GETTING HELP

show/hide
If I need help, who can I contact?

In the menu menu button tap Help & Feedback. There you can:

  • Contact Support
  • Send us feedback about the app
  • Get answers to commonly asked questions

BEFORE YOU START

show/hide
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, create, edit, and delete estimates, invoices, payments, and sales receipts.
  • Add expenses (attach photos of receipts), vendors, and bank and/or expense accounts.

Visiting a customer?

  • See if there are overdue invoices you can get paid for while you're 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.
show/hide
How does it work with QuickBooks Online on the web?

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. QuickBooks Online on your iPhone is always in sync with QuickBooks Online on the web. Customer, estimate, invoice, sales receipt, payment, expense, vendor, item, and account data you add or update in QuickBooks Online on the web is immediately available in QuickBooks Online on your iPhone.

show/hide
Which operating systems are supported for the iPhone?

We currently support iOS 9.0 and later.

show/hide
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.

show/hide
What 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 iPhone, tap and pull the screen 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 iPhone, which might take a few minutes.

  • In the menu menu button tap Help & Feedback > Refresh Data.
show/hide
Can I use a PIN or Touch ID for faster sign in and added security?

All devices support using a PIN, and newer devices support using Touch ID. You can save time signing in by using a PIN 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 App PIN

  1. Tap the menu menu button > Settings > Manage App PIN or Touch ID and App PIN and slide the App PIN button right to turn it on.
  2. Tap and confirm the 4-digit code you'll use to open QuickBooks.
    • You can turn App PIN functionality on and off, and enter and change your App PIN.
    • If you forget your App PIN, just sign in with your username and password and reset your App PIN in Settings. If you have multiple devices (iPhone, iPod touch, and so on) you can use different App PINs for each one.

Set up your Touch ID

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

  1. Tap the menu menu button > Settings > Manage App PIN or Touch ID and App PIN.
  2. Slide the Touch ID button right to turn Touch ID on.
  3. Close or background QuickBooks temporarily, then tap the QuickBooks icon to open it.
  4. When you see the Touch ID for QuickBooks prompt, place the same finger that you previously used to set up Touch ID for your device on the Home button to register your fingerprint.

How Touch ID security works

If QuickBooks can't authenticate your fingerprint, just follow the prompts to sign in and turn Touch ID on again.

show/hide
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'll 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.
show/hide
How do I update my credit card information?

The way you'll 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 at https://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.
show/hide
Can I run payroll from my iPhone?

You can download Intuit's Online Payroll app from the App Store and run payroll from your mobile device. It's free with your payroll subscription! You'll be able to:

  • Create accurate paychecks for employees and contractors
  • E-pay taxes and e-file forms in all states
  • Pay workers by direct deposit (it's free!)
  • Get timely reminders on upcoming payday and tax deadlines
  • View past paychecks
  • Get free, expert payroll support M-F 6am-6pm PT
show/hide
How do I switch between company files?

If you have more than one company file, here's how to switch between them:

  1. Tap the menu menu button > Settings > Switch Company.
  2. Tap a different company.

FUN THINGS FIRST

show/hide
How can I see all my latest activities?

When you sign in, you'll 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'll 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 screen.
  • 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've been doing for them.

To view transaction activities

  • Open the transaction and tap Activity to see notes, photos, or documents you've attached, and see when 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.
show/hide
How can I save time using settings?

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

  • 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.
  • 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. You can also choose to attach your invoice as a PDF to email.
  • 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're ready for tax time.
  • Overdue invoice alerts. You’ll be notified that you have overdue invoices. This setting is on by default, but you can turn it off.
  • Manage App PIN or Touch ID and App PIN. If you'd like a little extra security on your QuickBooks information, you can use Touch ID to sign in with your fingerprint, or set a PIN to enter each time you want to use QuickBooks on your iPhone.
  • Version. This is the version of the app you’re currently running.
  • Subscription. 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.
  • Sign Out. Tap to close your current session and exit from the app.
show/hide
What's 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, vendors, and transactions screens.
  • 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.
show/hide
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're 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.
show/hide
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:

show/hide
Can I suggest another topic for this FAQ?

Certainly! In the menu menu button tap Help & Feedback > App Feedback. We'd love to know how we can make the app even better for you!

