doing bookkeeping in white background

Learn How To Use QuickBooks: A Beginner's Guide

Why Use QuickBooks?

Learning how to use QuickBooks is not only important to accountants and bookkeepers, but for the small business owners as well. As the name implies, it is user-friendly and can help you with your accounting and bookkeeping tasks effortlessly, thus, it helps you finish your task quickly.

Benefits of using QuickBooks:

  1. Helping to manage your taxes effortlessly 
  2. Securing your records with its automated backup service
  3. Enabling you to create different kinds of financial reports
  4. Tracking sales and has an option to create receipts and invoices
  5. Helping you manage your clients using a wide range of tools
  6. Making online payments

How to Start Using QuickBooks?

QuickBooks is one of the best accounting software in the world. It has different kinds of products you can choose from depending on your accounting needs. Since Intuit first launched QuickBooks in the 90’s, it has dominated the accounting software marketplace and become such a hit for small businesses. Here are the different plans of QuickBooks you can choose from:

QuickBooks Self-Employed:

Are you an independent contractor, freelancer, or a solo entrepreneur? Then QuickBooks Self-Employed plan is for you to help you stay organized. It will help you track your income and expenses, as well as calculate your estimated taxes. Its features also include these:

  • Track income & expenses
  • Capture & organize receipts
  • Estimate quarterly taxes
  • Invoice & accept payments
  • Track miles
  • Run basic reports

QuickBooks Simple Start:

This plan is designed for solo entrepreneurs who do most of their business transactions online whether for paying bills or selling products. This plan allows you to connect to your bank account, pay your employees online, invoice customers, and do the following:

  • Track income & expenses
  • Capture & organize receipts
  • Maximize tax deductions
  • Invoice & accept payments
  • Track miles
  • Run basic reports
  • Send estimates
  • Track sales & sales tax
  • Manage 1099 contractors

QuickBooks Essentials:

This plan is also designed for solo entrepreneurs. QuickBooks Essential can help you manage accounts receivable and accounts payable, and track your vendor, customer and financial accounts. Other features include:

  • Track income & expenses
  • Capture & organize receipts
  • Maximize tax deductions
  • Invoice & accept payments
  • Track miles
  • Run basic reports
  • Send estimates
  • Track sales & sales tax
  • Manage 1099 contractors
  • Manage bills
  • Track time
  • Includes 3 users

QuickBooks Plus:

This plan is ideal for small businesses that sell products and services. This plan includes all the features of the Essentials plus the capability to track their inventory. See its complete features below:

  • Track income & expenses
  • Capture & organize receipts
  • Maximize tax deductions
  • Invoice & accept payments
  • Track miles
  • Run advanced reports
  • Send estimates
  • Track sales & sales tax
  • Manage 1099 contractors
  • Manage bills
  • Track time
  • Includes 5 users
  • Track project profitability
  • Track inventory

QuickBooks Advanced:

This plan goes beyond QuickBooks Plus and other QuickBooks plans because it has more features (see bullets below) which are ideal for complex small businesses.

  • Track income & expenses
  • Capture & organize receipts
  • Maximize tax deductions
  • Invoice & accept payments
  • Track miles
  • Run advanced reports
  • Send estimates
  • Track sales & sales tax
  • Manage 1099 contractors
  • Manage & pay bills
  • Track time
  • Includes 25 users
  • Track project profitability
  • Track inventory
  • Smart reporting powered by
  • Fathom™
  • Accelerated invoicing
  • Custom user permissions
  • Premium care & training
  • Enhanced custom fields
concept of teamwork accounting

Setting up QuickBooks

Once you have determined which plan is suitable for your bookkeeping and accounting requirements, then you need to buy your chosen QuickBooks plan then download, set it up and install. You can choose between the QuickBooks Online version and QuickBooks Desktop version. QuickBooks Online is a cloud-based subscription while QuickBooks Desktop is a one-time purchase accounting software. To help you install your QuickBooks Desktop, you can use the steps on this page: Install QuickBooks Desktop. You can also have a QuickBooks professional help you with the setting up. Now, you are ready to use QuickBooks! 

Resources on How To Use Quickbooks

QuickBooks is easy to learn. One option on how you can learn is by setting up your own mock-up company using your QuickBooks program and use this to practice while learning. Another way is by using one feature and learning the function until you become comfortable with it.  

You can also use QuickBooks Tutorials or the QuickBooks Help features if you have already installed the software program. They also have Live Community where you can find answers to your QuickBooks questions by just finding related queries on their forums or in their FAQ section.

You can take online courses to help you get started with QuickBooks. You can try the following online courses (curriculum stated) from Skill Success

Complete Bookkeeping and QuickBooks Training Course

  • Section 1 – Accounting and Bookkeeping Basics
  • Section 2 – Creating a Company
  • Section 3 – Setting Up Your Company Chart of Accounts
  • Section 4 – Setting Up Customers, Jobs, Vendors and Leads
  • Section 5 – Setting Up Lists
  • Section 6 – Creating Items
  • Section 7 – Paying Vendors – Expenses
  • Section 8 – Invoicing Customers
  • Section 9 – Managing Accounts Receivables
  • Section 10 – Banking and Credit Cards
  • Section 11 – Time Saving Tips & Shortcuts
  • Section 12 – Keeping Track of Financial Duties
  • Section 13 – Working with Reports
  • Section 14 – Banking Online
  • Section 15 – QuickBooks Files
  • Section 16 – Customizing QuickBooks

QuickBooks Online For Business: From Setup To Tax Reporting

  • Section 1 – Introduction
  • Section 2 – Setting Up QuickBooks Online
  • Section 3 – Creating A Chart Of Accounts
  • Section 4 – Working With Lists
  • Section 5 – Defining Products And Services
  • Section 6 – Using The Interface
  • Section 7 – Working With Customers
  • Section 8 – Working With Vendors
  • Section 9 – Running Reports
  • Section 10 – Doing Your Banking
  • Section 11 – Special Topics

Bookkeeping: QuickBooks Fundamentals

  • Section 1 – Introduction
  • Section 2 – Working With QuickBooks
  • Section 3 – Banking
  • Section 4 – Sales
  • Section 5 – Expenses
  • Section 6: Reconciling
  • Section 7: Reports
  • Section 8: Additional Stuff

You can also find QuickBooks experts using their Find An Expert feature to help you with anything about your QuickBooks program.

With the steps and information provided above, you will learn how to use QuickBooks instantly and efficiently.

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