GETTING HELP

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If I need help, who can I contact?
  • Email us here. Typical response time is 1-2 days.

  • Call us! 1800-102-5599

  • Send us feedback! Like what you see? Need something that is not in the app today? Tell us – our best ideas start with you!

    In the menu menu button, tap Settings > Send Feedback. We look forward to hearing from you!

BEFORE YOU START

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What can I do in QuickBooks Online on my iPhone?

This mobile companion app keeps you connected to QuickBooks Online on the web wherever you are. Use it to:

  • View, add, and edit customers and sub-customers, and import them from your contacts.
  • Add notes (with or without photos) to customers and transactions.
  • View, add, edit, and delete estimates, invoices, payments, and sales receipts.
  • Add expenses (attach photos of receipts), suppliers, and bank and/or expense accounts.

Visiting a customer?

  • See if there are overdue invoices you can get paid for while you are there.
  • Want to create, edit or delete an estimate, invoice or sales receipt? Convert an estimate to an invoice? Receive a payment on the spot? You can!
  • Need to contact the customer before you visit? Call or email directly from QuickBooks Online on your iPhone.
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How does it work with QuickBooks Online on the web?

QuickBooks Online on your iPhone is always in sync with QuickBooks Online on the web. Customer, estimate, invoice, sales receipt, expense, supplier, item, account, and payment data you add or update in QuickBooks Online on the web is immediately available in QuickBooks Online on your iPhone. And any data you add or update in QuickBooks Online on your iPhone is immediately available in QuickBooks Online on the web. Wherever you decide to work, your data is always up to date and available.

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Which operating systems are supported for the iPhone?

We currently support iOS 8.0 and later.

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Are my data and privacy safe?

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

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

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What if I do not see my latest data?

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

If you still do not see your latest data, you can refresh all of the QuickBooks Online data on your phone, which might take a few minutes.

  • In the menu menu button tap SETTINGS > Refresh Data.
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Can I use a passcode or Touch ID for faster sign in and added security?

All devices support using a passcode, and newer devices support using Touch ID. You can save time signing in by using a passcode or Touch ID instead of entering your username and password each time you sign in. Here's how to set them up:

Set up your passcode

  1. Tap the menu menu button > Settings > Passcode and slide the button right to turn passcode on.
  2. Tap and confirm the 4-digit code you will use to open QuickBooks.
    • You can turn passcode functionality on and off, enter and change your passcode, and set how frequently you will be prompted to re-enter your passcode.
    • If you forget your passcode, just sign in with your username and password and reset your passcode in Settings. If you have multiple devices (iPhone, iPod touch, and so on) you can use different passcodes for each one.

Set up your Touch ID and passcode

Note: you must set up Touch ID for your device before you can use it with QuickBooks.

  1. Tap the menu menu button > Settings > Passcode & Touch ID > Touch ID.
  2. Tap OK to confirm that others you give permission to can also set up Touch ID on the device.
  3. Tap and confirm the 4-digit passcode you’d like to use.
  4. Close or background QuickBooks temporarily, then tap the QuickBooks icon to open it.
  5. When you see the Touch ID prompt, place the same finger that you previously used to set up Touch ID on the Home button to register your fingerprint.

Set how long QuickBooks can be inactive before you must sign in

To set how long QuickBooks can be inactive before you must unlock it with your passcode or Touch ID, tap the menu menu button > Settings > Passcode & Touch ID > Require Passcode and choose the duration. This reduces the risk of someone else accessing your data if you leave your device unattended.

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Can I use my password manager app to sign in to QuickBooks?

Yes! Before signing into QuickBooks, open your password manager app and add your QuickBooks username and password. The next time you tap QuickBooks to sign in, you will see the key icon key icon where you enter your User ID.

  1. Tap the the key icon key icon to open password manager.
  2. Tap the password manager icon and enter your password, or use Touch ID to open password manager using your fingerprint.
  3. When the password manager opens, tap your QuickBooks username.
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How do I update my credit card information?