CUSTOMERS AND VENDORS

show/hide
Can I import customers and vendors 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 Vendors 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.
show/hide
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's listed next to the customer's name.
  • The customer info screen 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 screen tap add button. Enter and save the information.
  • On the New Estimate, Invoice, Receive Payment, and Sales Receipt screens, 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 screen 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?

show/hide
Can I view and add sub-customers?

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

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 can't 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 screen, scroll to the bottom and tap Is this a sub-customer? to turn the setting ON. You'll 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'll 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.
show/hide
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 screen.

show/hide
How do I add a vendor?
  • In the menu menu button tap the Vendors add button button, or on the Vendors screen tap add button.
  • Enter and save the vendor information.
  • See the QuickBooks Online Help on the web for info about tracking 1099 payments.

To import a vendor from your contacts

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

  • In the menu menu button tap the Vendors 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.
show/hide
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

show/hide
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 screen, tap + and then tap Estimate.
  • Tap an estimate to take additional actions to previewpreview button and edit edit button.
  • When your customer approves the estimate, tap Get Signature at the bottom of the screen 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.
show/hide
Can I convert an estimate to an invoice?

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

show/hide
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 screen, 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 screen and have them sign using their finger.
  • Tap the action button action button to email, copy, print, or delete.
show/hide
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'll schedule a notification for 9am the next day.
(We're polite, and will only display a notification if you haven't 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 Center > QuickBooks.
  • Under Alert Style, tap None to stop receiving banners or alerts.
  • You can also turn Notification Center OFF to prevent QuickBooks notifications from being added to the Notification Center panel.
show/hide
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.
show/hide
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.

  • 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.

show/hide
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 Email to send the invoice to your customer, you'll see the available payment options (Credit Card, Bank Transfer, or Online Payment, depending on your version of QuickBooks).
  • Send the invoice to the customer, they can tap Pay now in the invoice email to pay you using the methods you specified in QuickBooks Online on the web.
show/hide
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 screen, 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.

    Note: You can't delete a payment that was processed using GoPayment.

Note: If you currently use GoPayment to accept credit card payments from your customers, you can use it within our app when you create a sales receipt. See Can I accept credit card payments using GoPayment? for more info.

show/hide
What should I know about multicurrency?

If you have customers, vendors, or bank accounts that use currencies other than your home currency, multicurrency lets you track transactions in those foreign currencies.

IMPORTANT: Once you turn on multicurrency, you can't turn it off or change your home currency. So, turn it on only if you have bank accounts, customers, or vendors that don't use your home currency.

What happens when I turn on multicurrency?

Home Currency

  • Your current currency becomes your home currency (the currency of the country where your business is physically located).
  • Until you assign a foreign currency, the default value for all customers, vendors, and accounts is your company's home currency.
  • Income and expense accounts always use your home currency.

Foreign Currency

  • You can assign a foreign currency to customers, vendors, banks, and credit cards.
  • You'll see foreign currencies on customer, vendor, transaction, account, and company activity screens.
  • You can pay and receive payments in a vendor’s or customer's currency.
  • You'll see the latest exchange rates (updated every 4 hours from Wall Street On Demand), and can manually change them.

How do I turn on multicurrency?

  1. Sign in to QuickBooks Online on the web at https://qbo.intuit.com/.
  2. Click the gear gear button > Company Settings > Advanced.
  3. In the Currency section click the edit button edit button to edit your currency settings.
  4. Click the Multicurrency checkbox, and click Save.

Note: You must have a QuickBooks Plus or Essentials subscription to use multicurrency. Contact us if you need to upgrade your subscription.

How do I assign a currency to a customer or vendor?

On your iPhone:

  1. In the menu menu button tap the add button add button next to Customers.
  2. Fill out the customer's details.
  3. Tap Customer pays me with, and choose the currency.
  4. Tap Save.

Note: Use the same steps to assign a foreign currency to a vendor, and select the currency you use to pay the vendor.

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

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

Yes! If you haven't 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.

show/hide
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'll start a new custom number sequence.
show/hide
If I've customized 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.
show/hide
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 don't 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 > Company Settings > Categories > Track locations.
  3. Tap the gear gear button > All Lists > Locations > New.
  4. Enter and save location info for each location you want to track.

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 > Company Settings > Categories > Track classes.
  3. Tap the gear gear button > All Lists > Classes > New.
  4. Enter and save the class name and details.

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

show/hide
Can I see my chart of accounts and registers?

