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Common QuickBooks Online Tasks and Workflows

We’ve compiled answers to some of the most common questions about managing expenses, payments, customization, and settings in QuickBooks Online.

Recording Reimbursements for Expenses

If you paid for a business expense out of pocket (using a personal account) and received a reimbursement check, you need to record the deposit to reflect the money coming back into your business.

1. Select the + New button.
2. Choose Bank Deposit.
3. In the Account field, select the bank account where you are depositing the money.
4. In the Add new deposits section, fill in the necessary fields (such as the Date and Amount).
   • Note: You can leave the “Received From” field blank if the reimbursement is not from a specific customer or vendor.
5. Select Save and close.

Paying Bills with Handwritten Checks

When paying vendor bills using checks you have already written by hand, you must ensure the check number is recorded correctly.

1. Go to + New and select Pay Bills.
2. Select the bill(s) you want to pay.
3. In the Payment section, look for the check options.
4. Select the Assign check # option (rather than “Print”).
5. Complete the payment process. A window will appear allowing you to manually enter the specific check number for the payment.

Using Pre-fill Settings for Transactions

QuickBooks Online does not offer the specific “pre-fill account by vendor” feature found in QuickBooks Desktop. However, we offer a “Pre-fill forms” setting that copies data from your last saved transaction for a specific customer, vendor, or employee.

When enabled, this feature automatically recalls details from the previous transaction to help you work faster.

To turn on pre-fill settings:

1. Select the Settings gear icon.
2. Select Account and settings (or Company Settings).
3. Click the Automation (or Advanced) tab.
4. Check the box for Pre-fill forms with previously entered content.
5. Select Save.

Reconciling Asset Accounts

You can reconcile any balance sheet account, including asset accounts, to ensure your records match your bank statements.

1. Select the Settings gear icon.
2. Choose Reconcile.
3. From the Account dropdown, select the asset account you want to reconcile.
4. Enter the Statement balance and the Statement end date from your financial statement.
5. Select Start reconciling.
6. Match the transactions in QuickBooks to your statement and mark them as cleared.
7. When the difference is zero, select Finish now.

Note: If you do not have an external statement for the asset, reconciliation may not be necessary, as the process is designed to verify records against an outside source.

Customizing Invoice Templates

You can add visual elements, such as watermarks or text boxes, to your invoices using the customization tools.

1. Go to Settings and select Custom form styles.
2. Find the template you want to modify and select Edit.
3. In the Design tab, select Make edits to the template (this opens the layout designer).
4. Use the Add menu to select:
   • Add Image: Upload a logo or watermark image. You can position and resize it on the invoice.
   • Add Text: Create a text box to type custom notes or watermark text (e.g., “PAID,” “DRAFT”). You can format the font, size, and color.
5. Arrange the elements as desired and select Done.
6. Select Save and close.

Troubleshooting Printing and Layout Issues

If your print preview or printed invoices have gaps, formatting errors, or do not fill the page correctly, the issue is often related to your browser’s PDF handler.

To fix this in Firefox (example):

1. Open the Firefox menu and select Options (or Tools > Options).
2. Click on the Applications tab.
3. Find “Portable Document Format (PDF)” in the list.
4. Change the action to Use Adobe Reader or Use Adobe Acrobat (if installed).
5. Click OK.

If the issue persists, ensure your browser is updated to the latest version or try using a different supported browser (such as Google Chrome).

Inventory Availability Notifications

Currently, QuickBooks Online does not automatically notify you if inventory on hand is insufficient to fill an invoice. You must manually review the Products and Services list or run an inventory report before creating an invoice to ensure you have enough stock.

Tax Forms for Single-Member LLCs

While QuickBooks helps track your financial data, the specific tax forms required depend on your business activities. Generally, a single-member LLC is treated as a disregarded entity for tax purposes. Profits and losses are reported on your personal tax return (Form 1040).

Common forms may include:

• Schedule C: For ordinary business income or losses from a service or sales business.
• Schedule D: For reporting capital gains or losses.
• Schedule E: For rental real estate income.
• Schedule F: For farming income.
• Form 4562: For claiming depreciation and amortization.

We recommend consulting a tax professional to confirm which forms apply to your specific situation.