The way you will update your credit card information for your QuickBooks Online subscription depends on how you originally paid.

iPhone: If you paid through iTunes on your iPhone, do the following from your iPhone:

  1. Open your iPhone’s Settings and tap iTunes & App Store.
  2. Tap your Apple ID (near the top of the screen).
  3. Tap View Apple ID.
  4. Enter your Apple ID password.
  5. In Account Settings under Subscriptions, tap Manage.
  6. Tap your QuickBooks Online subscription, enter your new credit card information, and save your changes.

Web: If you paid through QuickBooks Online on the web, do the following from your computer (not from your mobile device):

  1. Sign in to QuickBooks Online on the web from your computer at http://qbo.intuit.com.
  2. In the upper-right corner, click the gear next to your company name, then click Your Account.
  3. In the Billing Info Section, click Edit Billing Info.
  4. Update your credit card and any other billing information and click Save Changes.

iPad: If you paid through iTunes on your iPad, do the following from your iPad:

  1. Open your iPad's Settings and tap iTunes & App Store.
  2. Tap your Apple ID (top right side of the screen).
  3. Tap View Apple ID.
  4. Enter your Apple ID password.
  5. In Account Settings under Subscriptions, tap Manage.
  6. Tap your QuickBooks Online subscription, enter your new credit card information, and save your changes.

Android: If you paid through Google Play on your Android device, do the following from a web browser on your computer or device:

  1. Sign in at wallet.google.com.
  2. Click Payment methods on the left side menu.
  3. Find the card you want to update and click Edit.
  4. Make your changes.
  5. Click Save.

FUN THINGS FIRST

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How can I see all my latest activities?

When you sign in, you will be on your Company Activity feed.

  • Your activities are listed in chronological order, with the most recent one at the top.
  • In addition to transactions for the last 180 days, you will see notes, photos, and other attachments.
  • Paperclips paperclip indicate transactions that have attachments.
  • Tap any transaction for details, and tap Activity to see the notes, photos, and other attachments.
  • To find a specific transaction or note in the feed:
    • Tap the magnifying glass magnifying glass button, enter a keyword to find, and tap Search.
    • To look within a group of transactions (including those that need attention), or in notes, tap Filter By, select the filter, and browse or search within the group.
  • To create a new transaction or note, tap + at the bottom of the page.
  • To return to your Company Activity feed, tap the menu menu button and tap Activity.

To view a Customer's Activity feed

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

To view transaction activities

  • Open the transaction and tap Activity to see notes, photos, or documents you have attached, and see when you created and last edited the transaction.
  • You will 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 customise QuickBooks Online on your iPhone, saving you time and effort. Here's what you will 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 will set up contact details about your company, including your company name, address, phone number, and URL. This information appears on your sales forms.
  • Passcode. You can set a Passcode to prevent others from accessing your QuickBooks app, even if your iPhone is unlocked. You can also change your Passcode.
  • Invoice Notifications. You’ll be notified that you have overdue invoices. This setting is on by default, but you can turn it off.
  • Sales Forms. You can create custom messages for estimates, invoices, and sales receipts. Tap Default email message and tap the form you want to customise. You can create a different subject and message for each type of sales form.
  • Manage Tax Rates. 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 are ready for tax time.
  • Subscription. Here's where to see how much time is left on your QuickBooks subscription before it is time to renew it. You can also get subscription help if you need it.
  • Send Feedback. Please tell us what you think—we want to know how we can make the app even better for you.
  • Refresh Data. Tap to quickly get all your transactions and data from QuickBooks Online on the web.
  • Sign Out. Tap to close your current session and exit from the app.
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What is the fastest way to create a new transaction?

You can create a new transaction from scratch, or copy a completed transaction to duplicate information from the original, and save data entry time.

