Sending Invoices From Gmail Addresses in QuickBooks Online
One of the latest innovations in QuickBooks Online is the ability to send invoices to clients using your company's gmail account instead of using QuickBooks's internal email system.
The advantage is that when your customer gets your invoice, it looks like it came from your gmail account, and they can reply to it.
Note, though, that the invoice does not show up in your gmail account's Sent folder, because the gmail address is really a Reply To address, not the actual server itself.
In a way, it's the best of both worlds, since you can still open the invoice and see the date and time it was sent, and when the customer Viewed it.
This new feature creates a personalized experience for your customers, and I'm glad Intuit listened to our feedback and included this great new option!
LWIF: QBO Mileage Tracker
Do you travel to your clients? Tracking your mileage is crucial to getting the tax deductions you deserve. Some people keep a written log. Others subscribe to MileIQ (https://www.mileiq.com/invite/UXOLG) or other smartphone based trackers.
I am delighted to announce that QuickBooks Online now has its own Mileage Tracker!
It’s been a feature of QuickBooks Self-Employed, and now it’s available to everyone. Your QBO subscription just became that much more valuable!
To use it, open your QuickBooks app on your phone (available for free from the App Store or Google Play). Log in with the same username and password that you use on your computer. Note, however, that only the Master Admin user has the ability to use the feature.
On your phone’s QBO Menu, tap the three lines in the upper left corner, and click Mileage. The first time you use it, you’ll have to set up your phone’s settings. I demonstrate the steps in the video above.
After that, your phone will automatically map the start and stop of each of your trips. Swipe left to mark a trip as business, and assign a reason. Swipe right to mark the trip as personal.
When you log into QBO on your computer, go to Mileage in the left navigation. You’ll see your total mileage, and total deductible. Export an Excel file for paper backup!
If you don’t want to use your phone’s automatic tracker, you can also enter your trips manually.
What do you think of this new feature? Leave a comment below.
4 Tiny QBO Interface Updates
Because I'm in QuickBooks Online day in and day out, with a variety of clients in different industries, I always notice when there are tiny tweaks to the interface. It's funny to me, because I notice them immediately, but they instantly become just part of the toolset, so if I don't take the time to explore them, I forget altogether that they're new!
So, here is a list of some of the tiny new little buttons to push that I've noticed this summer:
1) The new Banking icon
In the Banking Center, there's now a little "Bank" in the upper right corner of each blue tile. When you hover your cursor over it, you'll know which bank that account is with, even if the name you've given it isn't specific.
2) Price Rules now show up when creating Products
I show how to set up Price Rules in this article, but now you can create them on the fly while adding a new Product to QBO:
3) Settings Gears IN Expenses and Invoices!
In any Expense or Invoice, there's a new Gear in the upper right. It's a shortcut to the options available in Account and Settings in QBO Plus and Advanced. These are all necessary features if you're doing Job Costing!
For example, here's the Gear showing in a new Expense form.
When you click on it, you'll see this:
You can do the same thing with any Invoice as well! If you haven't taken the time to modify your Sales and Expenses settings, now you can do it in-context, on the fly.
4) The QBOA Notifications Bell
To make sure you don't overlook communications from Intuit in your email, pay attention to the Bell in the upper right corner of your QuickBooks Online for Accountants screen. If you see a pink dot, click on it to find out the latest and greatest announcements and training opportunities from Intuit:
Cleaning Up Duplicated Deposits and Undeposited Funds
If your QuickBooks Online shows duplicated income, what happened is you pulled in your income through the Banking Feed AND made customer Sales Receipts and Invoices. Your Undeposited Funds may have old transactions in it!
This video shows you how to fix the error, so that your income is calculated correctly.
Is QuickBooks down, or is it me? QuickBooks Status
If your QuickBooks Online or QuickBooks Desktop is glitchy, how do you know if it's Intuit, or if it's something wrong on your end?
Check out this link: https://quickbooks.statuspage.io/
Intuit lets you know if any services have been interrupted. You can subscribe to the notification, and they'll email or text you when the issue has been fixed!
QBO Payroll wished me happy birthday!
I love the friendly messages QBO pops up occasionally. Today is my birthday, and my Employee Center has a little birthday cake on it!
The New Reclassify Tool!
Bookkeepers and Accountants using QuickBooks Online for Accountants (QBOA), I am delighted to announce that Intuit is rolling out an enhanced Reclassify Tool for QuickBooks Online. If you don't have it yet, you will soon!
