6 Ways to Boost Your Productivity Using QuickBooks Online

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So you’ve been using QuickBooks Online for a while, and it’s likely that it has occurred to you more than once whether there is a way to make everything faster and smoother. Isn’t there a quicker way to perform the operation that usually takes up a dozen mouse clicks? Instead of doing this over and over again, can’t I automate it?

Of course, QB Online does make everything faster and smoother compared to the old-fashioned alternative, but you can never have too much efficiency and productivity. So here are 6 ways of tapping into QuickBooks Online to make the best use of your time and efforts.

  1. Utilize keyboard shortcuts

You may think that keyboard shortcuts are unimportant and unnecessary, and whatever benefits they bring are offset by the hassle of mastering them. You would be wrong. QuickBooks Online has an array of keyboard shortcuts that let you change dates, perform calculations and edit journals, among other things. This saves time as you no longer need to look around to find the right button to click. Once you get the hang of these shortcuts, you will able to move around QB Online much faster. You can read Stacy Kildal’s blog on how to use these shortcuts.

quickbooks online shortcuts


  1. Schedule your recurring transactions

If your business has existed for a while, there are a good many transactions that have become routine by now. A sizable business has to process dozens of bills, checks and invoices every day, and QB Online allows you handle them better by letting you set them up as recurring transactions. Scheduling recurring transactions is pretty easy to do in QB Online by clicking “Make Recurring” button on the bottom of a transaction page. You can follow this link from QuickBooks website on how to schedule recurring invoices.

Quickbooks recurring invoice

  1. Create memorized reports

Financial reports lie at the very heart of business management. For various purposes, they need to be viewed not only by you, the owner, but also other employees. But if you are the only one with the authority of generating these reports, then it’s up to you to let others know. Imagine sitting down at the computer every week to create a report and send it to certain email addresses. On top of that, you may not want each recipient to receive all the reports. QB Online takes care of this by letting you create memorized reports. This feature allows you to send reports automatically to groups of users, based on a schedule that you create. You can also decide how often and in what format (HTML or Excel file) you want the reports to be sent.

qb memorized report

  1. Connect with bank and credit card statements

Using a credit card to pay should be easier than handling cash, right? Yes, but if you have to record transactions individually every time you use a credit card, the process can become tedious. The good news is QB Online allows you to link your various bank and credit card accounts and sync the transactions directly into your books. Moreover, QB Online can learn to recognize your previous transactions and recommend the right Chart of Account. You can also create rules for QB Online to recognize your bank and credit card transactions.

qb bank statement

  1. Remove clutters by snapping your receipts on mobile app

QB Online mobile app allows you to keep track your customers and vendors information, record sales and expense transactions, as well as checking your profit & loss and balance sheet reports. Now you can remove clutters and improve your productivity by taking a photo of your receipts using your mobile camera and attach them with the expense transaction.

quickbooks android app

  1. Process automation from company settings

With QuickBooks Online Plus, the company settings give you miscellany of options that lets you automate the management of your business. For example, using the “Pre-fill forms with previously entered content” feature saves you the unnecessary trouble of entering the same information over and over again. You can also choose to automate routine tasks like issuing invoices to unbilled activity, which reduces the need for human supervision and helps you make better use of your time.

quickbooks company settings