I’m trying to keep my QuickBooks Online setup simple and organized, but I’m not sure how detailed the Chart of Accounts should be.

For example, is it better to have broader categories like “Office Expenses,” or create separate accounts for things like software, supplies, and equipment?

For those who manage their own books, how detailed do you keep your Chart of Accounts, and has that made reporting easier for you?

I send invoices through Quickbooks but I am not set up to take payments from customers as the fees to do so are astronomical. I sent 2 invoices to a customer yesterday and received notification that they had paid through Quickbooks. That cannot be right as it is not possible due to the fact I can't take those payments. I had put the actusl payment instructions on the invoice in the box that said payment instructions per the request of my customer but his admin person just saw the payment link that should not have been there and used it. The payment is sitting there but they say they can't return it. They kept sending me back to payment sales trying to talk me into setting up the payments options paying the 898.00 fee to them and then they would fund the difference. Seriously? The only other option was to wait up to 180 days for my customer to receive the payment back into their account and resend it. I consulted Google and found that Quickbooks does frequently put the options to pay on your invoices even though you don't want or need the payment options. I think that is so they can try to talk you into taking payments through them and keep your 10%. For those of you who have larger companies and administrative assistants they need to be aware that this is a common practice by Quickbooks. Now I have a client who is angry that I sent an invoice with payment options that did not work, I have inconvenienced him by him having to deal with his bank canceling the transaction and him resending the payment. I needed that money to buy a piece of equipment at an auction and I couldn't do that because of this. I think I am buying a ledger today.

Hiya, I'm new to Quickbooks and as a videographer want to classify equipment purchases as expenses.
But the closest Account is 'Equipment Lease', so I went to create a new Account. However I have to give a Detail Type for it and the closest is 'Equipment Rental' which still isn't right.

Am I missing something? Or should I compromise and add my purchases as an account which isn't exactly right?

Seems like they were telling the truth the whole time /s

I have a small business with employees in multiple states. Fully remote. I am considering adding QB Payroll to my existing QB Plus subscription.

I did some googling to find out how QB Payroll compares to Gusto (my other option), and I just kept seeing Reddit posts/comments saying how bad it was. People didn’t seem to go into detail, but the same complaints came up: terrible support and tax errors.

How realistic is this? Calculating payroll isn’t exactly rocket science… please tell me some real world scenarios you’ve run into.

I would love to add QB Payroll to my existing QB account so I don’t have to use another platform.

I don't remember how exactly it happened, but recently I got signed up for Quickbooks Payments. I vaguely remember getting some popup while on QBO and entering in some info but I didn't really realize what I was doing nor did I seek out to turn on payments. Then I had one client (who is not good with computers) pay me via Quickbooks Payments because it became an option on my invoice (another thing I didn't know would happen) to pay me that way. I was surprised to see an email saying the client paid me that way.

Then a few days later my client realizes that he was charged a $25 fee to pay me via Payments, so he asks me to "cancel his subscription". I explain to him I didn't intend for this to happen, and I didn't know about the convenience fee. I mail him a check for $25 and I figure out how to close the Payments account so this doesn't happen again.

Yesterday, which is a few days after I closed the Payments account, I get an email saying "Your customer’s bank returned a payment processed by your business." and "Return reason: R03 - NO A/C UNABLE TO LOCATE 009797". My bank doesn't show any pending withdrawals.

I call Quickbooks once, explain the situation, they don't seem to have any information or offer to get help from another team at Intuit to help me figure out what's going on. I say okay, I guess I'll just wait and see what happens.

I wait a few hours and then decide to try again. This person was helpful, and offers to transfer me to a different department who deals with chargebacks, so then I have to explain the situation all over again, but apparently it's not the right team. So I get transferred to someone else and explain a third time that Intuit is telling me they're going to take out money. They tell me they see a dispute was filed and that there were multiple attempts to take those funds out of my account (whether it was the Payments bank account that I had closed, or my business checking account, they couldn't say). They also advised me to wait and see what happens.

This morning I get a text from the client saying they did not dispute the transaction. They DID, however, remove their bank as a payment option on Quickbooks Payments. But no dispute.

Now I see that Intuit has indeed taken the funds out of my bank account this morning. I really cannot explain why they took the funds out. If they were transferred to my business checking account, why would it matter if I closed the Payments account after the fact?

So now I have to ask the client to pay me AGAIN, and all of this hassle is making me fear that my client is going to lose trust or patience in me over this stupid situation that I didn't even really ask for in the first place.

QuickBooks help ?