  • To create from scratch: In the menu menu button tap + for the type of record you want to create (customers, estimates, invoices, and so on). You can also tap + at the bottom of the customers, suppliers, and transactions pages.
  • To create from a copy: Open the completed transaction, tap the action button action button and then tap Copy.
    • The new transaction contains data from the original that you can modify.
    • Attachments from the original transaction are not copied to the new transaction.
    • If tax was originally turned off in the completed transaction and subsequently turned on, when you make changes to the copy that have tax implications (such as adding a discount line item), tax will be calculated and added to the copy.
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How do search and filters work?

You can easily find transactions in a list by searching and applying one or more filters. To search within a list and filter the contents, open the list and:

  • Tap the magnifying glass magnifying glass button.
  • Type a keyword, name, or number in the search field. As you type, the list instantly shows records that match your entry.
  • To filter the list, tap a filter and select an option. Filters vary based on the list you are searching.
  • When you choose a filter, the name appears above the list.
  • To show and hide the search field and filters, tap the magnifying glass magnifying glass button.
  • To turn a filter off, tap the x.

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Can I print transactions?

Yes! All you need is a supported AirPrint-compatible printer. To print a transaction the way it appears when you preview it, tap the action button action button and then tap Print.

You can choose any supported AirPrint-compatible printer, specify the range of pages to print, and select the number of copies. See the:

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Can I suggest another topic for this FAQ?

Certainly! In the menu menu button tap SETTINGS > Send Feedback. We'd love to hear from you and will be happy to answer your question.

CUSTOMERS AND SUPPLIERS

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Can I import customers and suppliers from my contacts list?

Yes! Your iPhone Settings > Privacy > Contacts > QuickBooks setting must be ON.

  • In the menu menu button tap the Customers add button button or the Suppliers add button button and then:
    • Tap the contacts button contacts button.
    • Tap any name in the Add from Contacts list to import the available info.
    • Add any additional details and tap Save.
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How do I view, add, and edit customer information?

In the menu menu button tap Customers to see all of your customers.

  • Tap the magnifying glass magnifying glass button and tap Status. You can filter the list to see Open, Overdue, Recent, Nearby, and Top Sales customers. See How do searches and filters work? for more info.
  • If the customer has an outstanding balance, it is listed next to the customer's name.
  • The customer info page shows a summary of the customer's transactions, including estimates, invoices (open, overdue, paid), payments, and sales receipts.
  • Tap the Details button to see their contact details, terms, and additional information.
    • To edit the information, tap the edit button edit button, make your changes, and tap Save.
    • Tap the phone number or email address to call or send the customer email.
  • Tap the pin pin button or the customer's address to see their location on the map and get directions. See Can I get maps and directions for customers? for more info.

To add a customer

  • In the menu menu button tap the Customers add button button, or on the Customers page tap add button. Enter and save the information.
  • On the New Estimate, Invoice, Receive Payment, and Sales Receipt pages, tap Select a Customer and tap the customer name. Enter and save the information.

To import a customer from your contacts

Your iPhone Settings > Privacy > Contacts > QuickBooks setting must be ON.

  • In the menu menu button tap the Customers add button button, or on the Customers page tap add button.
    • Tap the contacts button contacts button.
    • Tap any name in the Add from Contacts list to import the available info.
    • Add any additional details and tap Save.

To add a sub-customer, see Can I view and add sub-customers?

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Can I view and add sub-customers?

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

Why use sub-customers?

Use sub-customers to track the cost of work and services you provide for a customer.

  • You can have up to 4 levels of sub-customers below a parent customer. 1 or 2 sub-customer levels work for most businesses.
  • You can change the parent customer associated with a sub-customer, but you cannot edit a parent customer to make it a sub-customer, or edit a sub-customer to make it a parent customer.

To add a new sub-customer

  1. In the menu menu button tap the Customers add button button.
  2. On the New Customer page, scroll to the bottom and tap Is this a sub-customer? to turn the setting ON. You will see the Sub of field and Bill with parent options.
  3. Add the parent customer name in the Sub of field.
  4. If this sub-customer should be billed with the parent, tap Bill with parent? to turn the setting ON; otherwise you will bill this customer, not the parent. See QuickBooks Online Help on the web for more about the "Bill with parent" and "Bill this customer" settings.
  5. Add the phone, email, address, terms, and any notes.
  6. Save your entries.
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Can I add a message to a transaction for the customer?

