QBO Certificate

Quickbooks online solutions (4 topics)

Getting started (6 topics)
Sales and customers (6 topics)
Expenses and vendors (4 topics)
Banking (11 topics)
Reports (6 topics)
Managing your work, team and clients (5 topics)
Period and year end (4 topics)

Quickbooks online solutions

Topic 1

Learning Outcomes

● The key tools and workflows to use when setting up clients in QuickBooks Online

● Client routes into you books

1. Starting clients: Start from scratch

2. Established businesses with existing books: help import and/or migrate their data
into Quickbooks online.
3. Clients already using Quickbooks: you’ll want to review their existing QuickBooks
Online to establish the health of the books and their business overall.

Handy tool that lists the onboarding tasks you need in any of these situations:

● The Client onboarding template.

➔ QuickBooks Online Accountant has a built-in QuickStart template to help guide you
through onboarding.
➔ It’s preformatted with a list of tasks to carry out when bringing a client into your firm.
➔ You can customize this default list of tasks to tailor your client’s onboarding experience
to their needs—and even build in time to train and coach the client on how to use
QuickBooks Online.
 ➔ The Client onboarding QuickStart template isn’t just a set of tasks to check off—it also
lists opportunities to develop a great working relationship with your client and start to add
value to their business.

Where to find Template?

➔ To locate the template, you need to be in QuickBooks Online Accountant.

6.Once you’re done, select Save

● Onboarding clients who are new to QuickBooks Online

➔ The first step is to meet the client and gather the information you need.
➔ Once you and the client have signed the contract and agreed on payment arrangements,
you can provide a detailed onboarding plan and introduce the client to the onboarding
team.
➔ The New Client Checklist will help you do this. It’s a handy resource for getting to know
new clients and gathering the information you need to set them up with the most
appropriate QuickBooks Online solution.
➔ By using the New Client Checklist and asking the right questions, you can more
accurately scope the client’s requirements, set expectations, and build a stronger
collaborative relationship for the upcoming onboarding process. Getting this right
reassures the client that they’re getting expert advice.
➔ Completing the New Client Checklist with the client ensures you get the information you
need to recommend the best QuickBooks Online solution for their business. You can
then work out:
● Which product they need (such as QuickBooks Self-Employed or QuickBooks Online)
● Which QuickBooks Online subscription level is best for them. You can learn more about
subscription levels in the lesson on identifying the right QuickBooks Online
subscription for a client’s needs
● Whether they’d benefit from adding QuickBooks Online Payroll and/or QuickBooks Time,
and if so, which subscription level

● Signing up a client new to QuickBooks Online

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WHAT HAPPENS NEXT?:

● Completing the onboarding process for clients who are new to

QuickBooks Online

➔ Once you’ve added a new client and signed them up to QuickBooks Online, you
can continue the onboarding process by setting up and configuring their company
file appropriately. You can also provide ongoing support and guidance to help the
client become familiar with their new product.

● Use the new client Setup Wizard

You can use a Setup Wizard to help configure the client’s new QuickBooks Online company to
help ensure they’re set up for success.
The wizard is responsive: Each time you answer a question, it begins to customize the setup to
meet your client’s needs.
To activate the wizard, select the qb icon next to your new client’s name in the Client
dashboard. Note that you can do this while waiting for your client to finalize their account setup.
The wizard takes you through several stages, where you’ll be asked to enter the following
information:
● Your client’s legal name and industry
● What kind of business your client runs, whether they’re a sole proprietor, a partnership, a
corporation, or a nonprofit
● How the client’s business makes money and whether they offer products or services
● What activities the client will need to do in QuickBooks Online, such as sending and
tracking invoices, organizing expenses, and managing inventory
● If there are any other options your client requires, such as online payments, sales tax, or
multicurrency features

● Configure and customize the product

No two clients are the same—and neither are their QuickBooks Online company setups. You’ll
need to work closely with the client to configure their company in a way that delivers the
features and functions they need for their business to succeed.
Whether advising on a custom payroll setup or improving sales form templates, you can
demonstrate your value to clients by helping them build the best workflows for their unique
business. You can even request a copy of your client’s logo to surprise your client with a
customized homepage and sales template.
When setting up lists for businesses new to QuickBooks Online, review their current
customer/vendor lists to determine if you can utilize the current data to import into QuickBooks
Online or if you can tailor it to their needs with some adjustments to the lists and categorization
options.
See our training library for extensive training on the various aspects of setting up and
configuring a QuickBooks Online company.

● Provide training and mentoring

As a skilled bookkeeper, it’s a great idea for you to help clients help you by training them in
best-practice methods.
Training and mentoring also allow you, as a ProAdvisor, to highlight your value as a
subject-matter expert, not just in accounting best practices and requirements but also in how
your clients should work in QuickBooks Online to get the best results.
It’s also a great time to remind them to download the QuickBooks Online app to keep track of
their finances on the go.
The sooner the client is confident in recording their day-to-day transactions, the sooner they’ll
see the value and time-saving benefits of QuickBooks Online and their trusted advisor—you!

● What about clients who are using other bookkeeping tools?

