This Quickbooks Online overview looks at the underlying features of Quickbooks online which are similar to the PC based version.  The look of the product and the menus used are different and a quick tour of the product will help first time users.

The home screen looks as follows:

Quickbooks client home page

In the centre of the page are various useful functions:

  • Report default dates – this can be changed should you wish to current month rather than a custom range
  • A one touch option to produce a batch of reports rather than printing individual ones
  • Closing books option to stop posting back in to old periods
  • Summary of bank accounts and whether reconciled

On the right hand side is an activity list showing who has done which activities, such as entering invoices, matching payments and when this was done

There are three navigation areas:

Left hand navigationThe left hand navigation covers specific areas of the product, so showing all activity within that area:

  • Customers – brings up a client list and you can individually deal with them, whether invoicing, receiving a payment, or issuing a statement
  • Suppliers – offering similar activities to the customers
  • Employees – useful if you are using the payroll facility in the software
  • Transactions – these are broken down into banking, sales and expenses.  The banking option is used to update online banking and reconcile the account
  • Reports – for a full listing of reports, although if you know what you are looking for you can access them direct by typing the name in the “Go to report” box at the top of the page
  • VAT – for everything you need to deal with on reporting VAT



Quickbooks global navigation

Quickbooks global navigation

Quickbooks global navigation

The three buttons in the centre of the screen are used for searching for specific entries (the eyeglass), looking at recent transactions (the clock) and entering data (the + and x).  The plus changes to a cross when it is clicked and opens up a detailed menu:

Global navigation


This menu is where bulk entries can be made for invoicing, receiving payments, entering bank payments and bills and paying them too.  There are also banking options to transfer funds between accounts and journal entries which are most often used by the accountant.  Further blogs will follow on how to make these entries.

The last menus, appearing on the menu bar is the Help button (the ?) where you can type your question and the Company cog which contains the following:

  • Company cogVarious setting options including how the company is set up, it’s year end etc
  • Accounts used and various lists including recurring entries which are well worth using
  • The option to import data, although this is a little limited in scope
  • Reconciling the bank, this once again can be accessed from the Transaction option on the LH navigation


There will be separate blog posts on:

  • Posting a sales invoice
  • Entering a cheque or expense payment
  • Linking bank accounts and matching payments
  • Reconciling the bank account

Alastair Wood is a Quickbooks Quickbooks ProAdvisor2Certified ProAdvisor and these posts are intended as assitance and reminders on how to use the online system.  There is also a useful help function in the software aswell as numerous resources online, but if you are uncertain please ask.  This information is based on the product as it was presented when the article was written.  If you would like advice in this or other areas feel free to call.  Alastair Wood, AW Accounting, Gravesend, Kent – Accountants who “speak your language”