Yes! When you create a new estimate, invoice, or sales receipt, enter your message in the Customer Message field at the bottom of the page.

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How do I add a supplier?
  • In the menu menu button tap the Suppliers add button button, or on the Suppliers page tap add button.
  • Enter and save the supplier information.

To import a supplier from your contacts

Your iPhone Settings > Privacy > Contacts > QuickBooks setting must be ON.

  • In the menu menu button tap the Suppliers add button button and then:
    • Tap the contacts button contacts button.
    • Tap any name in the Add from Contacts list to import the available info.
    • Add any additional details and tap Save.
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Can I get maps and directions for customers?

Yes! Your iPhone Location Services setting must be ON for your iPhone and for the QuickBooks Online iPhone app. To find and turn the settings on:

  • In iOS 8.0 and later, go to iPhone Settings > Privacy > Location Services

To get back to QuickBooks Online on your iPhone, just double-tap your iPhone Home button iPhone Home button and then tap the QuickBooks Online icon QuickBooks Online icon.

Once settings are on, tap the customer's address to see their location on the map and get directions.

ESTIMATES, INVOICES, AND SALES RECEIPTS

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How do I view, add, edit, and delete estimates?
  • In the menu menu button:
    • Tap the Estimates add button button to create a new estimate.
    • Tap Estimates to see your estimate list.
    • Tap the magnifying glass magnifying glass button and tap Date to filter by dates. See How do searches and filters work? for more info.
  • From the customer info page, tap + and then tap Estimate.
  • Tap an estimate to take additional actions to preview preview button and edit.
  • edit button.
  • When your customer approves the estimate, tap Get Signature at the bottom of the page and have them sign using their finger.
    • Tap Next to enter their name and convert the estimate to an invoice.
  • Tap the action button action button to email, copy, print, or delete.
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Can I convert an estimate to an invoice?

Yes! Open the estimate and tap Convert to Invoice. Once the invoice displays, tap Save.

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How do I view, add, edit, and delete invoices?
  • In the menu menu button:
    • Tap the Invoices add button button to create a new invoice.
    • Tap Invoices to see your invoice list.
    • Tap the magnifying glass magnifying glass button and tap Status to filter the list and see Open, Overdue, or Paid invoices. You can also tap Date to filter by dates. See How do searches and filters work? for more info.
      • Open and overdue invoices are sorted by due date.
      • The paid invoices list sorts the most recently paid on top.
  • From the customer info page, tap + and then tap Invoice.
  • Tap an invoice to take additional actions to preview preview button and edit edit button.
  • When your customer approves the job, tap Get Signature at the bottom of the page and have them sign using their finger.
  • Tap the action button action button to email, copy, print, or delete.
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How do overdue invoice notifications work?

If you have overdue invoices, we show a popup message to let you know.

When you sign out of the app, we will schedule a notification for 9am the next day. (We are polite, and will only display a notification if you have not already opened that company on your phone by 9am that day.)

Notifications are on by default, but you can turn them off in your app's settings or your phone's settings:

  • In the menu menu button tap SETTINGS and turn Invoice Notifications OFF.
  • On your iPhone, tap Settings > Notifications Centre > QuickBooks.
  • Under Alert Style, tap None to stop receiving banners or alerts.
  • You can also turn Notification Centre OFF to prevent QuickBooks notifications from being added to the Notification Centre panel.
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What is 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 do not 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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What is the difference between open, overdue and paid invoices?

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

  • Open invoices have open balances.
  • 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.
  • Paid invoices are paid in full.

If you filter the invoice list using the “Open” filter, both open and overdue invoices display.

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How do I view, add, edit, and delete sales receipts?
  • In the menu menu button:
    • Tap the Sales Receipts add button button to create a new sales receipt.
    • Tap Sales Receipts to see your sales receipt list.
    • Tap the magnifying glass magnifying glass button and tap Date to filter by dates. See How do searches and filters work? for more info.
  • From the customer info page, tap + and then tap Sales Receipt.
  • Tap a sales receipt to take additional actions to preview preview button and edit edit button.
  • Tap the action button action button to email, copy, print, or delete.
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What should I know about multicurrency?