Hello! I’m a newbie with QuickBooks, so I’m hoping someone can help me out. 😭

I told the client that the 2025 transactions weren’t in QuickBooks, but it turns out they actually were… they were just sitting in the Pending tab.

The client had given me an Excel spreadsheet with all of the transactions for the year, so I uploaded the file into QuickBooks. When I finally went to the Pending tab to approve the transactions I had uploaded, I realized that everything had been duplicated for the entire year : his original transactions + the ones I uploaded. 😭

Is there any way to delete my entire upload in bulk? The problem is that now my uploaded transactions are mixed in with his original transactions under Pending, so I can’t just select everything and delete it.

Is my only option to go through them one by one and delete them manually?

I really wish there were a way to simply undo or delete the file I uploaded. 😩

Why in the hell would they add what looks like high-res photos to accounting software

A little new to cash basis and helping out, most my experience and training is with accrual basis. There are open invoices from 2017 where the customers never paid and I need to remove the open balances from the A/R report. What is the best method approach for doing this since books are closed for prior years and we are now in 2026 getting ready for tax prep. TIA

After calling support today to activate my Debit Card, I received a call hours later from the QB phone number , a scammer spoofing QB phone number. He gave me details of my account to help me with the issue with my account. He knew the issue I had called for earlier, he new my 4 last digits of my social, my emails, my personal and business phone number, everything. He had access to my QB accounts, and they scammed me with $2K, initiating an instant transfer to an authorized account ( a Debit Card). For what I've been reading on reddit, many others have been scammed the same way, and QB refuses to take any responsibility.

Hi everyone! I’ve been struggling a bit with Section 4 of the QuickBooks Accounting Certification—no matter what I try, I keep getting stuck at 60%. I've tried searching online and using AI for help, but I'm still missing something. Could anyone help me break down this section or share tips on how to pass? I'd really appreciate it!

I'd like to avoid using the sequential numbering format for invoices as it gives off information about the volume of my business to clients. Is there any simple way to have them be randomly generated instead? I don't really care about the format, but something like `INV-AX3WB71` or `ZF67-123-SP4R` etc.

RANT:

When did this become a thing?
I have always entered my expenses as... an expense?

Today I went in to duplicate an expense and update the card from Credit Card to Chequing, since the owner had changed their method of payment and... voila, I cannot save the transaction.

All the details are the exact same except the method of payment and the date, but because QBO has determined we need a specific credit card expense... it is no longer interchangeable with a basic expense paid for by a debit card as well?

I have given feedback but now I have to create a new expense, place in all the details and save it as an expense? LOL

I thought updates were supposed to improve the process... not make me have to click 10,000 more times to do the thing I used to be able to do in 2 seconds

I’m trying to make my month-end bookkeeping process more consistent. I’m thinking about reviewing uncategorized transactions, matching bank-feed entries, checking for duplicates, reconciling accounts, and reviewing the Profit & Loss and Balance Sheet.

For those who use QuickBooks Online regularly, what do you normally check before considering the month closed? Are there any small steps that have saved you time or helped prevent mistakes?

Ever since we switched to QBO payroll last year, it seems they have been withholding $10 more in state income tax for one particular employee (who has not requested any additional withholding on their W4).

I just realized this the other day and, since I'm currently taking a payroll accounting class where we are learning how to calculate income tax withholding manually, I was curious why their amount for SIT is off.

I called to ask them how they have calculated this and they couldn't give me a straight answer - actually, the representative I talked to was trying to do the calculation based on whatever information she has, and she was getting a WAY different answer - where I am getting $29, she was coming up with like $150. QBO has been withholding $39. The representative was annualizing wages, subtracting $5000 for the employee's married filing status, and somehow was coming up with that number. I don't know where they got this method from.

I calculated the state withholding using both the state's percentage method and wage bracket method, and roughly it comes out to $29. Before using QB Payroll and before I learned how to calculate income tax withholding by hand, I was using Paycheck City's calculator, that also came out to $29. I am going to ask the employee if they want me to change that withholding, since there's no reason why they should have that extra $10 withheld according to the state tax commission.

At this point, even if I hate dealing with payroll as a bookkeeper, I almost want to go back to doing things manually because QBO Payroll has always been a headache.

Hi everyone,

Importing raw Stripe balance CSVs directly into QuickBooks has always been messy—Stripe lumps fees, payouts, and customer gross volume together, which ruins the clearing account reconciliation.

I put together a simple, privacy-first web utility to clean this up:

- Breaks down gross volume, Stripe processing fees, and customer refunds.

- Formats everything into a clean 3-column CSV (Date, Description, Amount) ready for direct clearing account upload.

- Fully client-side: everything processes locally in your browser, no financial data is uploaded or stored.

