QuickBooks Online Hacks: Insider Tips to Supercharge Your Workflow

Editor’s Note: This article is part of a series. View all the articles in this series here: QuickBooks Online Tips

If you're using QuickBooks Online (QBO) and want to work smarter, not harder, you're in the right place. These expert tips (what I like to call "hacks") will help you navigate QuickBooks Online with ease, saving you time and frustration. Let’s dive in!

Mastering the interface: unlocking hidden tools and shortcuts 

QuickBooks Online has a lot of built-in features that can simplify your workflow, but many users don’t even realize they exist. Here are some game-changing shortcuts and tools: 

Built-in calculators 

Did you know that every money field in QuickBooks Online functions as a calculator? Instead of using a separate device or app, simply enter your equation into the Quantity, Rate, or Amount fields, and QuickBooks Online will calculate it for you. 

• Use * for multiplication 

• Use / for division 

• Use parentheses for complex calculations 

Date shortcuts 

Speed up date entry with these simple keystrokes: 

• T – Today's date 

• M – First day of the current month 

• H – Last day of the current month 

• Y – January 1st of this year 

• R – December 31st of this year 

• + / - – Move forward or backward by one day 

You can also type just the month and day (e.g., 3/15), and QuickBooks Online will autofill the rest. If you enter only the day (e.g., 15), it fills in the current month and year automatically. 

Leveraging the power of search 

QuickBooks Online’s search function is more powerful than it seems. Use it to find transactions, customers, vendors, and reports quickly. The new AI even allows you to use natural language queries! 

Search like a pro 

• Find transactions by amount – Just type a dollar sign and the amount (e.g., $100.00) 

• Combine multiple criteria – Searching “100 Amy” will bring up transactions related to Amy that total $100 

• Advanced Search – Filter by date, account, reference number, and even memo/description fields 

Boosting efficiency with chrome tricks 

If you're using QuickBooks Online in Google Chrome, take advantage of these built-in tools: 

Multiple tabs 

• Open multiple QuickBooks Online tabs to view different sections simultaneously. 

• Right-click menu items and select “Open in New Tab” to navigate efficiently. 

Incognito mode 

If something isn’t working properly, open an Incognito window. This helps determine if your browser’s cache or cookies are causing issues.

Chrome profiles 

Create separate Chrome profiles for different clients. Each profile can have its own set of bookmarks, keeping your workspaces neatly organized. This is a lifesaver for accountants managing multiple client files! 

Mastering bank feeds and reconciliation 

The Bank Transactions section is a powerful tool that helps automate data entry. Here’s how to get the most out of it: 

Customizing the bank feed view 

• Click the gear icon in the Bank Transactions center to adjust the layout. 

• Group transactions by month or show additional details to improve readability. 

Automating categorization 

• Set up Bank Rules to categorize transactions automatically. 

• Use Categorization History to check how similar transactions were coded in the past. 

Sorting transactions for speed 

Sort your bank feeds by Payee, Description, or Bank Detail to group similar transactions together. This makes bulk categorization much easier. 

Automating workflows with recurring transactions 

While Bank Feeds are great for auto-importing transactions, Recurring Transactions help automate entries that aren’t tied to bank feeds. 

Save time with recurring sales receipts 

If you charge clients monthly fees for bookkeeping or subscriptions, use Recurring Sales Receipts or the brand-new Recurring Payments to automate payments.   

Use templates for efficiency 

Set up Unscheduled Recurring Transactions as templates for frequently used invoices, journal entries, and other repetitive transactions. Just update the details as needed! 

Automating communications with reminders and scheduled reports 

QuickBooks Online has built-in automation tools to keep your finances on track and keep clients informed. 

Invoice reminders 

Set automatic reminders for clients before, on, or after an invoice due date. While you can’t customize these reminders for each client yet, this is a highly requested feature in Intuit’s updates. 

Scheduled reports 

Save time by setting management reports to send automatically at designated intervals. This ensures clients always have the latest financial insights without manual effort. 

Unlocking hidden tools beyond the menus 

Many of QuickBooks Online’s best tools aren’t accessible from the standard menus, but you can still find them with direct links. 

Reclassify transactions 

• Move transactions between accounts, assign Classes, or update Locations in bulk. 

• Access it directly: qbo.intuit.com/app/reclassify-transaction 

Reports options 

• Set default report date ranges and accounting basis preferences. 

• Access it directly: qbo.intuit.com/app/accountant 

Additional time-saving tricks 

Here are a few more hidden gems that can make your QuickBooks Online experience even smoother: 

Quick access to settings 

Click on your Company Name in the upper left corner to go straight to Account and Settings. 

Managing billable expenses 

If your Billable Expenses setting is enabled by default, you can bulk uncheck expenses using this tool:  

qbo.intuit.com/app/managebillableexpense

Check QuickBooks status 

If you experience issues, check the QuickBooks status page to see if there’s an outage:
quickbooks.statuspage.io 

Charge lookup 

Not sure what an Intuit charge on your credit card is for? Look it up here: chargelookup.intuit.com 

Conclusion 

By mastering these QuickBooks Online hacks, you’ll boost your efficiency, minimize manual work, and keep your finances in check with less effort. From keyboard shortcuts to advanced automation tools, these strategies will help you get the most out of QuickBooks Online.