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How to reprint checks in QuickBooks easily

Accounting, QuickBooks / By

Learn how to reprint checks in QuickBooks quickly and efficiently. This guide provides clear steps to locate, reprint, and manage your checks.

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Have you ever encountered a situation where a check was lost, stolen, or damaged? Perhaps the payee never received the check, or it was returned due to an incorrect address. In such cases, reprinting the check is the best course of action. Because it’s sometimes necessary, knowing how to reprint checks in QuickBooks is non-negotiable. 

Another common scenario that may require reprinting checks is when there are errors or discrepancies in the original check. For instance, if the check amount or payee information is incorrect, you must void the original check and reprint a new one with the correct details. Whatever the reason, knowing how to reprint checks in QuickBooks can save you time and hassle.

The process for reprinting checks in QuickBooks differs slightly between QuickBooks Online and QuickBooks Desktop. Here’s a breakdown of the key differences:

  1. Accessing checks:
    • QuickBooks Online: Locate checks through the “Reports” section by selecting “Check Detail.”
    • QuickBooks Desktop: You can access checks via the “Banking” menu by choosing “Use Register” or going directly to “Check Register.”
  2. Reprinting process:
    • Both versions support batch printing for multiple checks, but the specific steps to reprint checks vary slightly between the two platforms.
  3. Customization options:
    • The desktop version offers more advanced customization options for check layouts and formats, providing greater flexibility compared to the online version.

Understanding these differences ensures a smoother experience when reprinting checks, no matter which QuickBooks version you use.

This article takes you through the step-by-step process of reprinting checks in both QuickBooks Online and QuickBooks Desktop. Let’s dive in.

Why do you need to reprint checks in QuickBooks?

Reprinting checks in QuickBooks becomes necessary in the following situations:

  • Lost or misplaced checks: Sometimes checks get lost in the shuffle—whether it’s a paper slip that fell under a pile or never reached the recipient. If a check is lost before it’s cashed, you may need to reprint it for the payee.
  • Printing errors: Issues with alignment, smudging, or incorrect formatting are common while printing checks. If the details are off or the check looks illegible, a reprint ensures the recipient gets a readable, properly aligned check.
  • Duplicate requests: Your payee might ask for a copy of a check for their records, or your business might require a duplicate for internal accounting purposes. In these cases, reprinting a check helps keep everything in order.
  • Banking issues: Occasionally, the bank might return a check due to issues like insufficient funds, a closed account, or a mismatch in details. In such cases, you may need to void the original and reprint a new check.

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Steps to reprint checks in QuickBooks Online

The process of reprinting checks in QuickBooks Online is intuitive. You can access the check reprinting feature in two ways. The first is through the “Expenses” tab in the left-hand menu bar. Alternatively, depending on your specific workflow, you can access the check reprinting feature from the “Payments” tab or the “Banking” tab. The steps you take afterward depend on whether you want to reprint a single or multiple checks.

Single check

Reprinting a single check in QuickBooks will suffice if the original check was lost, stolen, damaged, or returned due to an incorrect address or other error. Additionally, reprinting the check may be necessary if the payee never received the check or if the check was voided due to an incorrect amount or payee information. 

Locate the check in the check register

  1. Log in to your QuickBooks Online account and navigate to the “Banking” tab in the left-hand menu bar.
  2. Click on the “Check Register” option from the drop-down menu.
  3. In the Check Register window, select the bank account associated with the check you want to reprint from the “Account” dropdown menu.
  4. To narrow the list of checks, enter the check number or date range in the “Filter” field.
  5. Scroll through the list of checks and find the specific check you want to reprint.

Open the check to view details

  1. In the “Check Register” window, click the check number or the “View” button to open the check details window.
  2. Review the check details to ensure you have selected the correct check. Verify the following information:
    • Check number.
    • Date.
    • Payee.
    • Amount.
    • Memo.
  3. Check the check status to ensure it has not been previously voided or deleted.
  4. Review any attached documents, such as invoices or receipts, to confirm the check details.
  5. If the check details appear correct, proceed with reprinting the check. If the details are incorrect, cancel the reprint process and investigate the discrepancy.

By carefully reviewing the check details, you can ensure you reprint the correct check and avoid any potential errors or discrepancies.

Select the “Print” option

  1. From the check details window, click the “Print” button, which is usually located at the bottom of the window.
  2. In the Print window, select the printer you want to use from the “Printer” dropdown menu.
  3. Choose the correct paper size and layout for your checks. QuickBooks Online typically defaults to a standard check size.
  4. Select the number of copies you want to print. Generally, you’ll want to print one copy.
  5. Check the “Print check number” box if you want the check number printed on the check.
  6. Review the other print settings, such as the font and formatting, to ensure they meet your needs.
  7. Click “Print” to send the check to the printer.
  8. Verify that the check has been printed correctly and that all the necessary information is included.
Screenshot showing how to print checks in QuickBooks Online.

Image credit: QuickBooks

Multiple checks

Sometimes, life gets in the way, and checks get lost, stolen, or damaged. Or maybe you just need to resend a batch of checks to a vendor or supplier. Whatever the reason, reprinting multiple checks at once is a common task for businesses. Luckily, QuickBooks Online makes it easy to select and reprint multiple checks in one go, saving you time and hassle.

Use the “Batch Actions” feature

To use the “Batch actions” feature to handle multiple checks simultaneously, navigate to the Check Register window, then:

  1. Select the checks you want to reprint by checking the boxes next to each check.
  2. Click on the “Batch actions” dropdown menu at the top of the window.
  3. Select “Print” from the batch actions menu.
  4. In the Print window, choose the printer and settings you want to use.
  5. Select the number of copies you want to print for each check.
  6. Click “Print” to print all the selected checks at once.