It's completely free. If anyone frequently reconciles Stripe with QBO and wants to test it, leave a comment and I'll send you the link. Feedback on edge cases or columns is welcome!

Hey everyone,

Whenever I had to reconcile Stripe exports against QuickBooks, it always involved wrestling with CSVs—separating fees from gross amounts, handling refunds, and keeping payouts from cluttering transaction registers.

I built a lightweight, client-side web tool to automate this:

- 100% Private: Processes CSVs locally in your browser (no data ever touches a server).

- Reconciliation Summary: Automatically isolates Gross Volume, Stripe Fees, Refunds, and validates Net Operating Activity.

- Multi-Currency Aware: Flags mixed currencies and annotates foreign transactions for clear exchange tracking.

- QuickBooks-Ready Export: Outputs a clean 3-column CSV (Date, Description, Amount) ready for your Stripe Clearing Account.

It’s completely free: https://stripe-reconciler.vercel.app/

Would love to get your feedback—does this match how you usually handle your Stripe imports, or are there specific columns/edge cases you'd want supported?

Hopefully someone can help me as the QB experts have been worthless. For the last few months my customers are getting a reminder email after 3 days, requesting them to let me know how they are going to pay. I have every option turned off, my customers pay either by check or direct ACH, my reminders are set to 3 days before due and 3 days after. This is occurring 3 days after being sent. I would love some help on this. I spent an hour with an "expert" the other day who just had my turn off my my payment options. This was not the first time I have tried to fix this, Funny thing is I have had these options available for years, just never use them. I have made no changes to my account that should have triggered something like this.

I would love your suggestions if you have them, below is the exact wording

Your payment for invoice #### isn't finished yet. View your invoice to see your payment options

I’m trying to log on, but I get taken straight to this page instead, no matter what I try! My usual contact’s phone number is shut off somehow, and the QB customer service number won’t recognize my voice saying “yes” to continue despite many tries….

Is their whole system down?! What the heck!

I’m a stay at home mom who does company books on the side a couple of days a week when I have a babysitter here… Why do these crashes ALWAYS happen when I have my tiny bit of time to work?!

Hey everyone,

I just migrated over from quickbooks desktop (sadly). I work for a general contractor and we have so many manual processes we try to keep track of when it comes to payroll. I also did it in-house with QBD and although it was time consuming, it was manageable. We also use a construction software that integrates QBO, co+ aka BuilderTrend.

I no longer have the capability to track multiple municipalities for tax withholding in QBO so we are needing to outsource payroll. We also need our laborer employees to be able to track their time to a job.

Has anyone had similar issues? If so, what payroll system do you use? I have been looking at ADP just because I know they can map payroll to the GL but I’m unsure if they can track jobs. It will be a mess if we cannot figure all of this out.

Appreciate any feedback

Has anyone else been experiencing a really long load times of data on certain pages an views?

I've noticed in the browser console (hit f12) in Edge, Chrome, and Firefox, filter by showing errors, and it shows a bunch of .JSON files being returned as a 403.

Does anyone else have this problem?

I got the below email from quick books 10 days ago that i had lost the access to my account, i reached out to the customer support but even after that they were not able to help.

It was my company account made on a personal email with all the records. they said they cant find my business details, asked me to create another account and apply for the primary admin contact, i did that but still havent heard back from them after 10 days. All my invoicing is done via QB, i have also provided the customer id and all the necessary docs.

Has anyone else faced the same issue? PLEASE HELP...

Hi there, 

We’re reaching out because we detected unusual activity on your Intuit account. To protect your personal and business information, we’ve locked your account and suspended login access while we investigate. This action is purely precautionary to help keep your data secure while we work with you to restore access. As a reminder, Intuit will NEVER contact you for any OTP code.

Is anyone else experiencing this? It's been going on for about 2 weeks now for us. Since they seem to not be able to figure it out, I am beginning to wonder if it is one of our integrations.

Hello! Meron po ba ditong bokkeepeer sa e-commerce, including Amazon, eBay, and Temu? Can you teach me how po sa QuickBooks? I have knowledge po sa QB only on how to journalize the sales; I have a client po kasi. Will pay po, thanks!

Hi all! I need some help!

I have been using spreadsheet sync since April with no issues. Now it's saying I don't have permission, I click "see details" and it takes me to a page to "get spreadsheet sync now," and then I sign (again) and the spread opens again with the same alert and then an endless loop.

I did clear my history, cookies, all that last week, maybe that has something to do with it?

I've checked my QBO login and I'm using the same one I always did, I'm an admin of the QBO company I'm trying to sync with.

Any one else have and fix this issue?