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

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Can I email estimates, invoices, and sales receipts to customers?

Yes! If you have not set up an email account in your phone's Settings, do that first. Then open the record and tap the preview button preview button to view the record before you send it.

From any transaction you can tap the action button action button and then tap Email.

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What if I use custom transaction numbers in QuickBooks Online on the web?
  • When you create a new transaction in QuickBooks Online on your iPhone, the next custom number in the sequence is assigned to your transaction.
  • If you change the number, you will start a new custom number sequence.
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If I've customised my sales forms, will I see the custom fields and data?

Yes! If you use QuickBooks Essentials or QuickBooks Plus, and you created custom fields for your sales transaction forms in QuickBooks Online on the web, you'll see those fields and data when you preview the estimate, invoice, or sales receipt. Custom fields only appear on your forms when you've entered data in them.

If you'd like to add custom fields to your sales forms, be sure you have QuickBooks Essentials or QuickBooks Plus, and then:

  1. Sign in to QuickBooks Online on the web at https://qbo.intuit.com/.
  2. Tap the gear gear button > Company Settings > Sales > Sales form content > Custom fields.
  3. Follow the instructions to add up to 3 custom fields on your sales forms.
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Can I use class and location tracking?

Yes! If you use QuickBooks Plus and you currently use class or location tracking in QuickBooks Online on the web, you'll see your class and location fields on estimates, invoices, sales receipts, and expenses, and you can create new ones.

If you do not currently use class or location tracking, be sure you have QuickBooks Plus and then turn the features on in QuickBooks Online on the web, to be able to track finances for multiple business locations, and assign expenses and income to “classes” so they’re easier to track.

To turn location tracking on

  1. Sign in to QuickBooks Online on the web at https://qbo.intuit.com/.
  2. Tap the gear gear button > All Lists > Locations > New.
  3. Enter and save location info for each location you want to track.
  4. Tap the gear gear button > Company Settings > Categories > Track locations.

To turn class tracking on

  1. Sign in to QuickBooks Online on the web at https://qbo.intuit.com/.
  2. Tap the gear gear button > All Lists > Classes > New.
  3. Enter and save the class name and details.
  4. Tap the gear gear button > Company Settings > Categories > Track classes.

See the QuickBooks Online Help on the web for more information about class and location tracking.

NOTES AND PHOTOS

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Can I add notes and photos to transactions?

Yes! In the menu menu button tap the Notes + button to create a note that includes text and/or a photo.

  • Enter the note text.
  • Tap the camera camera button to take a photo or choose an existing one from your camera roll.
  • You can assign the note to a customer or leave it unassigned to attach to a transaction later.
  • To find your unassigned note later, open the menu menu button and tap Notes.
  • Browse or search magnifying glass button to find the note, and tap to open it.
    • Tap the edit button edit button to update the text or photo, or assign the note to a customer.
    • Tap the delete button delete button to delete the note.

To add a note to a transaction

Open the estimate, invoice, sales receipt, or payment, and tap the note button note button at the bottom of the page.

  • Tap Create Note to create a new one.
  • Tap Attach Existing Note, select one or more existing notes, and tap Attach.
  • If you attach a note to a transaction, it moves from your notes list to the transaction Activity page.

To remove a note from a transaction

  • Open the transaction and tap Activity.
  • Tap the note to open it, and tap the action button action button.
  • Tap Remove from to remove the note from the transaction.
    • Notes that you remove are added to the customer unless they are from a sales receipt that has no customer, then they are moved to the Company Activity feed.

To add a note from your Company and Customer activity feeds

Tap the + at the bottom of the page and tap Note.