If you need to void or delete multiple checks, use the batch actions feature. Simply select the checks you want to void or delete, click on the “Batch actions” menu, and choose the desired action.

Select checks to be reprinted

To select multiple checks in the Check Register window,

  1. Click on the first check you want to select by checking the box next to it.
  2. Hold down your keyboard’s Ctrl key (Windows) or Command key (Mac).
  3. While holding down the Ctrl or Command key, click on each additional check you want to select. This will allow you to choose multiple checks that are not consecutive.
  4. To select a range of consecutive checks, click on the first check, hold down the Shift key, and click on the last check. This will select all checks in between.

Now, you’re ready to use the batch actions feature to reprint the selected checks.

Print selected checks

  1. Review the selected checks to ensure you have chosen the correct ones.
  2. Verify the check numbers, dates, and payee information to confirm accuracy.
  3. Once satisfied with your selection, click the “Batch actions” dropdown menu.
  4. Select “Print” from the batch actions menu to print the selected checks.
  5. In the Print window, review the print settings, such as the printer, paper size, and orientation.
  6. Make any necessary adjustments to the print settings.
  7. Click “Print” to send the selected checks to the printer.
  8. Verify that the checks have been printed correctly and that all necessary information is included.

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How to reprint checks in QuickBooks Desktop

If you’re using QuickBooks Desktop, you’ll notice a slightly different interface and set of features compared to QuickBooks Online. When it comes to reprinting checks, QuickBooks Desktop offers a more traditional desktop application experience, allowing you to customize your check templates, manage check numbers, and track check printing history, all of which can be useful when reprinting checks.

Single check

Reprinting a single check in QuickBooks Desktop may be necessary if a payee never received the check or the check was voided due to an incorrect amount or payee information. In any of these situations, QuickBooks Desktop allows you to easily reprint a single check, ensuring the payment is properly recorded and processed.

Locate the check in the check register

  1. Open QuickBooks Desktop and select the company files you want to work with.
  2. Click on the “Banking” menu at the top of the screen.
  3. Select “Use Register” from the drop-down menu.
  4. In the “Use Register” window, select the bank account associated with the check you want to find from the “Account” dropdown menu.
  5. Click the “Go to Date” button and select the date range when the check was written.
  6. Use the “Find” feature to search for the check-by-check number, payee, or amount. You can access the “Find” feature by pressing Ctrl + F on your keyboard.
  7. Enter your search criteria in the “Find” window and click “Find” to locate the check.
  8. Once you’ve found the check, click on it to select it and view its details.

Open the check to view details

  1. With the check selected in the register, click on the “Edit Transaction” button or double-click on the check to open the “Write Checks” window.
  2. In the “Write Checks” window, review the check details, including:
    • Check number
    • Date.
    • Payee.
    • Amount.
    • Memo.
  3. Verify that the check details are accurate and match your records.
  4. Check the “Check Status” field to ensure the check has not been voided or deleted.
  5. Review any attached documents, such as invoices or receipts, to confirm the check details.

Select the “Print Later” option and then print

  1. Once you have verified the check details, click the “Print Later” button in the “Write Checks” window.
  2. QuickBooks will mark the check as “To Print” and add it to the print queue.
  3. To print the check, click on the “File” menu and select “Print Forms” > “Checks”.
  4. In the “Select Checks to Print” window, select the check(s) you want to print, including the one you marked as “To Print”.
  5. Choose the correct printer and check stock.
  6. Select the print settings, such as the number of copies and the print orientation.
  7. Click “Print” to send the check to the printer.
  8. Verify that the check has been printed correctly and that all necessary information is included.
Screenshot showing how to print checks in QuickBooks Desktop.

Image credit: Chax

Multiple checks

Reprinting multiple checks in QuickBooks Desktop may be necessary for several reasons. One common scenario is when a batch of checks is lost or stolen, requiring the business to reprint all affected checks. Another reason is when a printer issue or paper jam causes multiple checks to print incorrectly or not at all. 

Additionally, reprinting multiple checks may be required if a business needs to reissue checks to multiple vendors or employees due to incorrect information or payment amounts. Furthermore, in cases where a business is transitioning to a new check stock or printer, it may need to reprint multiple checks to ensure compatibility and accuracy.

Access the “Print Checks” window

  1. Open QuickBooks Desktop and select the company files you want to work with.
  2. Click on the “Banking” menu at the top of the screen.
  3. Select “Write Checks” from the drop-down menu.
  4. In the “Write Checks” window, click on the “File” menu.
  5. Select “Print Forms” from the drop-down menu.
  6. Choose “Checks” from the “Print Forms” menu.
  7. The “Select Checks to Print” window will appear, where you can select the checks you want to print.
  8. Click “OK” to proceed to the “Print Checks” window, where you can confirm the print settings and print the checks.

Select the checks to be reprinted

  1. In the “Select Checks to Print” window, click on the first check you want to reprint to select it.
  2. To select multiple consecutive checks, hold down the Shift key and click on the last check you want to reprint.
  3. To select multiple non-consecutive checks, hold down the Ctrl key (Windows) or Command key (Mac) and click on each check you want to reprint.
  4. You can also use the “Select All” button to select all checks in the list.
  5. Review the list of selected checks to ensure you have chosen the correct ones.
  6. Click “OK” to confirm your selection and proceed to the “Print Checks” window.