To see individual account balances and activities:

  1. Tap the menu menu button > Chart of Accounts to see your complete list of accounts.
    • Tap the magnifying glass magnifying glass button to show and hide the search field, and search for an account.
  2. Tap an account to see the balance and history.
    • To view types of accounts, tap the Account Type filter button filter and tap Bank and Credit Cards, Accounts Receivable, or Accounts Payable.
    • To turn off the filter, tap the magnifying glass magnifying glass button and tap x.

NOTES AND PHOTOS

show/hide
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 screen.

  • 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 screen.

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're from a sales receipt that has no customer, then they're moved to the Company Activity feed.

To add a note from your Company and Customer activity feeds

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

show/hide
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.
show/hide
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 screen.
  • Your note appears in the Other Details field.

ITEMS FOR PRODUCTS & SERVICES

show/hide
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 screen, tap the add button button.
    • Enter the item name, description, price or rate, turn the taxable setting on if the item is taxable, select the appropriate account for the product or service, and select the parent item (if applicable).
    • See the QuickBooks Online Help on the web for info about tracking 1099 payments.

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.

show/hide
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 screen:
    • Enter the item name, description, price or rate, turn the taxable setting on if the item is taxable, select the appropriate account for the product or service, and select the parent item (if applicable).

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

show/hide
Can I add and update service dates?

Yes! If you use service dates in QuickBooks Online on the web, you'll see the Service Date field on the Item Details screen. 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

show/hide
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've 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 screen:
    • 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 screen.
    • 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're 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 $0.00, 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.
  • Note: You can't delete a payment that was processed using GoPayment.

Note: If you currently use GoPayment to accept credit card payments from your customers, you can use it within our app when you create a payment. See Can I accept credit card payments using GoPayment? for more info.

show/hide
Can I accept credit card payments using GoPayment?

Yes! If you currently use GoPayment and it's connected to your QuickBooks Online, you'll see it in our app when you create a sales receipt or payment. Just swipe your customer's credit card or type in their card information to accept a payment.

  • If you're using the GoPayment reader, plug it into your iPhone and be sure the iPhone volume is on the highest level.
  • If you don't have a reader, you can key enter the credit card information into GoPayment.
  • GoPayment works with Visa, MasterCard, American Express (AMEX), and Discover cards (if your GoPayment account supports these).
  • Using GoPayment in our app saves you time because the payments get recorded directly in QuickBooks Online—no need to import or add them to QuickBooks Online later.
  • GoPayment credit card processing is turned on by default, but if you'd prefer not to use it in our app, open the menu menu button, tap SETTINGS, and turn GoPayment OFF.
  • Payments you process with GoPayment through our app won't appear in the standalone GoPayment app.
  • To learn more about GoPayment or sign up for it, visit Intuit Merchant Services.

To accept a payment using GoPayment

On the New Sales Receipt or Receive Payment screens:

  1. Specify the customer, date, and payment amount, and add a memo if you need to remember something about the customer or payment. Enter discount, tax, and shipping amounts if they apply. (For sales receipts you must also specify an item.)
  2. Tap Credit (the payment method) and tap Next.
  3. If the card reader is plugged in, swipe the customer's credit card; otherwise tap Key Enter Card.
    • If typing the card information, enter the credit card number, expiration date, and card holder name.
    • Tap Next and enter the security code and customer billing address ZIP code.
    • Red highlights show any entries you need to correct.
    • Tap Next.
  4. (Optional) Have the user “sign” with their finger. They can clear and sign again, if desired.
  5. Tap Charge, then tap Confirm to process the charge. When you've received the payment, you'll see “Success Transaction approved!”
  6. To email the sales receipt or payment containing the GoPayment transaction information, open the transaction and:
    • Tap the action buttonaction button.
    • Tap Email.
  7. The email includes the type of credit card used, the last 4 digits of the credit card number, and the transaction authorization number.

Note: You can't delete a payment that was processed using GoPayment.

To edit a sales receipt or payment charge made with GoPayment

You can edit information that doesn't affect the charge, such as the date, reference #, and memo.

  1. Open the Sales Receipt or Payment and tap the edit button edit button.
  2. Change the date, reference number, or memo and tap Save.

If you try to change fields that affect the charge, just cancel the changes—you can't save them.

To void a payment made using GoPayment

If you need to void a payment, try voiding it before 3pm PST on the same day you accepted the payment, which is when most credit card payments are processed.

