QuickBooks Set-Up and Training

QuickBooks Pro Advisor

Want to switch to QuickBooks but don’t know where to start? We know! Give us a call and we’ll not only setup your QuickBooks company data file, we’ll also enter historical data and reconcile accounts. Many try to setup their QuickBooks manually taking days and sometimes weeks, but we can save you time and money by doing this task for you. We have a skilled staff with advanced knowledge in both QuickBooks setup and accounting.


How to Start Outlook automatically using QuickBooks?

When sending an email from QuickBooks, Outlook must be open before sending or you will encounter an error. Follow these steps to have Outlook launch automatically.

  1. Create a shortcut to Outlook on your desktop:All Programs > Microsoft Office from the Windows Start menu. Then, right-click on Microsoft Outlook and choose Create Shortcut. Drag the newly created shortcut to your desktop.
  2. Move the shortcut to your Start Up folder:

    Start My ComputerDocuments and SettingsAll UsersStart MenuProgramsStartup

    Drag the Outlook shortcut from your desktop to this folder.

  3. Restart machine

How to Invoice a Customer with QuickBooks?

  1. From the Home Screen, click on Invoices located in the middle section labeled Customers
  2. Click on the drop down arrow and choose Create Invoices

  3. Select a customer/job from the list or create a new customer.
  4. Verify the bill and ship to information and make corrections as necessary.
  5. Enter the items sold or services performed.
  6. Use the box label Customer Message to write any notes about this invoice such as Free Shipping.
  7. Choose Save & New to continue entering invoices or Save & Close if you are done.

How to Receive Customer Payments thru QuickBooks?

  1. From the Home Screen, click on Invoices located in the middle section labeled Customers
  2. Click on Receive Payments
  3. Choose customer name from drop down list

  4. Choose the invoice customer is paying by checking the box. (Payment amount will automatically fill the amount box).
  5. Choose date, payment method, and check number if appropriate.
  6. If there is a credit to be taken by this customer choose Discount & Credits

  7. Apply any discounts to invoices and click done.
  8. Choose Save & New to continue entering invoices or Save & Close if you are done.

How to Assess Finance Charges in QuickBooks?

  1. Click Edit on the top toolbar.
  2. Choose Preferences
  3. Click the Finance Charge icon and then the Company Preferences tab.

  4. How finance charges should be calculated. (enter annual interest rate ,minimum finance charge, and grace period),
  5. Click on the Finance Charge Account dropdown arrow to indicate which Chart of Account the finance charge revenue should be booked to.
  6. Check or uncheck Assess Finance Charges on Overdue Finance Charges.
  7. Choose the appropriate box – Calculate Charges from Due Date or Invoice/billed date.
  8. Click OK to save changes.

How to Back Up Your QuickBooks Data File?

  1. Choose File
  2. Create Copy
  3. Save a backup copy.
  4. Click Next

  5. Choose online backup or Local backup.
  6. Click Options button to choose a backup location.
  7. Choose backup location.
  8. Select your backup options.
    1. Check the Add the Date and Time of the Backup to the File Name.
    2. Check Limit the Number of Backup Copies in This Folder to around 3.
    3. Check Remind Me to Back Up When I Close My Company File around 3 times.
    4. Check Complete Verification.
  9. Click OK
  10. Click Finish to back up.

How to Transfer Money Between Bank Accounts in QuickBooks?

  1. Choose Banking from Toolbar
  2. Chick on Transfer Funds
  3. Fill in Transfer date.
  4. Choose Transfer Funds From Account.
  5. Choose Transfer Funds To Account.
  6. Fill in Amount to transfer.
  7. Use Transaction Memo to make notes.
  8. Choose Save & New to continue entering invoices or Save & Close if you are done.

How to Reconcile Your Bank Account in QuickBooks?

  1. Choose Banking from Toolbar or located on Home Screen
  2. Click on Reconcile

  3. Choose account from the drop down list that you want to reconcile.
  4. Located Statement Date from your bank statement.
  5. Fill in Ending Balance from bank statement.
  6. Click on Continue

  7. Using your bank statement, click the transactions that have cleared the bank. The amount of checks and deposits should equal the amount that has cleared the bank.

  8. When the Difference is equal to zero, Click Reconcile Now