Print the selected checks

  1. Review the print settings in the “Print Checks” window, including the printer, check stock, and print orientation.
  2. Ensure the correct printer is selected and loaded with the proper check stock.
  3. Choose the correct print settings, such as the number of copies and the print alignment.
  4. Click “Print” to send the selected checks to the printer.
  5. Verify that the checks have been printed correctly, including the check numbers, dates, payee information, and amounts.
  6. Review the printed checks for any errors or omissions.
  7. Sign and distribute the printed checks as needed.
  8. Record the printed checks in your accounting records, including updating the check register and reconciling the bank statement.

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What if my check does not print correctly?

Incorrect check printing can result from any of the following common printing issues in QuickBooks:

  • Check alignment issues: Verify that the check stock is aligned correctly in the printer. Adjust the printer settings or check stock alignment as needed.
  • Blank or incomplete checks: Check the QuickBooks print settings to ensure the correct printer and check stock are selected. Verify that the check information in QuickBooks is complete and accurate.
  • Error messages: Check the QuickBooks error log for specific error messages related to printing. You can research the error message online or contact QuickBooks support for assistance.
  • Outdated printer drivers: Ensure the printer drivers are up to date. Visit the printer manufacturer’s website to download and install the latest drivers.
  • QuickBooks software issues: Try restarting QuickBooks or restarting the computer. If issues persist, consider reinstalling QuickBooks or seeking assistance from QuickBooks support.

To ensure optimal print quality and alignment when printing checks, follow these tips:

  • Use high-quality check stock: Select check stock specifically designed for printing. It should have a smooth finish and be of appropriate weight to prevent smudging or misfeeds.
  • Adjust printer settings: You can configure your printer settings, including paper size and thickness, to match the check stock you use.
  • Calibrate the printer: Regularly calibrate your printer to maintain precise alignment and consistent print quality.
  • Verify printer alignment: Use alignment guides or test pages to ensure the printer is correctly aligned with the check stock before printing.
  • Set the correct print orientation: Confirm that the print orientation matches the layout of the checks and that they print in the correct direction.
  • Print in small batches: To avoid overloading your printer, print checks in smaller batches. This reduces the risk of misalignment or compromised print quality.

Key takeaways

Reprinting checks in QuickBooks is a surefire way to combat any number of issues that might go wrong with a check.

Remember that:

  • Reprinting checks is a common practice among businesses.
  • Reprinting on QuickBooks Online is like reprinting on a Desktop with slight differences.
  • You can reprint individual or multiple checks.
  • Altering check numbers can lead to duplicate payments and incorrect accounting records.

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How to reprint checks in QuickBooks FAQs

Can I reprint checks with different check numbers?

Reprinting checks with different check numbers is possible in QuickBooks, but it’s essential to understand the implications. When you reprint a check with a different number, QuickBooks creates a new transaction with the updated check number while the original transaction remains in the system. If not managed properly, this can lead to duplicate payments or incorrect accounting records. 

To reprint a check with a different number, go to the “Write Checks” window, select the original check, and click “Edit.” Change the check number and save the changes. Then, go to the “Print Checks” window, select the revised check, and print it. 

Can I reprint multiple checks at once in QuickBooks?

Reprinting multiple checks is a convenient feature in both QuickBooks Online and Desktop, allowing users to recreate lost, damaged, or incorrect checks efficiently. However, there are limitations to this feature. For example, users cannot reprint multiple checks with different bank accounts or check templates. 

Additionally, a check that has already been reconciled or has a payment attached cannot be reprinted. Furthermore, reprinting multiple checks does not automatically update the check numbers or void the original checks, requiring manual adjustments to maintain accurate accounting records.

Can I customize the appearance of my reprinted checks in QuickBooks?

QuickBooks allows users to customize checks to suit their business needs. Users can personalize check templates by adding their company logo, changing font styles and sizes, and modifying the layout to include additional information, such as payment stubs or remittance addresses. 

QuickBooks provides a range of customization features, including the ability to add custom fields, create multiple check templates, and use different colors and fonts. Users can also customize the check numbering, date, and memo fields to fit their specific requirements. 

How to change the primary administrator in QuickBooks Online

Accounting, QuickBooks, Small Business / By

Learn how to change the primary admin in QuickBooks Online with this guide to ensure a smooth transition of account ownership and management.

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If you ever need to hand over the big accounting responsibilities to someone else on your team, this can mean changing who holds the title of primary administrator. 

After all, this gives them the most access available, so they can manage settings, users, and all sorts of other features in QuickBooks.

Expecting to hand over the reins soon? Here’s how to change the primary admin in QuickBooks Online in a heartbeat.

What is the primary admin in QuickBooks Online?

The “Primary Admin” is the main user of your QuickBooks account with the most permissions. This is the person who sets up the account at first, but that role can be transferred to someone else later on. 

This main admin has full access to everything across the account, which is why changing who the admin is over time may be necessary.

Some of the responsibilities include being the only one who can:

  • Add, edit, or remove users and change user roles, including Primary Admin.
  • Manage subscription and payment details.
  • Update company details.
  • Access all financial data.
  • Connect or disconnect third-party apps.
  • Manage integration permissions.

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Important steps to change the primary admin in QuickBooks Online

Perhaps it’s a temporary handover to an accountant, a transition in the organization, or a team member or the original admin is leaving the company. Whatever the reason for the change is, QuickBooks makes it easy to assign a new primary admin.