  1. Open the Sales Receipt or Payment and tap the action button action button.
  2. Tap Void Transaction.

If you can't void the payment or if your customer overpays you, go to the Merchant Service Center and issue your customer a refund.

To email a transaction paid using GoPayment

  1. Open the Sales Receipt or Payment and tap the action button action button.
  2. Tap Email

The email includes the type of credit card used, the last 4 digits of the credit card number, and the transaction authorization number.

  • Sales Receipt emails include a PDF of the transaction, but the PDF doesn't contain the GoPayment transaction details.
  • Payment emails don't contain a PDF of the transaction.

TRACK EXPENSES

show/hide
How do I view, add, and manage expenses?

When you pay for a business expense, you can enter the amount you paid, the vendor (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'll 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 vendor, 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, Check, or Cash).
  • Select the bank or credit card account you paid from.
    • If the account isn't listed on the Select Account screen, tap +, enter the account name and description, and tap Save.
  • Enter the remaining information, including who you paid.
    • If the vendor isn't in your Payees list, tap +, enter the new vendor info, and tap Save.
    • See the QuickBooks Online Help on the web for info about tracking 1099 payments.
  • 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's 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.
    • 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.

DOWNLOAD BANK TRANSACTIONS

show/hide
How do I download bank transactions?

1. Why should I download my bank transactions into QuickBooks?

When you download your bank transactions:

  • QuickBooks categorizes and matches transactions it recognizes, so you can quickly review and accept them.
  • As you categorize additional transactions, QuickBooks learns how to categorize them in the future.
  • When you accept transactions, QuickBooks creates additional records (such as deposits and expenses) to eliminate additional data entry and save you more time!

You can add and match bank transactions, and quickly accept them in QuickBooks during those spare moments throughout the day, like when you're waiting in line to get coffee.

Matching and adding bank transactions ensures your data is accurate and complete, so QuickBooks can give you more accurate reports and insights into how your business is doing.

Note: If you use multicurrency, you can manage foreign currency bank transactions in QuickBooks Online on the web. QuickBooks mobile only shows bank transactions in your home currency.


2. How do I download my bank transactions to QuickBooks Online?

First, you need to connect to your bank from QuickBooks Online on the web to start downloading transactions. After your first download, transactions download automatically (currently once a day), so your mobile devices always have recent bank transactions available to review and accept.

To connect to your bank from QuickBooks Online on the web:

  1. Sign in through your browser on the web at https://qbo.intuit.com/.
  2. Click Connect an account near the top right of the home screen, or choose QBO web transactions button Transactions > Banking and click Add account.
  3. Enter your bank's name in the box and click Search.
  4. Under “All matching results” click the link for your bank.
  5. Sign in with your bank site credentials.
  6. When you're connected, click the blue That's it, I'm finished! button.

When you first connect an account, it can take a few minutes for the downloaded transactions to appear on the screen. Subsequent downloads should be much faster. For more information, see the QuickBooks Online help on the web (search for “How to connect QuickBooks Online to your bank accounts”).

Now you're ready to categorize and accept transactions from QuickBooks Online on your iPhone and iPad!


3. How do I review, categorize, match, accept, exclude, and refresh transactions?

To quickly review and accept transactions that QuickBooks has already categorized for you:

  1. Tap the menu menu button > Banking.
  2. Tap the account that contains transactions you want to categorize. If you have multiple accounts multiple accounts button, swipe through them or tap the list button list button at the bottom of the screen to see your list of bank accounts and then tap the one you want.
  3. Tap NEW TRANSACTIONS. By default, all transactions in the account display.
  4. To quickly review transactions QuickBooks has already recognized, categorized, and matched for you, tap Recognized.
    • If QuickBooks correctly categorized and matched the transaction, swipe to the right to accept it.
    • If you're not sure, tap the transaction name to review the details and make changes if necessary. You can change the category, add a split, select the payee, location, class, and add a memo. Note: If there's a description for the downloaded bank transaction, and you checked the "Copy Description" checkbox in QuickBooks Online on the web, you'll see the bank description in the memo field.
    • When you're done, tap Accept.
    • Repeat until you've categorized and accepted all the recognized transactions.
  5. Tap All to see the remaining, uncategorized transactions.
  6. Tap the transaction name and review the details.
    • You can change the category, add a split, select the payee, location, class, and add a memo.
    • When you're done, tap Accept.

