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Common QuickBooks Online Tasks and Troubleshooting

This guide covers frequently asked questions regarding customizing forms, managing lists, running reports, and resolving known issues in QuickBooks Online.

Customizing Forms with a Logo

You can personalize your sales forms by adding your company logo to the standard invoice template.

Select the Settings gear icon in the top right corner.
Under Your Company, select Custom Form Styles.
Click Edit on the Standard style.
In the left navigation panel, select Appearance.
Choose your desired logo placement and ensure the logo is set to display.
Click Save.

Your logo will now appear on the standard invoice whenever you use that template.

Searching and Editing Inventory

To find specific items or update product descriptions, use the Products and Services list.

Select the Settings gear icon.
Under Lists, choose Products and Services.
To search, type the product name into the search bar located above the list.
To edit details, click Edit in the Action column next to the specific item.

Troubleshooting Payment Terms

If you have set customer terms to “Due on Receipt” but statements show a different due date (such as Net 30), the term type may be configured incorrectly.

Select the Settings gear icon.
Under Lists, choose All Lists.
Click Terms.
Select the specific term you wish to fix (e.g., “Due on Receipt”).
Look for the term type selection (usually Standard or Date Driven).
Switch to the option that is not currently selected and save.

Note: This change typically applies to future transactions. You may need to delete and re-enter existing invoices to apply the corrected terms.

Reporting on SIMPLE IRA Wages

To track wages for employees enrolled in a SIMPLE IRA plan, you can customize the Payroll Summary report.

Go to Reports and search for Payroll Summary.
Click Customize.
In the Rows/Columns or Filter section, locate Employees.
Select Multiple and check the boxes for the specific employees in the plan.
Adjust the date range as needed (e.g., Last Month, This Quarter).
Click Run Report.

You can memorize this report for future access by clicking the Save customization button.

Managing Old Transactions in Bank Deposits

If the Bank Deposit screen shows very old transactions (e.g., from 10 years ago), you can exclude them so they no longer appear for selection.

Go to the Transactions menu and select Banking.
Locate the old transactions in the list.
Check the box next to each transaction you want to remove.
Click the Batch actions drop-down menu.
Select Exclude.

Known Issues and Workarounds

Our product team is actively investigating the following known issues. If you are affected, try the suggested workarounds.

Pay Bills Screen Totals Some users may see incorrect totals or bill selections on the Pay Bills screen.

Workaround: Record payments for bills individually rather than in a batch. Alternatively, manually adjust the payment amounts on the Pay Bills screen to the correct figures before clicking Save; the system will process the correct amounts despite the display error.

Reports Showing “No Data” When customizing the Transaction Detail by Account or General Ledger reports, selecting “Select Multiple” in the List Options may result in a “No Data” message.

Workaround: This is currently under investigation. Ensure your filters are set correctly, or try running the report with a single selection if “Multiple” fails to populate data.

Transitioning from Desktop to Online

If you recently moved from QuickBooks Desktop to QuickBooks Online, some data like historical tax payments may not transfer automatically. To set up payroll and enter prior history:

Select Taxes from the left navigation menu.
Choose Payroll Tax.
Select Get Started with Payroll or Continue.
Follow the prompts to enter your prior payroll history. You will need:
- Quarterly payroll detail reports by employee.
- Year-to-Date payroll detail reports.
- Total payroll amounts organized by paycheck dates.
Complete the setup and activate your e-services when prompted.