Step 1: Log in to the QuickBooks Online account

The first step is to log in to the QuickBooks account:

  1. Head over to the QuickBooks Online website (or your desktop app, if you have it downloaded).
  2. Enter your email address, user ID, or phone number, and your password.
  3. Click Sign In.
  4. If two-factor authentication (2FA) is enabled, enter the 6-digit verification number you received from QuickBooks via email or text message.

Note that only the the primary admin can transfer this role, so you’ll need to be logged in as that user to carry out the following steps.

Step 2: Head to “Manage users” tab

Then, you’ll need to locate the part of your settings that lets you manage users:

  1. Click on the gear icon in the top right-hand corner of your dashboard.
  2. Access the “Manage users” menu option under “Your Company.”
Screenshot showing where the "Manage users" function is in QuickBooks Online.

Image credit: Intuit QuickBooks

Step 3: Choose the user you wish to make the primary admin

If the user is already listed in “Manage Users,” you can proceed directly by identifying them.

If not, you must add them as a new user:

  1. Click “Add user.”
Screenshot showing how to create a new user in QuickBooks Online.

Image credit: Intuit QuickBooks

  1. Enter their first name, last name, and email address.
  2. Assign them the Company admin role from the dropdown menu.
Screenshot showing the details you need to enter for a new user in QuickBooks Online.

Image credit: Intuit QuickBooks

  1. Send an invitation. The user must accept this invitation before their role is in place.

Note: Ensure that your QuickBooks subscription allows for additional users if needed.

Step 4: Change the role of the user to primary admin

Once you see the user in your user list and are ready to make them the primary admin:

  1. Click “Edit” in the Action column.
  2. Select the “Make primary admin” option.
Screenshot showing how to change the primary admin in QuickBooks Online.

Image credit: SaasAnt

Step 5: Confirm your changes

Double-check that everything’s correct, then make sure you confirm your changes by selecting “Done.”

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Changing primary admin in QuickBooks Desktop

For QuickBooks Desktop, the process is a little different. That’s because there’s both a primary Intuit Account Admin and a Primary Company Admin, which you’ll have to take note of as the roles are different.

In a nutshell, the Primary Company Admin is focused on managing user access and administrative tasks specific to a single company file within QuickBooks Desktop. On the other hand, the Primary Intuit Account Admin oversees broader account-level responsibilities across all Intuit services tied to that account (e.g., subscriptions, payroll, payments).

To transfer the primary company admin:

  1. Open QuickBooks Desktop and log in as the current primary admin.
  2. Select “My Company” in the “Company” menu.
  3. Click on “Manage Your Account” (you may need to sign in with your Intuit Account credentials).
  4. Scroll down to the “Primary Contact” section and click on “Change.”
  5. If the new admin is already listed as a contact, select them from the list. If not, invite or add the new user by entering their details, and ensure they accept the invitation.
  6. Once the new primary contact is selected, click “Save and close.”

If you’re looking to change the Primary Intuit Account admin:

  1. In QuickBooks Desktop, go to “Company” > “Users” > “Intuit Account User Management.”
  2. Locate the secondary admin you want to promote to primary admin. If they are not listed, add them first.
  3. Click on their name, then select “Edit,” and choose “Change Primary Admin.”
  4. Enter the verification code sent to the new admin’s phone number or email.
  5. The new admin will receive an email invitation to accept their role as primary admin. Once accepted, they will become the primary Intuit Account admin.

Transferring primary admin abilities in QuickBooks Online

In some cases, you don’t want to officially give over the official primary admin role to another person. That calls for a simple change in roles and permissions, which you can assign and change in your settings as well. To do so:

  1. Go to your settings by clicking on the gear icon on your dashboard.
  2. Select “Manage users” under “Your company.”
  3. Click “Edit” next to the contact you want to change.
  4. Choose a specific role in the “Roles” area, and you’ll be able to see what they can and can’t edit or access within the QuickBooks account.
  5. Add or remove additional permissions at the bottom of the page.

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Key takeaways

In this article, we covered: 

  • What permissions and roles a primary admin hold in QuickBooks Online.
  • How to change the primary admin in QuickBooks Online.
  • How to change the primary admin in QuickBooks Desktop.
  • How to add new users to your user list.
  • How to transfer primary admin abilities in QuickBooks Online.

By understanding these processes, you’re set up to manage admin roles and permissions in QuickBooks exactly according to your needs. This ensures your team has the access they need while maintaining control over your business’ financial data.

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Plus, with Method, you can: 

  • Automate repetitive admin workflows.
  • Personalize user access.
  • Track every contact (leads, customers, and vendors) detail, interaction, and transaction.
  • Give your customers 24/7 self-serve tools to access documents and make payments.
  • And much more!

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How to change the primary administrator in QuickBooks Online FAQs

Who should be primary admin in QuickBooks Online?

The primary admin should be someone who needs to have those permissions and that level of access in the first place. If they need access to everything from subscription details to tool integration and bookkeeping information, it’s a smart idea to assign them as primary admin, so long as they’re able to handle the responsibilities that come with the role. As the primary admin has full control over the back end of the business, they need to be trustworthy and capable, given the amount of sensitive information they’ll be dealing with.

Can QuickBooks have two administrators?

QuickBooks can certainly have two administrators, but there can only be one primary admin. While the primary admin has access to absolutely everything in the account, other users with “all-access” roles won’t. The “all-access” role lets them access customers and sales and make changes to certain accounts and reports, but they won’t be able to manage other users or manage deeper aspects of the business.

What is the difference between primary admin and admin in QuickBooks?

Primary admins:

  • Full authority over the account.
  • Can transfer the primary admin role over to someone else.
  • Can manage subscription and billing.
  • Authorizes changes from other users.
  • Has full user management capabilities.

