GETTING HELP

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If I need help, who can I contact?

Our support team is happy to help you! Call us at 800.488.7330 (M-F 6 am - 6 pm PT; Sat 6 am - 3 pm PT).

BEFORE YOU START

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Can I give you suggestions?

Certainly, we love hearing what's on your mind! You can:

  • To talk to support, call 800.488.7330.
  • Send us email or go to the options menu on the upper right of any screen, tap Settings, and then tap Send Feedback.
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What can I do in QuickBooks Online on my device?

The QuickBooks mobile app lets you keep working when you're away from your computer. You can run your entire business and enjoy the freedom of working anywhere from your phone or tablet.

You can invoice your customers and get paid from anywhere!

  • Create and send professional looking invoices and estimates.
  • Get paid faster by sending invoices with a Pay Now link or take payment directly on an invoice via credit card – requires activating QuickBooks Payments (US Only)
  • Receive overdue invoice notifications so you know who owes you money.

You can manage expenses, sales, and customers on the go!

  • Snap photos of your receipts and organize daily expenses as you go.
  • Run a Profit and Loss report and see your Balance Sheet to quickly see how your business is doing.
  • Easily view customer information, attach photos or notes, and schedule a calendar appointment.
  • Need to contact the customer before you visit? Call from your phone or email directly from the app.
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How does it work with QuickBooks Online on the web?

QuickBooks Online is always in sync with your QuickBooks Online on the web. Customer, expense, estimate, invoice, payment, and sales receipt data you add or update in the app is immediately available in QuickBooks Online on the web, and vice versa. Wherever you decide to work, your data is always up to date and available.

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Can I go to QuickBooks Online on the web for even more features?

Yes! Besides working from anywhere on your phone or tablet, you also get access to QuickBooks Online on the web.

On the web you can:

  • Take in the big picture with over 20 reports
  • Create custom invoices in minutes. Add your company logo, choose your own font, and add a background image and custom fields.
  • Run payroll with just a few clicks – requires activating QuickBooks Payroll. (US Only)
  • Provide access to your accountant so you can collaborate and be better prepared for tax time.
  • Customize your account with over 80 partner applications, including inventory management.
  • And much more...
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Which Android operating systems are supported?

We currently support Android OS 4.0 and greater.

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Are my data and privacy safe?

Yes! The same security that protects your QuickBooks data applies when you use the app. For more about how we protect your data, see our Online Security Center. You'll find additional details in QuickBooks Help.

We participate in the TRUSTe certification program and keep your data and privacy safe.

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If I don't see my latest data?

If you just made a change in QuickBooks Online but don't see the data on your device, tap and pull the page down to quickly refresh the data in the list with your latest changes from QuickBooks Online.

If you still don't see your latest data, you can refresh all of the QuickBooks Online data on your device, which might take a few minutes. tap the options menu on the upper right of any screen > Settings > Refresh Data.

Note: Just make sure you're connected to the Internet so QuickBooks Online can update your data.

FUN THINGS FIRST

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How can I see all my latest activities?

When you sign in, you'll see your Company Activity feed. Here you can:

  • See your activities listed in chronological order, with the most recent one at the top.
  • View transactions for the last 180 days, plus you'll see notes, photos, and other attachments.
  • Tap any transaction to see details, and tap Activity to see the associated notes, photos, and other attachments.
  • Tap the customer's name to see customer details for that transaction.
  • To return to your Company Activity feed, tap the side menu button and tap Activity.

View a Customer's Activity feed

  • In the side menu, tap Customers.
  • Tap a customer's name to see the work you've been doing for them.

View transaction activities

  • Open the transaction and tap Activity to see any notes, photos, attachments, plus the date you created and last edited the transaction.
  • You'll also see "Company Profile Edited" if you updated a company preference in QuickBooks Online on the web.
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How can I save time using settings?

Settings help you customize QuickBooks Online on your device, saving you time and effort. Here's what you'll find in Settings—try them out for yourself!