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How do I assign a note to a customer?
  • In the menu menu button tap the Notes add button button.
  • Tap Assign To and select the customer.
  • Enter your note and/or photo, and tap Save.
  • To assign the note to a different customer, tap the edit button edit button and select a different customer.
  • While you can only assign a note to one customer, you can select all of the content in a note and paste it into a new note, if desired.
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How do I see a customer note I added in QuickBooks Online on the web?
  • In the menu menu button tap Customers to see your customer list.
  • Find and tap the customer's name to see their activities.
  • Tap the customer's name and scroll to the bottom of the customer info page.
  • Your note appears in the Other Details field.

ITEMS FOR PRODUCTS & SERVICES

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How do I create a new item to add to my transactions?
  • In the menu menu button tap Estimates, Invoices, or Sales Receipts.
  • Tap + and then tap add item button Add Item.
  • On the Select Items page, tap the add button button.
    • Enter the item name, description, price or rate, turn Inclusive of Tax on, select the Tax Code, select the appropriate account for the product or service, and select the parent item (if applicable).

To see your complete list of product and service items, in the menu menu button tap Products & Services. See How do I view and add items for products and services? for more info.

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How do I view and add items for products and services?
  • In the menu menu button tap Products & Services.
  • To add a new product or service, tap the add button button. On the New Item page:
    • Enter the item name, description, price or rate, turn Inclusive of Tax on, select the Tax Code, select the appropriate account for the product or service, and select the parent item (if applicable).

To add an item when you are creating a transaction, see How do I create a new item to add to my transactions?

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Can I add and update service dates?

Yes! If you use service dates in QuickBooks Online on the web, you will see the Service Date field on the Item Details page. You can add and update the date to show when you actually finished the work.

See the QuickBooks Online Help on the web for more information about service dates.

RECEIVE PAYMENTS

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How do I view, add, edit, and delete payments?

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

Receive a payment

  1. In the menu menu button tap the Payments add button button to create a new payment.
  2. On the Receive Payment page:
    • Select the customer who paid you and enter the payment details.
    • If the Payment Amount you enter matches an open invoice exactly, the amount is applied to that invoice; otherwise, the amount 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.
    • When you finish entering payment details, tap Save.

Other ways to receive a payment:

  • In the menu menu button tap Payments and then tap +.
  • While viewing the customer's open or overdue invoices, tap Receive Payment.

View payment details

  • In the menu menu button tap Payments. As you receive payments, they are listed here.
  • Tap the magnifying glass magnifying glass button and tap Date to filter by dates. See How do searches and filters work? for more info.
  • Tap a payment to see the details.
  • When an invoice is paid in full, the BALANCE due is zero, the status is PAID, and any additional amount the customer paid is listed as the UNAPPLIED AMOUNT.

Edit or delete a payment

  • In the menu menu button tap Payments.
  • Tap the payment to see details.
    • Tap the edit button edit button, make your changes, and tap Save.
    • Tap the action button action button and tap Delete to delete the payment.

TRACK EXPENSES

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How do I view, add, and manage expenses?

When you pay for a business expense, you can enter the amount you paid, the supplier (payee) you paid, and the account you paid from. You can split an expense between different categories and/or customers, attach a receipt photo to an expense, edit and delete expenses.

To view expenses:

  • In the menu menu button tap Expenses to see your expense list.
  • When you attach a receipt photo to an expense, you will see a paperclip paperclip.
  • Tap an expense to see details.
  • You can search and filter the list to quickly find an expense.
    • Tap the magnifying glass magnifying glass button and tap Group By and/or Date.
    • The Group By filter lets you see expenses grouped by supplier, customer, category, or account.
    • You can use the Group By and Date filters together. See How do searches and filters work? for more info.