Regular admins:

  • High-level access but no ownership.
  • Limited control over more granular aspects.
  • Can manage users but can’t change the primary admin.
  • Requires primary admin approval for some changes and actions.
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How to apply vendor credits in QuickBooks Online efficiently

Accounting, QuickBooks / By

Learn how to apply vendor credits in QuickBooks Online so you can stay on top of your accounts payable—without the headache.

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Applying vendor credits properly won’t just help your business save a little money but also help you keep your financial records up to scratch. That means keeping your healthy bookkeeping alive, which is a must for any company.

QuickBooks Online has the very useful ability to manage vendor credits within the system, letting small and medium-sized businesses deal with the entire process in one place. 

Keep reading to learn how to apply vendor credits in QuickBooks Online with ease.

What is a vendor credit in QuickBooks?

Vendor credits represent amounts owed to you by a vendor, like bill credits or refund checks, that can later be applied to future bills or services. Where do they come from? Perhaps you’ve been overcharged or there was a mistake on the vendor’s end—this means they’ll need to refund you in some way.

If you’ve ever been a customer at any store, you’ll know that refunds aren’t always given. Sometimes, you’re offered store credit that you can use on a future purchase. Vendor credits in QuickBooks work the same way, where the amount owed is tracked and applied towards future bills and updated in your records.

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Step-by-step guide to apply vendor credits in QuickBooks Online

Need to apply vendor credits in QuickBooks? The platform makes it easy for you to record them and either apply them to a bill now or later on. The process can be done in a few simple steps, which we’ll demonstrate below.

Recording the vendor credit

Vendor credits should always be recorded accurately. So, check, double-check, and triple-check your entry before you move on, as these credits will reduce your accounts payable and keep your financial statements sound. You don’t want to misrecord only to run ro issues when auditing or filing taxes, particularly with large amounts.

1. Navigate to the “+ New” button

Once you’ve logged into your QuickBooks Online account and have navigated to the dashboard, click the “+ New” button in the left-hand sidebar.

Screenshot showing how to create a new vendor credit in QuickBooks Online.

Image credit: 406 Bookkeeping Services

2. Select “Vendor Credit”

From the menu, select the “Vendor credit” option. 

3. Enter relevant details

Here is where you’ll enter all the details about the vendor and the vendor credit. This includes:

  • The vendor name (drop-down menu).
  • The date the credit was issued.
  • The exact amount.
  • Mailing address if applicable.
  • Reference number.
  • Tags.
  • A description of the purpose for the credit.
Screenshot showing the details screen of a vendor credit in QuickBooks Online.

Image credit: 406 Bookkeeping Services

4. Save the vendor credit

Once everything is filled in, be sure to click “Save and close” to confirm. You should see a pop-up at the top of your screen confirming your vendor credit saved successfully.

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Applying the vendor credit to a bill

While you might not have gotten a refund to your original payment method, vendor credits are made to be used so that you can reduce the amount payable from that vendor. When you use those credits for bills, you match your records to your expenses more accurately. Ready to apply those credits to a bill you just received? Follow these instructions.

1. Click on “Pay Bills”

Your first course of action is to find the bill to which the vendor credit needs to be applied. To do so, click on “+ New” from the dashboard and select “Pay bills.” From there, you’ll find a list of bills that you can choose from.

Screenshot showing where to access the "Pay Bills" screen in QuickBooks Online.

2. Select the applicable credit in the “Credits” section

Find and choose the correct vendor from the list

Under the “Credit Applied” field, you’ll automatically see that available credit associated with that specific vendor. That makes it much easier to apply these credits towards future bills without the manual effort.

Screenshot showing vendor credit details in QuickBooks Online.

Image credit: QuickBooks

3. Confirm the credit amount and apply it to the bill

After completing the rest of the fields like you would when you pay a regular bill, ensure that the credit is present within that bill before you pay. Then hit “Save and close” to set the credit in place.

Applying the vendor credit to a future bill

If you don’t want to apply your vendor credit to your most recent bill, it’s also possible to wait to apply it to a future bill. Simply unmark the vendor credit on your bill, and it won’t be applied. You might want to do this to avoid using it on partially paid bills or for strategic reasons when you’re expecting a larger bill coming up. It can be smarter to hold off and apply that credit in moments when you’ll need it most.

Tips for efficiently managing vendor credits

The better you manage your vendor credits, the more you can improve your cash flow and financial management. But the reality is that business finances can get tricky, which is why you should take advantage of these tips to ease the burden.

Reconciling vendor statements regularly

Make sure to consistently review your vendor statements to see if they’re accurate and align with your financial records. Reviewing them at regular intervals will ensure you don’t miss anything too far in the future when it’s too late and you have many instances of misreported expenses. With accurate books in the long run, you won’t have to scour through months or even years of statements to find those missing credits.

Setting up reminders

Automated alerts are built into QuickBooks for good reason — to keep you on track and so that you don’t forget about credits that are about to expire. Business owners often have to juggle a variety of tasks, inside and outside of finances, so giving yourself a reminder will help you stay ahead of any upcoming payments.

Utilizing QuickBooks Online reports

As a financial management software, QuickBooks Online presents a variety of useful reporting features. The types of reports included will vary depending on your subscription but work on any operating system, with the highest-tier Plus plan giving you access to all of them.

There are a couple of vendor-related reports, including the:

  • Vendor Balance Detail.
  • Vendor Balance Summary.
  • Expenses by Vendor Summary.
  • Purchases by Vendor Detail.
  • Transaction List by Vendor.
  • Vendor Contact List.

