How to Use QuickBooks Online: Step-By-Step Guide

Our complete guide to QuickBooks Online covers setup, common processes, and all the best accounting tips.

Written by Adam Rowe

September 13, 2023

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QuickBooks Online isn’t the only software out there for handling accounting and taxes, but our research does recommend it for most business needs, even above other top picks like FreshBooks or Zoho Books.

If you need to learn how to use it, we’re here to help.

This guide will cover the basic steps you need to know when first setting up your business on QuickBooks Online, as well as the process behind common needs (like reconciling and deleting deposits), and all the best tips for getting the most out of the service.

Every business needs to handle accounting paperwork, and our experts know all the best features, prices, and support to look for. Once you’ve finished reading this guide, you’ll know how to find the core QuickBooks tools you need quickly and efficiently. Just don’t forget to select Alt + S whenever you need to save your form!

In this guide:

How to Use QuickBooks Online

Getting started with this popular accounting software doesn’t have to be overwhelming. Here’s our checklist for any newcomers:

  1. Figure out your dashboard
  2. Input company details
  3. Set up sales settings
  4. Import business data
  5. Connect your bank cards
  6. Connect your payroll software
  7. Add integrations
  8. Figure out your tax needs

QuickBooks Online: Business overview

The QuickBooks Online business view

1. Figure out your dashboard

Your QuickBooks dashboard can be configured two different ways: A business view or an accountant view. If you’re a business owner or manager, the business view is best, while the accountant view will rely on accounting-specific jargon and processes. You’ll be able to toggle between the two by clicking the Settings gear icon on the top right.

You’ll also want to eventually add users as part of your setup. The main user should be the “primary admin,” but you can add other admins or standard users (with customized levels of access).

2. Input company details

Open the Settings gear icon on the top righthand side of your dashboard and select “Account and Settings” from the dropdown, followed by “Company.” This takes you to your company details page, which you can edit to add your company name, logo, contact info, and physical address (both legal and customer-facing).

3. Set up sales settings

Your “Account and Settings” menu includes the “Sales” and “Expenses” tabs, and beginners will need to add data to both these pages in order to allow the QuickBooks software to correctly generate reports.

Key information to add here includes: Sales form design and content, invoice automation setup, and VAT details, as well as the year-end date that company reports will use. Many features can be toggled on or off, allowing you to chose what expenses or sales elements should be used, from purchase orders to tracking items by customer.

QuickBooks Online: Edit Sales

Editing Sales in QuickBooks Online