  • Version. This is the version of the app you’re currently running.
  • Company Information. This is where you'll set up contact details about your company, including your company name, address, phone number, and URL. This information appears on your sales forms.
  • Call-In Notifications. Phone only: Know when a customer calls. This setting is on by default, but you can turn it off.
  • Invoice Notifications. You’ll be notified that you have overdue invoices. This setting is on by default, but you can turn it off.
  • Company Information. Here's where to see how much time is left on your QuickBooks subscription before it's time to renew it. You can also get subscription help if you need it.
  • Sales Forms. You can create custom messages for estimates, invoices, and sales receipts. Tap Default email message and tap the form you want to customize. You can create a different subject and message for each type of sales form.
  • Taxes. You can set up and add new tax codes and rates for your business. As your business expands to new places, you can collect the correct tax so you're ready for tax time.
  • Gesture Lock. Create a gesture lock pattern to get quick access.
  • Send Feedback. Please tell us what you think—we want to know how we can make the app even better for you.
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What's the fastest way to create a new transaction?

From the side menu, tap the + button next to the transaction you want to create: Expenses, Estimates, Invoices, Sales Receipts or Payments.

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How do I create a Google calendar appointment?

Note: This new feature is available for Android OS 4.0 and greater.

  1. On the Customer Details screen, tap the + button.
  2. Tap Create Appointment.
  3. Complete each field and tap Save to Google Calendar.

CUSTOMERS AND VENDORS

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How do I know when a customer is calling me?

You'll see the QuickBooks icon in the notifications bar at the top of your screen.

  • Tap and pull the notification bar down to see the customer's name.
  • Tap the notification to open the Customer Details page (where you can call, text or email the customer).
  • If the customer calls while you're using the QuickBooks Online app, you can go to the Home page and tap the notification to see details.
  • When the call ends, you'll see the "Call ended" message in the notifications bar.

The feature is on by default, so you won't miss an important call. To turn it off, go to the options menu on the upper right of any screen, tap Settings > select Call-In Notifications > OFF.

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Can I see a customer's location on a map?

Yes! Tap the customer's address to see their location on the map and to get directions.

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Can I import customers and vendors from my contact list?

Yes! To import from your device contact list:

  1. From the side menu, tap the + button next to Customers, then tap Add from Contacts.
  2. Tap the name you want to add as a new customer or vendor, and tap Save.
  3. You can change details in any field and then save to create your new customer or vendor.
  4. Note: You can also add a device contact from Customer or Vendor pages. Tap the menu icon > Import device contacts.

To add a QuickBooks customer or vendor to your device's contact list:

  1. On the Customer or Vendor list page, tap the the name you want to add to display details.
  2. Tap the menu icon at the top of the screen, and then tap Add to device contacts.
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How do I add a vendor?

To add a vendor:

  1. From the side menu or the Vendors page, tap the Vendors + button.
  2. Enter and save your vendor information.

Note: See the QuickBooks Online Help on the web for info about tracking 1099 payments.

To import vendors from your contacts:

  1. From the side menu, tap the Vendors + button, and then tap Add from Contacts.
  2. Tap any name in the Add from Contacts list to import the available info.
  3. Add or edit any additional details and tap Save.

ESTIMATES, INVOICES, SALES RECEIPTS

QUOTES, INVOICES, AND SALES RECEIPTS

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What’s the difference between open, overdue, and paid invoices?

When viewing your invoice list, overdue invoices are listed first so it'’s easy to see who owes you.

  1. Open invoices have open balances.
  2. Overdue invoices have open balances and have also passed their due dates (based on the terms you specified for the invoices). The most overdue invoices appear at the top of the list.
  3. Paid invoices are paid in full.
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What’s the difference between an invoice and a sales receipt?
  • You use an invoice if you let your customer pay you later. You set up terms to indicate how long the customer has to pay. If they don't pay within the specified time limit, their invoice is overdue
  • You use a sales receipt when your customer pays you on the spot for goods or services
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How do I customize the header on my first transaction (estimate, invoice, sales receipts)?

The first time you create a transaction (invoice, estimate, or sales receipt) you'll be prompted to add your company information. The details you add to your invoice will automatically show up on other forms you create. For instance, the next time you create an estimate, invoice or sales receipt, they will display all the details you added.

To customize your transaction header:

  1. From the side menu, tap the + button next to Invoices.
  2. Add the information about your company.
  3. Tap the right arrow.
  4. Tap Create Your Invoice.
  5. Add your details. You can also add an item by tapping the + button next to Add Item.
  6. When all your details are added, tap Save.

Your header can always be edited later by going to the options menu on the upper right of any screen, and tap Settings > Company Information.

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How do I edit my customer, estimate, invoice, or sales receipt data?