(Business owners...you're out of luck...call your bookkeeper if you need this tool! Sorry!)
The three biggest complaints about the older tool have all been solved:
- The dates are sticky. You don't have to reset them constantly!
- You can expand the list to 300 lines, and select them all with one click.
- The rows and checkboxes always line up.
The other big improvement is that you have more options to filter your list to find the transactions you need.
Take a look!
The Overview Tab
QuickBooks Online for Accountants: The Overview Tab
Look What I Found!
This technique is for the QuickBooks Online for Accountants version, as well as QuickBooks Online Advanced. If you’re a business owner using QBO Simple Start, Essentials, or Plus…move along, nothing to see here….
When bookkeepers log into a client’s file, don’t overlook the new Overview tab in the upper left corner of the navigation bar. It contains a wealth of information that will be useful to you to determine:
- Is it healthy? How much cleanup will you have to do on a file?
- 2How complex is the company workflow? Are they high-volume, or relatively small?
Both of these elements are extremely useful when you’re looking at a QBO file to determine how much you should charge a client. This information helps you define your scope for initial cleanup as well as ongoing maintenance.
Each section opens and collapses by clicking on the > symbol. Each item also has a hyperlink to take you to the associated Report.
Look at the Company Setup section to determine what level of QBO the client subscribes to.
Are they using QuickBooks Payroll? If not, you’ll still need to determine if they have outside payroll, like Gusto or ADP.
Are they using the QBO Sales Tax Center?
What app integrations do they have? This will either tell you “Yay! They have automated a lot of the data entry!”, or “Uh, oh, they have complex e-commerce/inventory/3rd party workflows.”
Here you’ll find the status of all the Balance Sheet accounts.
- The Bank balance, at least as of the last time anyone clicked the Update button.
- QuickBooks’s account balance. Is it relatively close to the Bank balance, or is it wildly off?
- How many Unaccepted transactions are in the Banking Feed. If the number is high, allot time for catch-up work.
- Are there a lot of Unreconciled transactions? Consider this along with…
- The date of the last Reconciliation.
If there are a lot of Unreconciled transactions, but the account has never been reconciled or it’s been quite a long time, allot time to get caught up.
If there are a lot of Unreconciled transactions, and the account was recently reconciled, this tells you one of two things. The account may be high-volume, with hundreds of transactions a month. When you’re planning your scope, allow additional time.
Or, perhaps the account wasn’t Reconciled, it was “Reconciled,” where the business owner checked off all the transactions that matched the statement, but left all the duplicate transactions instead of hunting them down. Now you know you have a lot of cleanup work to do!
Look here to uncover problems with QBO’s Banking Feeds, setup, and asset and liability accounts.
1) Undeposited Funds
Are these all current and waiting for deposit? Or are they signs of duplicated income? While you could click on the hyperlink, I don’t like looking at the Undeposited Funds register because it contains all the in-and-out transactions. Instead, head to the + > Bank Deposit screen.
Are the transactions there current and pending a trip to the bank or clearing merchant services? No worries!
Are they older than the most recent reconciliation? That’s a sign of duplicated income. It’s likely the business owner Added deposits through the Banking Feed instead of matching them to existing transactions in Undeposited Funds. Also look to see if duplicated Sales Receipts and Invoice Payments went directly to the Checking account instead of UF.
2) Uncategorized Assets
These are Transfers that were pulled in through the Banking Feed. Somewhere there’s a second transaction for the same amount.
The easiest fix is to delete these. They’ll wind up on the Banking Feed again. At that point they will either correctly match the other existing transaction, or (if the transaction was already reconciled), you can just Exclude it.
3) Uncategorized Income
These are Deposits added through the Banking Feed instead of Matched to existing Sales Receipts and Payments. When you Edit the transaction, you’ll see an extra entry down at the bottom instead of transactions checked off at the top.
Simply check off the individual transactions that make up that deposit in the top section, and click the trash can icon on the far right of the extra line to delete it. Your total deposit will remain the same, and your Undeposited Funds will decrease.
4) Uncategorized Expenses
These Expenses were pulled in through the Banking Feed without anyone clicking on them to add categories. To fix them, click on your Accountants Briefcase and select Reclassify Transactions.
Click on Uncategorized Expenses at the bottom, and Reclassify them to sort them into their correct categories.
5) Opening Balance Equity
This balance should be $0. Opening Balance Equity (OBE) transactions are created when setting up your QBO, or when you add Inventory without an Expense or Bill.
