With more than 1.5 million customers worldwide, Quickbooks is arguably one of the most popular small business accounting software solutions in the world. Many accountants and bookkeepers have been using Quickbooks daily for years, but with new versions and new features being released all the time, even seasoned pros can always use a few hacks to make their jobs easier. Here are some of our favorite tips to increase your Quickbooks proficiency.
Setting up your Quickbooks file is simple. It’s so simple, in fact, that many people rush through the process. They set up their own company, vendors, clients and employees so quickly that they neglect to enter complete information, including full names, addresses, and Tax ID numbers.
Take the time to input complete, correct information and double-check what you’ve entered. Spending a little more time getting your file set up now makes preparing 1099s, W-2s, invoices, payroll tax returns and other reports a breeze later on.
One of the best ways to make life simple is to use Quickbooks Memorized Transactions feature. Do you pay the same bills every month or send the same monthly invoice to a customer? Click on Lists > Memorized Transaction List > Memorized Transaction > New Group. Set up any transactions you want to memorize and then you can use this feature for tasks that follow the same pattern, saving you valuable time every month.
You can also set the date of each month’s journal entry and have it expire on a certain date.
Did you set up one vendor under two different names? If FedEx and Federal Express were set up as two separate vendors, you can merge them. While you’re at the Customer or Vendor Center, double click to open the duplicate and change the name to exactly match the vendor or customer account you want to keep. A window will pop up warning you that the name is already in use and ask if you’d like to merge them. When you click “Yes,” Quickbooks will merge the two accounts.
Have you ever thought about how much time you’re wasting by not regularly using Quickbooks keyboard shortcuts? If you waste just two seconds of every minute you spend working each year, you could be wasting 64 hours every year. That’s eight days you could be spending getting more done or taking a well-deserved vacation!
Instead of throwing that time away, save time by learning some of Quickbooks’ most useful keyboard shortcuts:
Ctrl + I – Create Invoice
Ctrl + D – Delete check, invoice, transaction, or item from list
Ctrl + H – History of A/R or A/P transaction
Ctrl + W – Write new check
For a complete list, check out this list.
Have you checked out Quickbooks University? Inuit provides hours of free training, tutorials and webinars geared toward small business owners and accountants. Watch short videos on everything from the basics of using a Trial Balance to filing payroll tax forms. Each tutorial offers a video and step-by-step instructions, which allow you to work through lessons at your own pace and work along in your own Company File as you go.
Saving time is a necessity for busy bookkeepers and accountants, so use some of these tips and tricks to become a pro at Quickbooks. You’ll save time, save money, and maybe even save your sanity!