These lists will give you a rundown of outstanding balances, including those vendor credits you have yet to use and what’s been applied. In addition, they won’t just show you those details, but give you insights to understand and manage your overall spending with each vendor.

Creating a standardized process

Since managing your expenses relies on consistency and accuracy, creating a standardized process for handling vendor credits is a must for achieving this. With clear steps that can be repeated every time vendor credits need to be handled, anyone on your team can record and apply credits properly without the risk of costly mistakes.

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What happens if I apply too much vendor credit to a bill?

Having a standardized system can’t be emphasized enough, especially when it comes to overapplying vendor credits. While you might forget to apply credits once in a while, overapplying is much more damaging to your bookkeeping. If you happen to forget, you’ll end up with a credit balance on your account, which can cause some confusion later on. The solution is to make sure everyone is on the same page. Contact the vendor to ask if those credits are reflected on their end and ensure they don’t change anything administratively.

Key takeaways

As long as you have a proper system in place that can be easily followed by all relevant parties on your team, handling vendor credits in QuickBooks is easy as pie. From this article, you’ve learned:

  • That a vendor credit is a monetary credit that can be used for future bills and purchases.
  • How to record and how to apply vendor credits to QuickBooks bills.
  • That you should reconcile your vendor statements, use QuickBooks’ online reports, and create a standardized process for vendor credit management.

If you’re ready to save time on all the QuickBooks manual data entry, consider integrating with tools like Method. As the #1 CRM for QuickBooks users, Method simplifies your workflow by instantly syncing customer data, invoices, and payment details between QuickBooks and your CRM system. This integration:

  • Eliminates the need for double data entry.
  • Gives your customers self-service tools for convenience.
  • Reduces human errors through user permissions, making your accountants happier.
  • Ensures that your financial information is always automatically up to date.

Check out the video below to see more about what Method does for your business.

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How to apply vendor credits in QuickBooks FAQs

Can I apply a vendor credit to multiple bills?

QuickBooks Online lets you apply a single vendor credit to multiple bills, which is particularly helpful if you’ve got more than one outstanding invoice from that vendor. If the credit amount is more than the amount on a single bill, for example, you might want to be able to distribute that credit and use it up entirely.

Can I apply a vendor credit to an invoice?

Vendor credits can’t be applied to invoices. Why? Because of the direction of payment. Invoices are sales documents that you issue to your customers, while bills are charges owed to vendors. Similarly, they cannot be applied to payroll.

Do vendor credits expire?

Vendor credits don’t have expiration dates in QuickBooks Online, but there might be a timeframe set by the vendor. You might have to apply credits onto a bill within 90 days, for example, which means you should stay well on top of those reminders and reviews to avoid losing out.

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How much does QuickBooks charge for credit card payments?

Accounting, QuickBooks / By

How much does QuickBooks charge for credit card payments? Find out here, including processing fees, rates, and the impact on your cash flow.

How much does QuickBooks charge for credit card payments? Read More »

Credit card payment fees are sneaky, and sometimes feel as though they’re chipping away at your hard-earned profits. 

If your business uses QuickBooks, you’ll be happy to know that the platform doesn’t make these fee structures overly complicated. 

In this guide, we’re breaking down exactly where and when QuickBooks payment processing fees occur and which transactions you can expect to be charged a little extra for. 

Keep reading to learn once and for all: how much does QuickBooks charge for credit card payments?

What are QuickBooks credit card processing fees?

No one enjoys hidden fees that pop out of nowhere, but thankfully, QuickBooks is quite transparent when it comes to what transaction types they process and how much they charge to process them. 

Here’s a detailed rundown on the types of fees you’re likely to encounter when using QuickBooks credit card processing. Exact transaction fees are below.

Invoicing and quick request rates

  • Cards: Fees apply whenever customers use Visa, Mastercard, or American Express to pay an online invoice or quick payment request.
  • Digital wallets: You can accept payments via Apple Pay, Google Pay, PayPal, and Venmo. As these are typically connected to credit and debit cards, expect those same transaction fees to apply when customers settle invoices using digital wallets online (2.5%).
  • ACH bank payments: These are electronic bank transfers that move funds straight from your customer’s account to yours. 

Card reader rates

  • In-person card payments: For face-to-face transactions, or when customers tap, swipe, or insert their cards into a reader, charges and processing fees apply. This applies to any accepted payment cards such as MasterCard, Visa, and American Express.
  • In-person digital wallets: You can also accept payments through Apple Pay, Google Pay, PayPal, and Venmo using a card reader during in-person transactions.

Keyed-in payments

Processing fees of 3.5% per transaction also apply when you need to manually type in your customer’s card details to process a payment. This includes all major credit cards.

Payment dispute protection

QuickBooks offers automatic protection for credit card and debit card disputes and is an optional extra that attracts processing charges on top of the ones listed above. They’ll cover up to $25,000 per year, with an individual dispute limit of $10,000.

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Breaking down QuickBooks credit card processing fees

Now you’ve got a handle on what you’re being charged for when processing credit card payments, let’s look at the percentage deduction for each type of transaction. Knowing what you’re charged upfront makes it easier to budget and keep expenses in check. 

