10 QuickBooks Tips Every Small Business Owner Should Know
If you’re using QuickBooks Online (QBO) to manage your business finances, you're already a step ahead. But let’s be honest—while QuickBooks can make your life easier, it’s not always intuitive.
Whether you're brand new to the platform or have been poking around in it for a while, these 10 QuickBooks tips will help you save time, reduce stress, and finally feel confident using your financial data to make smart decisions.
1. Connect Only Business Accounts
It might be tempting to link your personal credit card “just for a few charges,” but this creates messy data and confusion down the line. Only connect accounts that are 100% used for business—it keeps your books cleaner and your reports more meaningful.
2. Set Up Bank Rules to Automate Categorizing
Once you notice repeating transactions (like Zoom, Canva, or your email platform), create bank rules so QuickBooks auto-categorizes them each time. It’s a time-saver and helps keep your categories consistent.
3. Use the “Ask My Accountant” Category (Strategically)
Don’t know where a transaction should go? Assign it to the “Ask My Accountant” category instead of guessing. That way, your accountant or bookkeeper can review it later without having to clean up miscategorized expenses.
4. Customize Your Chart of Accounts
Your default Chart of Accounts might be bloated or irrelevant. Take time to streamline it so it reflects your business model—you’ll get clearer reports and avoid confusion every time you categorize an expense.
5. Reconcile Your Accounts Monthly
Reconciliation is like a financial safety check. It ensures that what QuickBooks says matches what actually hit your bank. This prevents duplicated transactions, missed expenses, and balance sheet headaches.
6. Use the Receipt Capture Tool
Snap photos of receipts from your phone or forward them to QuickBooks by email. They’ll automatically attach to the right transactions—keeping you compliant and making tax time a breeze.
7. Memorize (and Use) the Reports That Matter
Focus on these two: Profit & Loss and Balance Sheet. Review them monthly and compare them over time—these are the reports that reveal what’s really happening in your business.
8. Don’t Rely Solely on the Mobile App
The app is great for quick receipt uploads or checking balances, but it’s limited. For accurate categorization, reconciliations, and deeper insights, always log in from a desktop or laptop.
9. Use Classes for Additional Tracking
Want to track income and expenses by project, offer, or location? Classes let you get more granular inside your reports—so you know what’s profitable and what’s not.
10. Don’t Wait Until Tax Time
The longer you put off your bookkeeping, the harder it becomes to fix. Block just 20 minutes a week to stay on top of things—it’ll save you hours (and panic) at year-end.
Bonus Tip: Get Support When You Need It
QuickBooks can be powerful—but only when it's set up and used properly. If you’re feeling overwhelmed or unsure if you’re doing it right, that’s what I’m here for.
💡 Check out my QBO Academy for step-by-step training designed for women business owners who want to finally feel in control of their finances.
You don’t have to figure it out alone—and once QBO is working for you, not against you, your business decisions get a whole lot easier.
Your books tell a story. Let’s make sure it’s one you’re proud of. 💛