To edit a customer's details:

  1. From the side menu, tap Customers, tap the customer's name, and then tap the pencil icon.
  2. Make your changes and tap the Save icon.

To edit invoice, estimate, sales receipt or payment details:

  1. From the side menu, tap Customers, Invoices, Estimate, Sales Receipts or Payments, tap the specific transaction you want to edit, and then tap the pencil icon.
  2. Make your changes and tap the Save icon.
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Can I accept payments on my mobile device?

You can create a Receive Payment transaction for a payment you receive from a customer. You can also create a sales receipt for any payment you receive. You cannot process credit cards or deposit checks.

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Can I capture a signature on a transaction?

Yes. You can capture a signature on estimates and invoices.

  1. To capture a signature, open a new or existing estimate or invoice.
  2. Tap Get Signature.
  3. Let your customer sign with their finger. They can always clear it and sign again.
  4. Tap Done.
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Can I email estimates, invoices, and sales receipts to customers?

Yes! All you need is a valid email associated with your company file, or you can provide your email when you send your customer an estimate, invoice, or sales receipt.

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Can a customer pay me directly from an invoice?

Yes! If you have an Intuit Payment Network (IPN) or Intuit Commerce Network (ICN) subscription, turn the online payments option ON in QuickBooks Online on the web.

When you:

  • Tap the Email icon to send the invoice to your customer, you'll see available payment options (Credit Card, Bank Transfer, or Online Payment) depending on your version of QuickBooks.
  • Send the invoice to your customer, they can tap Pay now in the invoice email to pay you using the methods you specified in the payment options.
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Why don't I see custom transaction numbers, custom fields, class, location or service date fields?

To enable these fields or any fields on your sales forms, you'll need to go to QBO on the web to turn these options ON. From QBO on the web, click the gear icon in upper right, then Company Settings > Sales Form Entry.

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How do I create a new item to add to a transaction?

To create a new item:

  • In the menu, tap Estimates, Invoices, or Sales Receipts.
  • Tap the + button next to ADD ITEM and then tap the Create Item button.
  • Enter the item name, description, price or rate, and select the appropriate account for the product or service.
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Why can't I edit certain transactions?

Some transactions can't be edited in QuickBooks Online. For example, you can't edit an invoice or sales receipt that has partial or full payments applied through the QuickBooks Merchant Services (QBMS) system.

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What if I use custom transaction numbers in QuickBooks?

When you create a new transaction in QuickBooks Online for Android, the number is unassigned so that you can add your custom number to it in QuickBooks.

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If I've customized my QuickBooks forms, does the custom data display?

If you entered data in a custom field in QuickBooks, you'll see the custom field and the data when you preview the estimate or invoice. If you didn't enter data in a custom field, the field won't display.

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Can I view and add sub-customers?

Yes! If you currently use sub-customers in QuickBooks, you'll see them on the customer and transaction list pages.

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How do I add an income account?
  1. From an invoice or estimate, tap Add Item > Create Item.
  2. Add Item info and tap Select Account.
  3. Tap Add Income Account.
  4. Add the Income Account name, number, and description.
  5. If this is a SubAccount, check the box and select the Parent Account.
  6. Tap Save.
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What should I know about multicurrency?

QuickBooks Online for Android currently shows only the customers and transactions that use your home currency. If you have customers and transactions that use other currencies, you’ll need to view and work with them in QuickBooks Online on the web.

TRACK EXPENSES

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How do I view, add, and manage my expenses?

To view expenses:

  1. From the side menu, tap Expenses to see your expense list.
  2. When you attach a receipt photo to an expense, you'll see a paperclip.
  3. Tap an expense to see the details.
  4. You can also sort the list to quickly find an expense.
  5. Tap the options menu on the upper right, and tap Sort by, and then tap Date, Category, Payee, or Account.
    • Sorting by Category filter lets you see individual expenses.
    • When you sort by date (default) or account you can view all the totals.

To add an expense:

  1. From the side menu, tap the Expenses + button to create a new expense.
  2. Enter the amount you paid, and how you paid (tap Credit, Cheque, or Cash).
  3. Select the bank or credit card account you paid from, and select the account.
  4. Enter the remaining information, including:
    • Who you paid.
    • What kind of expense it is.
    • And, anything else you'’d like to remember.