Modify and accept multiple transactions unselected transactions button selected transactions button

You can select multiple transactions to modify and/or accept at the same time.

  1. On the bank transactions list tap the additional options button additional options button at the top right, and tap Select Multiple.
  2. Tap the circles unselected transactions button to select selected transactions button transactions you want to modify or accept.
    • Tap Modify, change selected fields, such as category and payee, and tap Done.
  3. Tap Accept to apply your changes and accept the transactions.

Match transactionsmatch transactions button

QuickBooks shows possible matches to payments from customers and expenses paid to vendors—and more. For example, if an invoice payment matches a downloaded income transaction, QuickBooks suggests it as payment for the invoice.

To accept matched transactions:

  1. Tap the menu menu button > Banking.
  2. Tap NEW TRANSACTIONS to see suggested matches.
  3. If the match is correct, swipe right to accept, or tap the transaction to see details.
    • If there's just one match and it's correct, tap Accept.
    • If there are multiple matches, tap the correct one, and tap Accept.
    • If none are correct, search to find other possible matches. Tap the correct one, and tap Accept.

Transfer transactions transfer button

If you transferred money between bank accounts, you might need to adjust the transaction type or the from / to account.

  1. Tap the menu menu button > Banking > NEW TRANSACTIONS. Transfers that have been automatically recognized are labeled.
  2. If the transfer is recognized and the from / to account is correct, swipe to the right to accept.
  3. If the transaction was not marked as a transfer, or if you need to adjust the from / to account, tap the transaction to see details and make changes.
    • To change the transaction type, tap Transfer.
    • To change which account was involved in the transfer, tap the from / to account.
    • Enter a memo if you need to record additional information about your changes.
  4. When you're done, tap Accept.

Exclude transactions exclude transactions button

If your list contains transactions you want to exclude, such as non-business transactions or duplicates:

  1. Tap the menu menu button > Banking.
  2. Tap NEW TRANSACTIONS.
  3. Locate the transaction to exclude and tap the transaction to see details.
  4. Tap the exclude button exclude transactions button. If you need to include a transaction you excluded:
    • Go to QuickBooks Online on the web (Banking) and click Excluded.
    • Locate the transaction and click Undo.

Refresh transactions refresh transactions button

You can refresh bank transactions for all your bank accounts or for a specific account.

  • To refresh all your accounts, tap the menu menu button > Banking, and tap the refresh button refresh transactions button.
  • To refresh a specific account, tap the menu menu button > Banking > NEW TRANSACTIONS, and pull down on the list.

MANAGE TAX

show/hide
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'll 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.
show/hide
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 to you (such as state and so on).

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

  • View a list of all your tax codes
  • Add single and combined tax rates
  • Edit an existing tax rate

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

To add a tax rate

  1. From Settings, tap Manage Tax Rates.
  2. Tap + and select Single tax rate or Combined tax rate.
  3. For a Single rate: Add your new tax name, agency, and rate. Tap Done and Save.
  4. For a Combined rate: Add your new name, agency, and rate for 2 or more components.(Combined rates can include new and existing rates.) Tap Done and 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.

To edit a tax rate

  1. From Settings > Manage Tax Rates, tap the rate you want to edit.
  2. Tap the edit button edit button, make your changes, and tap Save.

Note: You can change single and combined rate names, and you can change single rates. You can't change tax agencies.

To change the tax on a transaction

Edit the estimate, invoice, or sales receipt and:

  1. Tap Tax and select a different tax from the list.
  2. You can also tap + to create a new tax rate, and then select it.
  3. Tap Save.

To deactivate a tax code

  1. From Settings > Manage Tax Rates, tap the tax code you want to deactivate.
  2. Tap the delete button delete button and then tap Deactivate.

Note: When you deactivate a tax code, it's permanently removed from the list and can't be restored.

RUN REPORTS

show/hide
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're 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 won't see this report in the menu unless you have Admin or Accountant permission in QuickBooks Online on the web.

show/hide
How do I run the Balance Sheet report?

Note: You need Admin or Accountant permissions in QuickBooks Online on the web to see this report in the menu and 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'll see information on either a cash or accrual basis, depending on the preference you set in QuickBooks Online on the web.

LEGAL STUFF

show/hide
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:

©2016 Intuit Inc. All rights reserved. Trademarks.