Common Workflows in

QuickBooks Online
STACY KILDAL
CERTIFIED QUICKBOOKS ADVANCED PROADVISOR
• Creator, StacyKAcademy.com
• QuickBooks Online & Desktop Advanced
Certified ProAdvisor

• First ProAdvisor to get QBO Certified

• Writer/Reviewer of QuickBooks Online (QBO)
training material for US, Canada, Singapore,
Australia & UK White Lake, Michigan
TheQBShow.com
• Principal, Kildal Services LLC StacyKAcademy.com

• Co-Host & Co-Founder of TheQBShow.com @StacyKildal

 Additional Resources

• Intuit Academy Webinars – intuitacademy.com

• QBO Blog – qboblog.com
• Intuit Accountant Blog – blog.accountants.intuit.com
• Quickopedia: intuitaccountants.com/quickopedia
• Test Drive: http://qbo.intuit.com/redir/testdrive
 Topics

Topics
1. General Navigation
2. Utilizing Banking Center
3. Purchase Workflows
4. Sales Workflows
5. Accountant Tools
 General Navigation

General Navigation

• Quick Create
• Gear Icon
• Left Hand Navigation bar
 Utilizing The Banking Center

Utilizing Banking Center

•When to Use
•Setting Up
•Using
 Guiding Principles

When to Use
• New business
• Simple workflow
• Cash basis
• Uses debit/credit cards
• To supplement other workflows before reconciling

Workflow:
• Accept Transactions
• Reconcile
 Bank Feeds

Setting Up Bank Feeds

 Bank Feeds

Transactions > Banking

 Bank Feeds

Connect bank & credit card accounts

 Bank Feeds

Select bank and log in

 Bank Feeds

Associate bank account to QBO account

 Bank Feeds

Specify activity to download

THANK YOU FOR ATTENDING

 Bank Feeds

Using Bank Feeds

 Bank Feeds

Copy bank description

 Bank Feeds

Set up Bank Rules

 Downloaded bank activity

Downloaded bank activity

 Downloaded bank activity

Add or match
 Reconcile

Reconcile

Anything entered
through bank feeds
will be automatically
checked off
Purchasing Workflows
 Purchasing Workflows

Scenario 1 – Don’t track Accounts Payable

• Don’t track a/p
• Write checks – quick create to write and print checks in batch
• Enter credit card charges – Expense Center – enter expenses

Workflow:
• Write checks – Quick Create to write and print checks in batch
• Enter credit card charges – Expense Center – enter expenses
 Purchasing Workflows

Write and Print Checks – Using Quick Create

 Purchasing Workflows

Write and Print Checks – Using Quick Create

 Purchasing Workflows

Write and Print Checks – Using Quick Create

 Purchasing Workflows

Write and Print Checks – Using Quick Create

 Purchasing Workflows

Enter Credit Card Charges – Using Expense

Center
 Purchasing Workflows

Enter Credit Card Charges – Using Expense

Center
Choosing a credit card
account will create a
credit card transaction

NOTE: If you choose a

bank account, you can
record a check or a debit
card transaction
 Purchasing Workflows

Scenario 2 – Tracking Accounts Payable

Workflow:
Enter Bills - Vendor Center
Pay Bills – Quick Create
 Purchasing Workflows

Enter Bills – Using Vendor Center

 Purchasing Workflows

Enter Bills – Using Vendor Center

Note: You can mark

the expense billable
and assign it to a
customer to be
invoiced later

Also – You can use

items rather than
post directly to a
GL account
 Purchasing Workflows

Pay Bills – Using Quick Create

Note: If you are

paying multiple bills,
use Quick Create

If you just want to

pay one bill, you can
use the
Vendor Center or
Expense Transaction
Center
 Purchasing Workflows

Pay Bills – Using Quick Create

Sales Workflows
 Sales Workflows

Scenario 1 – Tracking Accounts Receivable

Workflow:
Create Invoices – Quick Create
Receive Payment – Customer Center
Make Deposits – Quick Create
 Sales Workflows

Create Invoices – Using Quick Create

 Sales Workflows

Create Invoices – Using Quick Create

You may have

billable time, expenses
or delayed charges to
enter. A “drawer” will
open up and you can
add them individually
or “add all”
 Sales Workflows

Receive Payment – Using Customer Center

 Sales Workflows

Receive Payment – Using Customer Center

 Sales Workflows

Make Deposit – Using Quick Create

 Sales Workflows

Make Deposit – Using Quick Create

 Sales Workflows

Scenario 2 – Get Paid at Time of

Service
Workflow:
Create Sales Receipt – Sales Transactions
Make Deposits – Quick Create
 Sales Workflows

Sales Receipt – Using Sales Center

 Sales Workflows

Sales Receipt – Using Sales Center

 Sales Workflows

Make Deposit – Using Quick Create

 Sales Workflows

Make Deposit – Using Quick Create

 Sales Workflows

Recurring Transactions
Gear > Lists > Recurring transactions
 Sales Workflows

Recurring Transactions
Accountant Toolbox
Tools to make our lives easier
 Accountant Tools

Accountant Tools
 Accountant Tools

Accountant Tools
 Accountant Tools

Close Books
 Closing date

Set closing date and warning

 Reports Tools

Reports tools
 Reports Tools

Set report and tool defaults

 Reconciliation Status

Reconciliation status overview (click through)

 Reconciliation report

Reconciliation report
 Reconciliation report

Net changes to reconciled transactions

 Reconciliation report

Changed transactions
 Reconciliation report

Forced reconciliation
 Reconciliation report

Undo reconciliation (accountants only)

 Switch
Switch to Your Practice or another
client’s QBO company
 Accountant Tools

Accountant Tools - Other

STACY KILDAL
CERTIFIED QUICKBOOKS ADVANCED PROADVISOR
• Creator, StacyKAcademy.com
• QuickBooks Online & Desktop Advanced
Certified ProAdvisor

• First ProAdvisor to get QBO Certified

• Writer/Reviewer of QuickBooks Online (QBO)
training material for US, Canada, Singapore,
Australia & UK White Lake, Michigan
TheQBShow.com
• Principal, Kildal Services LLC StacyKAcademy.com

• Co-Host & Co-Founder of TheQBShow.com @StacyKildal