Open the OBE register. Make an Adjusting Journal Entry to transfer the money to Retained Earnings. Retained Earnings represents the money the company had at the start of the year, so it’s the perfect place to store this total.
6) Negative Asset and Liability Accounts
The accounts listed here are negative when they should be positive, and positive when they should be negative. Take a look at each register to determine why the balance is the opposite of what it should be.
This handy window clues you in to how much time the client will consume.
Use the dropdown to examine transaction totals by month, quarter, and year.
If the numbers are high, schedule more time to do the bookkeeping. If they’re low, there won’t be much to do.
If there are a high number of Bills but a low number of Bill Payments, they may have cash flow problems. Or, they’re creating Bills but cutting Checks instead of creating Bill Payments, which you’ll need to clean up (simply open the Check or Expense and add the open Bill from the drawer on the right).
As you can see, the Overview is a great place to start when examining a client file. You’ll be able to analyze the file’s health, determine how much catch-up work or cleanup work you’ll need to do, and get an estimate of how much time maintenance will take.
This is a welcome summary screen, and a great tool for every bookkeeper and accountant.
QuickBooks Payments and the New Deposits Tab
Look what I found!
If you use QuickBooks Payments for your QuickBooks Online (QBO) merchant services, you're in for a treat. Now there's an easy way to monitor your QB Payments deposits, and access your Statements.
When a deposit shows up in your Banking Feed, but you're not sure exactly which transactions it was for...and for some reason it didn't automatch*...you've always been able to go to http://merchantcenter.intuit.com to view your merchant services batches and see the transactions. But it was a drag to have to look in another website to get that info.
Now your QuickBooks Payments reports are at your fingertips, right in QBO!
Click on Sales in the left navigation bar, then on Deposits. Here you'll see each day's credit card transactions, grouped by deposit date and total.
If the deposit happened in the past, click on the row to see the Payee names, dollar amounts, and fees.
If your deposit hasn't hit the bank yet, you'll see the estimated date when you can expect it!
If you haven't already signed up for QB Payments, here's another tip: if the business owner clicks the Learn More button from inside their Gear > Account and Settings > Payments tab, they will pay retail fee rates. If the bookkeeper clicks the button, they get discounted rates because QBO for Accountants recognizes their role as a ProAdvisor. Bookkeepers, be sure to do this for your clients!!
Even better, click here and go to my QuickBooks Payments registration link. As a member of Complete Business Group, an Intuit Reseller Program, my prices are even lower (and bookkeepers, sign up with Carrie Kahn and you too can offer this discount to your clients!).
As you can see, the transparency and convenience of QuickBooks Payments makes it the easy choice for merchant services for your company!
*Are your QuickBooks Payments not batching automatically? That happens when you take both swipe payments and receive email invoice payments, both in one day. When you view + > Bank Deposits, you can see your manual swipes up at the top, and the Invoice Payments show under the QuickBooks Payments section (you may have to click the dropdown arrow to see them). In this case, QBO can't figure out the batch combination, and you have to check off the transactions from the top and bottom sections manually.
But at least you have the Deposits window to show you which transactions to combine!
It's also easy to see your monthly Statements. Click on Gear > Account and Settings > Payments. You can now see up to two years' worth of monthly statements!
My favorite part is the Aggregated Fee Percentage. It averages all your different rates for swipes, invoices, and ACH, including fees, and gives you the true percentage of income. That gives you an apples-to-apples comparison to other merchant service solutions, like Square.
QBO: Troubleshooting Payroll: Paid from the wrong account
If you have two Checking accounts, and you run Payroll out of the wrong account, it's tricky to fix.
You can tell this happened when you see Payroll transactions in both Checking accounts: QB Payroll ran it out of one account, but the checks really were cashed out of the other. You will also notice that your Payroll Expense has been doubled for the month.
Once you run Payroll, QBO doesn't let you edit the source account, so there's no way to move the paychecks from one account to the other. But here is the fix!
- Fix your Payroll Settings so that moving forward, the checks are written out of the correct account.
- In the account where the checks were paid from in real life, open each paycheck and change the Account Category so that instead of Wages, it points to the Checking account QBO THINKS the checks were paid from.
- This reduces the Payroll Expense.
- It also puts the money back in the account QBO thinks the checks were paid from.
- When you reconcile the "THINKS" account, you'll see offsetting entries for the erroneous charge and the money put back in. Check off both to equal $0.
Now the payroll dollar amount is still correct, and even though it was debited from the wrong account, the expense came from the correct account.