So, how much does QuickBooks charge for credit card payments? Here’s a quick breakdown of what you can expect to pay per transaction based on how your customers choose to pay:

  • Online invoices and quick requests (cards and digital wallets): 2.99% per transaction, but this varies based on factors such as transaction type and volume.
  • In-person payments (using a physical card reader): 2.5% per transaction.
  • Keyed-in card payments (manual entry): Flat rate for keyed entries at 3.5% per transaction.
  • ACH bank payments: Fee of 1% per transaction, but this fee is capped at $10 for transactions exceeding $1,000.
  • Instant deposits to QuickBooks and external accounts: 1.75% fee (or free with QuickBooks Checking accounts.
  • Payment dispute protection: Starts at 0.99%.

These rates cover transactions made using Visa, MasterCard, Discover, American Express, Apple and Google Pay, PayPal, and Venmo. 

Importantly, take notice that manually keyed-in payments attract higher fees than swiping and tapping, and it’s important to record accurately all of these transaction fees when it comes time to reconcile. 

How to record credit card processing fees in QuickBooks

Tracking fees isn’t exactly the highlight of running a business, and you might be wondering why you even need to do it, given that fees are deducted automatically. 

The reason why it’s good practice to keep track of all these fees is because it provides both justification for the final invoice and accounts for any discrepancies come reconciliation time. 

The good news is that QuickBooks makes this process easier than you think. Let’s walk through it step-by-step:

Step 1: Access your expenses

Log into QuickBooks and click on the “Expenses” tab on the left-hand menu (then click “Expenses” in the drop-down). This section of the platform is basically your command center for keeping tabs on where your money goes.

Screenshot showing the Expenses menu in QuickBooks Online.

Image credit: Gentle Frog

Step 2: Log the fee

Click on “New Transaction” and then select “Expense.” Now it’s time to officially put that fee on the record.

At a minimum, fill in these key details:

  • Payee: Type in “QuickBooks Payments” or just the name of your payment processor.
  • Payment account: Pick the bank account where the funds from your customer payments end up getting deposited after the credit card payment.
  • Date: Enter the exact date when the transaction fee was charged.
  • Amount: Record the processing fee according to the invoice. Be precise here, you’ll thank yourself later when sorting out reconciliation discrepancies. 
Screenshot illustrating how to create a new transaction in the Expenses tab in QuickBooks Online.

Image credit: QuickBooks

Step 3: Categorize smartly

Under “Category,” choose “Bank Charges” or create a meaningful custom label like “Credit Card Processing Fees.” Organizing it this way makes it a whole lot easier to track down later.

Optionally, you can add a memo if you want to include any extra details about the fee.

Step 4: Save and reconcile

Hit “Save and Close.” Just like that, you’re one step closer to a picture-perfect ledger. When it comes time to reconcile your bank statement, make sure this entry matches up. 

Pro tips to stay on top of it all

  • Double-check the numbers, then check them again. Before hitting save and closing it off, give a few extra seconds to make sure you’ve got everything right.
  • It’s painful, we know, but you should regularly reconcile your accounts. Think of it like a financial tune-up. Once a month is a good practice.
  • Keep statements and records from QuickBooks handy. At some point, you’ll need them for quick reference, and exporting takes time you may not have.

For more information on QuickBooks payment fees, check out our video below breaking down everything you need to know.

Why use QuickBooks for online payments?

This is an important question, especially in light of some of the more expensive transaction fees. Understand that there are several benefits to keeping everything, including online payments, under one roof:

  • As a user-friendly platform, once you’re used to using QuickBooks, you’ll never look back. Everything is placed intuitively, and all aspects of accounting, tracking, and invoicing are integrated into one platform.
  • You can access your money faster. Payments in QuickBooks generally hit your account within one business day. While it’s not quite a “real-time” payment platform, it’s close enough to keep your cash flow steady.
  • The team at Intuit is always ready to help when you run into issues. Their knowledge base and help center articles are also easy to go through when you’re in a rush, and if you can’t find what you need there, the community is ready to help.
  • There are lots of payment options for customers. QuickBooks accepts all major credit and debit cards plus popular digital wallets. Essentially, more payment options mean it’s easier for your customers to work with you.

Why you might not want to use QuickBooks for online payments

Using QuickBooks for online payments makes sense if you’re looking to combine everything into an easy-to-use and comprehensive platform. But it’s not without its limitations, which is where integrating tools with the platform you know and love goes a long way.

Here are a few drawbacks to keep in mind, not only for QuickBooks but most small business accounting platforms:

  • Fees add up: When you’re using QuickBooks for online payments, you’re not just paying for the processing fee. You’re paying for the convenience of having everything all in one place, and these fees can really start to add up.
  • Occasional software issues: Like any online platform, QuickBooks can have the occasional glitch. If it happens at just the wrong moment, it can leave customers pretty frustrated.
  • Customization sometimes isn’t really that custom: QuickBooks is known for its lack of “uniqueness” in some areas, like tailored invoicing and payments. You can also face issues integrating it with your existing systems.
  • Locked-away features: A lot of the more useful features, like multi-currency and budget management, are only available on higher-paid tiers. For some small businesses, access to these features might come at a cost you can’t afford.

None of these drawbacks are real deal-breakers, and the good news is using a platform like Method negates most of them anyway. Method integrates perfectly with QuickBooks, giving you more control over your customer payments while also providing access to more useful reporting and lead generation features than are available on the native QuickBooks platform. 

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How to cut down on credit card processing fees

Want to keep using QuickBooks and hold onto more of your hard-earned money? There are a few practical ways to cut down on those processing fees.

First, you can incorporate those processing fees into your final invoices. Most vendors and customers understand that covering the processing fees is all part of the business—and they probably already do it themselves. 

Picking the plan that best fits your business can also help. Some plans offer better value than others, especially if you’re paying for services you don’t actually use. Tapping or swiping cards for payment also typically costs less than a manual key-in. For digital wallets, swiping and tapping costs you less in fees than paying online.

