Lists

Manage lists and transactions in QuickBooks Online

QuickBooks Online offers several tools to help you manage your lists, handle specific transaction types, and keep your reports accurate. Below are answers to common questions about working with lists, transferring funds, and paying contractors.

Add notes to customer, vendor, or employee profiles

While you cannot add custom fields to list reports, you can use the built-in Notes field to store additional information for your customers, vendors, and employees.

To add a note:

1. Go to the left navigation menu and select Customers, Vendors, or Employees.
2. Select the specific name from the list to open their profile.
3. Click Edit.
4. Enter your information in the Note field (for customers, you may need to click the Note tab first).
5. Click Save.

Note: QuickBooks Online allows a maximum of 4,000 characters in the Notes or Other Details fields.

Pay independent contractors

To pay independent contractors or subcontractors, you must add them as vendors. This allows you to enter bills and make payments.

To set up a contractor for 1099 tracking:

1. In the left navigation, select Vendors (or Expenses > Vendors).
2. Click New Vendor (or New to add a new vendor).
3. Enter the vendor’s information.
4. Check the box that says Track payments for 1099.
5. Click Save.

To pay them, enter a Bill and then use Make Payment to record the transaction. If you need to file 1099s, ensure you are on the Plus or Advanced plan (Essentials allows you to pay vendors but does not support 1099 preparation).

Handle bulk cash transfers and expenses

If you transfer funds from a main account to a funding account to cover specific expenses, it is important to record the transfer and the expense payments separately.

• The Transfer: Record the movement of money using a Transfer. This moves funds from one bank account to another without categorizing it as an expense.
• The Expenses: Once the funds are available in the funding account, enter individual Expense transactions or Bills. Use the funding account as the payment source (Bank/Credit Card account) and categorize the expense to the correct account.

You cannot transfer funds and pay out expenses in a single transaction; they must be recorded as separate steps.

Troubleshoot reports showing “No Data”

We are aware of an issue affecting a small percentage of users where the Transaction Detail by Account or General Ledger reports display “No Data” when customizing the Lists option using Select Multiple.

Our product team is currently investigating the root cause. If you encounter this behavior, please refer to the latest Intuit product updates for status information.

Manage holiday lists (Payroll)

If you use QuickBooks Online Payroll, you can update holiday lists for your employees through the Employee Self-Service (ESS) portal settings.

To update holidays:

1. Click the Gear icon, then select Payroll Settings.
2. Click Holidays.
3. Select the correct Leave Year from the drop-down list.
4. Click General Holiday.
5. Enter the Date and Holiday Name (e.g., Independence Day).
6. Select whether the holiday is Restricted or Optional.
7. Click Save.

You can also import holidays by downloading the Excel template, entering dates in dd/mm/yyyy format, and selecting Import Holidays.