Clients with established businesses will undoubtedly use some other bookkeeping tool
(Excel or more comprehensive accountancy software). They could be using QuickBooks
Desktop, for instance. Onboarding these clients will involve importing and/or migrating
their data into QuickBooks Online.
● Importing lists into QuickBooks Online is explained in the Importing the chart of
accounts, products and services, customers, and vendors lesson
● Converting files from QuickBooks Desktop is a complex procedure that should
only be carried out by experienced ProAdvisors. You can find out more in our
comprehensive training on QuickBooks Desktop Migration

Remember to use the Client onboarding template to help you define the correct
workflow for setting up these clients and adding them to your books.

● Onboarding clients who are already using QuickBooks Online

If you’re taking on a client who’s already using QuickBooks Online, they’ll need to invite
you to the company as an accounting firm. When you accept their invitation, they’ll be
added to your Client List.
Watch the video to see how it’s done. The individual steps are below for you to
follow.
First, your client needs to invite you to their QuickBooks Online as an accountant user.
To do this:
1. From their QuickBooks Online company, your client needs to select Manage
users from the Gear icon
2. Next, they need to select the Accounting firms tab
3. They then have to enter your email and select Invite
4. To complete the process, they need to follow the on-screen verification steps
Once your client has sent the invite, you need to accept it. To do this:
1. Check the inbox associated with your QuickBooks Online Accountant and find
the email with the subject line: [Company Name] has invited you to use
QuickBooks Accountant
2. Select the Accept Invitation link from the email
3. Sign in to your Intuit account and select Accept Invitation again

If you have more than one Intuit ID under your email address, choose the
accountant company you wish to associate with that client.

Note that the member of your team who accepts the client’s invitation first will be
the lead for that client. Lead accountants act as the primary contact for the client
and handle their bookkeeping within your firm. If the team member’s access is
revoked in the future, the lead can be assigned to someone else.
4. Select Continue and your Client List will appear
Now you have access to the client’s company data and you’re ready to get to work.

● Reviewing a client’s existing QuickBooks Online books

Once you add a client who’s already using QuickBooks Online, you should start by reviewing
their existing books because they may need cleaning up.
It would take a long time to do this manually, and any errors you miss during your review could
lead you to underestimate the amount of work and underprice your services. The Client
overview screen in QuickBooks Online is designed to give you a snapshot of a client’s books
and helps you price your services with confidence and win the client’s business.
You’ll find the Client overview screen by signing in via QuickBooks Online Accountant and
selecting Overview from the left-hand navigation. There are four sections for you to review, as
you can see here:

1. Company setup
The Company Setup section indicates the complexity of the client’s QuickBooks Online
company. It shows the client’s subscription level, whether they subscribe to a Payroll product,
and whether they have sales tax enabled.
This section also shows how many apps the client has connected to their QuickBooks Online
company. You need to know which apps the client uses to fully understand their workflows.
You’ll want to review this regularly.

2. Banking Activity
The Banking Activity section displays the client’s cash on hand, checking, merchant, credit
card, and payroll checking accounts.
The Bank Balance comes from the Banking center and shows the balance reported the last
time the bank connected to QuickBooks. By selecting the account name, you can view the
transactions in the bank register.
The In QuickBooks figure is the QuickBooks balance from the end date of the register, which
could include transactions dated in the future.
The Unreconciled and Reconciled Through columns give details about the account’s
reconciliation status. Using the Reconcile tool in QuickBooks Online, you can see the number of
unreconciled transactions and the date the books were reconciled.

3. Common issues
The Common Issues section is where you’ll see some diagnostic information about the
condition of the client’s data in QuickBooks Online.
Here, you can check:
​ The number of uncleared transactions in the Undeposited funds account register
​ The balance in the Opening balance equity account
​ Any transactions that QuickBooks Online has automatically categorized into the
Uncategorized asset, Uncategorized income, and Uncategorized expense accounts
​

What should you look out for in this section?

​ If there’s a balance in Undeposited funds, you can view the associated activity by
selecting the balance amount. This opens the Undeposited funds account register
​ Select the Uncategorized asset account to view transactions that have been
categorized to this account. In this case, it looks like two sales receipts have been
deposited to the Uncategorized asset account instead of to Undeposited funds
​ Adding deposits without assigning an income account is a common issue among new
users of QuickBooks Online. Such transactions appear in the Uncategorized income
account
 ​ Transactions under the Uncategorized expense account have likely been added from
the bank feed without being assigned an expense account
​ Once QuickBooks Online is properly set up, the Opening balance equity account
should always have a balance of zero. If you see a balance here, it’s most likely because
an amount was entered in the opening balance field during the creation of a new
customer, vendor, balance sheet account, or inventory product
​ The Negative asset and liability accounts section displays the number of accounts
that have a balance contrary to their normal account balance (for example, a negative
bank balance)

4. Transaction Volume

The Transaction Volume section shows a grouped overview of the number of transactions for
the client for the last 30 days. However, you can change the date range to view the volume of
transactions for periods longer than 30 days.
This tab offers you a clear view of the client’s workload.

Question:
Lesson 2
Learning Outcomes:

● Exploring a client’s needs and recommending the right QuickBooks solution

Identifying the right QuickBooks Online subscription for a client’s needs

➔ One of the first things you’ll do for your new clients is to help them choose the right
QuickBooks Online solution for their business. As part of your ongoing QuickBooks
 Online training and support, you’ll find many resources and checklists to help you do
this. One of these is the New Client Checklist, which allows you to build up a detailed
picture of a client’s needs.

To identify the most suitable subscription for your client, you’ll need to explore
their current and future business needs. We’ll look at this next.
Lesson 3