
When clients need support

From the My Experts menu clients can access:

• Dedicated Account Team
• QuickBooks On-demand training

From the Help menu access:

• 24/7 Premium Support via Phone or Chat

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Online Back-up & Restore
An added sense of security

Once the company is connected it will run a full initial backup.

This might take some time depending on the size of the company.
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Online Back-up & Restore
Backing up company data

Back up options:
• Incremental
• Full back up
• Complete back up

Other options:
• Copy
• Local back-up

For more information on what data is backed up visit this article.

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Online Back-up & Restore
Restoring company data

Restore options:
• Restore to this backup
• Restore to a specific time

Changes made as the result of a restor eappear in the Audit Log in QuickBooks Online Advanced.

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Premium Apps
Deeply integrated apps
Premium Apps include:
Sales Force Connector
HubSpot
Bill.com
Lean Law
QuickBooks Payroll & Time
Docusign
Panda Doc
Planning Maestro

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Polling Question

?
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Continue your QuickBooks Online Advanced journey

Don’t miss the other webinar in the

QuickBooks Online Advanced series!

o Work Smarter with QuickBooks Online Advanced

o QuickBooks Online Advanced in Action - A Deep Dive

Other resources:
○ Register for additional live training at qbtrainingevents.com
○ Take it for a spin in the QBO Advanced Test Drive
○ Check out the Guide to QuickBooks Online Advanced

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New to Advisory?
Access free training in the ProAdvisor training center

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Are You Ready?

Businesses that are experiencing

growth will invest where it
counts so they can achieve
their goals!

Do you seek out and nurture these

high value clients?

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