To add an expense, attach a receipt photo, or split the expense:

  • In the menu menu button tap the Expenses add button button to create a new expense.
  • Enter the amount you paid, and how you paid (tap Credit, Cheque, or Cash).
  • Select the bank or credit card account you paid from.
    • If the account is not listed on the Select Account page, tap +, enter the account name and description, and tap Save.
  • Enter the remaining information, including who you paid.
    • If the supplier is not in your Payees list, tap +, enter the new supplier info, and tap Save.
  • To attach a photo of the receipt, tap the camera camera button and take a photo, or choose a photo from your camera roll.
    • If you take a photo while creating the expense, it is attached to the expense.
    • To add it to your camera roll, tap the action button action button and save it to your camera roll.
  • To split the expense between customers or categories, tap add split button Add a Split.
    • Enter the split amount, select the expense type/category, the customer it was for (when this preference is turned on in QuickBooks Online on the web), and any notes. You can apply different taxes for each split, and set the tax for the entire expense as inclusive, exclusive, or out of scope.
    • Tap Done and then tap Save.

To edit or delete an expense:

  • Tap the expense to see details.
  • Tap the edit button edit button, make your changes, and tap Save.
  • Tap the delete button delete 
            button.

MANAGE TAX

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What should I know about tax?

Note: In our FAQs we refer to all taxes as "tax." In the app you'll see the taxes that apply for your locale (such as VAT, GST, state, provincial, and so on).

  • When adding or updating tax on your transactions, you will see the same tax code settings you currently use in QuickBooks Online.
  • See QuickBooks Online Help on the web for more information about working with tax.
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How do I manage my tax?

Note: In our FAQs we refer to all taxes as "tax." In the app you'll see the taxes that apply for your locale (such as VAT, GST, state, provincial, and so on).

To manage taxes for your business, go to Settings > Manage Tax Rates. There you can:

  1. View a list of all your tax codes
  2. Create custom tax (your first tax)
  3. Create additional tax codes for a tax rate
  4. Combine taxes in a group

See QuickBooks Online Help on the web for more information about working with tax.

To Create a tax rate for an agency

  1. From Settings, tap Manage Tax Rates.
  2. Tap + and select Create a tax rate for an agency.
  3. Select the tax agency, enter the rate and description, and whether it applies to sales and purchases.
  4. If applicable, add the sales and purchase rate, account, and the tax return lines where tax will display. Tap Save.

To change the tax amount or tax code on a transaction

Edit the estimate, invoice, or sales receipt and:

  1. Tap a tax amount to change it, or tap the item and then the tax code to change it.
  2. You can also change shipping tax, and inclusive / exclusive settings.
  3. Tap Save.

To combine taxes in a group

If you want to combine 2-5 taxes in a group, and apply them at the same time, you can set up a group rate with a single code. All taxes are calculated, charged, and tracked to their respective accounts.

  1. From Settings, tap Manage Tax Rates.
  2. Tap + and select Combine taxes in a group.
  3. Enter the group rate name and description.
  4. Choose each rate and how it applies (to Net Amount, Tax Amount, or Net + Tax Amount). Tap Save.
  5. To add more rates (up to 5) to the group, tap add button Add Tax Rate.

RUN REPORTS

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How do I run the 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 how your business is doing over time—are you holding steady, decreasing, or trending upward? To see how you are doing:

  1. In the menu menu button tap Profit & Loss to see a graph of your Income, Expenses, and Net Income for the year to date.
    • Tap points in the graph to see the income and expense details for the month.
    • Tap the report filter report filter button and choose a different date range or enter a custom range.
  2. Tap View Report view report button to see your income, expense, and gross profit breakdowns.
    • Tap and pull the arrow close report button down to return to the graph.

Note: You will not see this report in the menu unless you have Admin or Accountant permission in QuickBooks Online on the web.

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How do I run the Balance Sheet report?

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

The Balance Sheet report shows the list of your current asset, liability, and equity account balances as of today's date. To view your balance sheet:

  • In the menu menu button tap Balance Sheet.
  • You will see information on either a cash or accrual basis, depending on the preference you set in QuickBooks Online on the web.

Note: You will not see this report in the menu unless you have Admin or Accountant permission in QuickBooks Online on the web.

LEGAL STUFF

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Where can I see Terms of Service and other policies?

See how Intuit protects your privacy and read our terms of service, TRUSTe, and third party component policies:

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