To attach a photo of a receipt:

  1. From an expense screen, tap the Camera icon.
  2. You can take a photo with your camera or choose one from your gallery.
    • To take a photo, tap the Camera icon, and take a photo. When you take a photo while creating the expense, it's attached to the expense.
    • To choose a photo from your gallery, tap the Gallery icon, and choose a photo.

To split an expense:

  1. Create a new expense or open an existing one.
  2. To split the expense between customers or categories, tap Add a Split.
  3. Enter the split amounts, select the expense type/category, the customer it was for, and any notes.
  4. Tap Save.

To edit an expense:

  1. Tap the expense to see details.
  2. Tap the pencil icon, make your changes, and tap Save.

NOTES AND PHOTOS

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What do I need to know about notes?

Notes are a great way to save anything you or your coworkers might want to remember later. They can be text or photos of anything that's important to you. You can add notes to customers and transactions, and you can add notes that aren't yet associated with anything. Then later, if you want to attach the note to a customer or invoice, you can do that.

To add notes and photos

  1. Tap the side menu > Notes > Notes + button.
  2. Tap the paperclip + button at the top right.
  3. Enter your note text, tap the paperclip + button at the top right, select the source (Camera, Dropbox, Gallery, Photos).
  4. Tap Done.

To attach a note to a customer

  1. Tap the side menu > Notes > Notes + button.
  2. Tap Assign to and select a customer.
  3. Enter your note text , attach a photo if applicable, and tap Save.

To attach a note to an existing transaction

  1. Tap the side menu, tap a transaction (Invoices, Estimates, Sales Receipts, Payments), and select the invoice.
  2. Tap ACTIVITIES and tap Add a Note.
  3. Tap Create note or Attach existing note.
  4. When attaching an existing note, you can choose more than one. To see the details of each note, tap the "i" icon.
  5. After selecting an existing note or notes, tap Attach at the top right.

To edit a note

  1. Find the note you want to edit.
  2. Tap the pencil icon or anywhere on the note.
  3. Edit and save.

To delete a note

You can only delete notes that are not assigned to a transaction.

  1. Find the note you want to delete.
  2. Tap the trash icon at the top.
  3. The note instantly deletes.

To view a customer note added from QuickBooks Online on the web?

  1. Tap the side menu, tap Customers to see your customer list.
  2. Find and tap the customer's name to see their activities.
  3. Tap the customer's name and scroll to the bottom of the customer info page.
  4. Your note appears in the Other Details field.

RECEIVE PAYMENTS

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How do I view, add, and edit payments?

You can create "Receive Payment" transactions to indicate when and how your customers paid you, and open invoice(s) you've applied their payments to. You can also view and edit "Receive Payment" transactions.

To receive a payment:

  1. From the side menu, tap the + button next to Payments.
  2. Choose the customer who paid you and enter the payment details.
    • The Payment Amount you enter is automatically applied to the oldest open invoice first, followed by the next oldest invoice, and so on.
    • You can enter different amounts for any open invoices, or tap the radio buttons to quickly auto-fill the balance due amounts.
    • If the Payment Amount exceeds all of the open invoice balances, the Unapplied Amount is listed at the bottom of the page.
  3. When you finish adding payment details, tap the Save icon.

Another way to receive a payment:

  1. While viewing the customer's open invoice, scroll to the bottom of the invoice and tap Receive Payment.
  2. When you finish entering payment details, tap Save.

To view payment details:

  1. From the side menu, tap Payments. As you receive payments, they're listed here.
  2. To see payment details, tap a payment. When an invoice is paid in full, the Balance is $0.00, the status is Paid, and any additional payments are listed as the Unapplied Amount.

To edit a payment:

  1. From the side menu, tap Payments.
  2. Tap the payment you want to edit to see the details.
  3. Tap the pencil icon, make your changes, and then tap Save.
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Can a customer's open balance differ from the sum of the customer's invoices?

This can happen if the data on your device is momentarily out of sync with QuickBooks, or if the customer has invoices over 179 days old.

  • If you think you might not have the latest QuickBooks data on your device and want to refresh the data, on the options menu on the upper right of any screen, tap Settings > Refresh Data.
  • Even if the open balance and sum of the invoices still don't match, rest assured your customer's open balance is correct! If the customer has invoices over 179 days old, they don't appear in the invoice list, but their open balances are included in the open balance you see.

MANAGE TAX

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How do I manage my tax?

To manage taxes for your business, go to the options menu on the upper right of any screen, and tap Settings > Tax Rates. There you can:

  • View a list of all your tax rates
  • Add tax rates (Single and combined)
  • Edit an existing tax rate

Add a sales tax:

  1. From Settings, tap Tax Rates.
  2. Tap the + button, and select Single tax rate or Combined tax rate.
  3. For a Single rate: Add your new tax rate information, tap Done, and then tap Save.
  4. For a Combined rate: Add your new tax rate information for 2 or more components, tap Done, and then tap Save.

Note: Select Combined tax rate if your tax agency makes you break down this tax into multiple parts, such as city, county, and state taxes.

Add a new tax rate on a transaction:

  1. From an estimate or invoice screen, tap the + button next to Add Item.
  2. On the Item screen, check the Taxable checkbox, and tap Add.
  3. On the Invoice screen, tap Add Tax.
  4. Add your new tax rate information, and tap Save.

Edit a tax rate:

  1. From Settings > Tax Rates, tap the rate you want to edit.
  2. Tap the pencil icon.
  3. Make your changes to the tax rate. The Agency cannot be edited.
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How can I change the sales tax amount on a transaction?

Note: To see the tax override feature in the app, first go to QuickBooks Online on the web and create your tax codes in the company file.

On an estimate, invoice, or sales receipt:

  1. Tap the Tax entry box. The number keypad appears.
  2. Enter the tax amount.
  3. Tap Done.

The tax amount is not editable if you have not selected any tax from the "Select Tax" field, have not selected “None” when you select a tax, or if the transaction belongs to old tax model. For example, when you try to edit or view a transaction that has the tax name "Original Sales Tax".

MANAGE ERRORS

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What do I do if I get an error while data is loading?

If there's a problem loading your data, just follow the instructions at the bottom of the screen. To refresh your data manually, go to the options menu on the upper right of any screen, and then tap Settings > Refresh Data.

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I'm getting errors when I try to sign in. What do they mean?

If you get the following errors, here's what they mean and what you can do:

  • "Account not entitled" means your QuickBooks Online account subscription might be inactive. Be sure your subscription is active and try to sign in again.
  • "Cannot login with valid profile" means you might not be connected to the Network or Wi-Fi. Make sure you're in a Network / Wi-Fi coverage area and try again.

If you still can't sign in, call support at 800.330.2052.

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I'm getting errors after upgrading. What should I do?

If you get these errors, here's what you can do:

  • "Linked program no longer installed after update." Restart your device and try again.
  • "Sorry, there was a problem saving your data." Uninstall the application, then reinstall it from the marketplace.

If these actions don't fix the problem, please call support at 800.330.2052.

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What do I do if Google Play charged my credit card, and then I got an error?

Not to worry, nothing is wrong with your credit card or subscription. Your purchase was successful and you can still use QuickBooks Online. We will continue to update your subscription status. You can easily check your status from the options menu on the upper right of any screen, and then tap the options menu > Settings > Subscription. Once your subscription successfully updates, You'll see your next renewal date.

MANAGE YOUR SUBSCRIPTION

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How do I find out when my subscription will renew?

It's easy! Tap the options menu button at the top right, and then tap Settings > Company Information.

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How do I cancel my subscription?

You can cancel your subscription through Google Play on the web, the Google Play Store app, or Google Wallet. Here’'s steps for each way.

RUN REPORTS

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How do I run my Profit & Loss report?

Note: You need Admin or Accountant permission in QuickBooks Online on the web to run this report.

The Profit & Loss report shows you how your business is doing over time—are you holding steady, decreasing, or trending upward?

To see how you're doing:

  1. In the side menu tap Profit & Loss to see your Income, Expenses, and Net Income.
  2. Tap the report filter icon in the toolbar to show a different date range or enter a custom date range.
  3. Tap the Custom option to choose a date range of your own.
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How do I view my balance sheet?

Note: You need Admin or Accountant permission in QuickBooks Online on the web to run this report.

The Balance Sheet report shows you today's snapshot of how your business is doing by listing what you own (assets), what your debts are (liabilities), and what you’ve invested in your company (equity).

To see your Balance Sheet:

  1. From the side menu, tap Balance Sheet.
  2. Scroll to see your assets and liabilities.

To see a different date range, go to the Reports section in QuickBooks Online on the web.

LEGAL STUFF

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What are the Terms of Service for QuickBooks Online?

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