Finally, try and convince your customers to pay using ACH rather than a card. If they’re QuickBooks users, they can deposit money using the platform instantly for a much smaller fee of 1% per transaction (capped at $10 for transactions over $1,000).

Key takeaways

Here is a quick recap to help you stay on top of those credit card processing fees:

  • Get familiar with fees and understand what QuickBooks is charging you for, it’s the first step in managing costs and avoiding surprises.
  • Keep track of those fees by logging them in QuickBooks, it keeps your ledger clean and makes reconciliation much easier.
  • Keep looking at the bigger picture, QuickBooks payments, accounting, and financial management all under one roof make sense for small businesses.
  • Integrate your existing CRM and QuickBooks with Method and experience simplified operations, better invoicing management, and a better chance at helping your business grow.

If you’re already using popular payment gateways like Stripe, Authorize.Net, or PayPal, solutions like Method have those integrations built right in. Plus, you get: 

  • 24/7 self-serve portals for easy invoice payments.
  • Automated workflows to cut down on admin tasks.
  • Templates you can make your own.

And yes, everything syncs back to QuickBooks without you lifting a finger.

But here’s the best part: you can tailor the experience to match your branding and processes, so you look as polished as you are.

This isn’t just about payment options. It’s about giving your customers a smooth, professional experience that sets your business apart. Check out the video below to see more of what Method makes possible.

Ready to see for yourself? Try Method free for 14 days—no credit card required.

How much does QuickBooks charge for credit card payments FAQs

What is a reasonable credit card processing fee?

Credit card processing fees typically hover around the 1.5% to 3.5% mark per transaction, depending on the provider and method of payment. 

QuickBooks falls within that range, typically charging between 2.5% and 3.5%, so their rates are what is considered “reasonable.” 

What counts as reasonable to you usually depends on your business priorities, whether you’re okay with paying a little extra for the convenience of having everything done under one roof.

How can I avoid QuickBooks fees?

You can accept cash and checks as payment, but you will end up paying for it in other ways like time spent manually processing and entering payment details plus a trip to the bank. 

Another option is to use another payment processor, but it might not integrate with QuickBooks, leading to more manual work.

Does QuickBooks charge fees for credit card refunds?

Unfortunately, yes. You can issue refunds to customers, but QuickBooks keeps the transaction fees from the original transaction. Depending on your pricing plan, you could also be charged extra to refund the money. Consumer law also dictates that you cannot deduct this extra processing fee, you must provide a full refund of the customer’s invoice.

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How to write off bad debt in QuickBooks Online: A definitive guide

Accounting, QuickBooks / By

Learn step by step how to write off bad debt in QuickBooks to keep your financial records clean and handle uncollectible accounts properly.

How to write off bad debt in QuickBooks Online: A definitive guide Read More »

Tired of unpaid invoices piling up in your QuickBooks? Unpaid debts slowly create chaos in your accounts and put your business’ financial health at risk. Unfortunately, they’re the kind of problem that won’t go away on their own, and the longer you wait, the messier things become. 

Thankfully, you can get your books back in order by writing off the debt. With this step-by-step guide, you’ll learn how to write off bad debt in QuickBooks in order to tidy up your accounts for a much sharper view of where your business finances stand.

What does writing off bad debt in QuickBooks mean?

Writing off bad debt is about accepting that a customer just isn’t going to pay their invoice — and then clearing that amount from your accounts receivable. It’s a way to make sure your records reflect the money you’re realistically going to collect, helping to keep your finances reliable and clear. 

Unpaid debts unfortunately don’t just sit there harmlessly. The more bad debt you allow to pile up, the more it can mess with your business in ways you might not expect. 

All those unpaid invoices can make it look as though you’re earning more than you actually are, giving a not-so-accurate profit forecast. Plus, chasing after debts that won’t get paid is a time sink and a waste of money, often resulting in nothing to show for it.

Worse still, you could end up paying taxes on income that never made its way to your account. Simply ignoring bad debt throws off your financial accuracy and can lead to decisions made based on bad data. 

Take care of this debt head-on, and keep your accounts reflecting the position of your business much more clearly. 

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How to write off bad debt in QuickBooks in 5 steps

If you’ve decided it’s time to write off bad debt, there’s an easy and straightforward process to getting it done in QuickBooks. 

Note: The process for writing off bad debts may vary depending on your region’s accounting standards or tax regulations (e.g., U.S. vs. U.K.). Consult with an accountant familiar with your local requirements.

Let’s take a look at how to write off bad debt in QuickBooks Online.

Step 1: Open up the invoice you want to write off

Start by pinpointing the invoice that’s been causing the issues.

  1. Open QuickBooks Online, go to “Accounts Receivable,” and find the invoice in question.
  2. Double-check the customer details to make sure it’s the correct invoice, and confirm you’ve done everything reasonable to collect the payment

If you’re unsure which invoices are outstanding, you can create a report that outlines them for you:

  1. Go to “Reports,” find and open an “Accounts Receivable Aging Detail” report.
  2. Check which invoices and accounts are currently outstanding.
Screenshot showing the Accounts Receivable Aging Detail Report in QuickBooks Online.

Image credit: QuickBooks

Best practice is to review this report monthly or quarterly to identify overdue invoices that may need follow-up or write-off as bad debt. After writing off bad debts, consider running a Profit and Loss (P&L) statement to ensure your financial records reflect accurate income and expenses.

Step 2: Set up a bad debt expense account

If you don’t have one already, you’ll need a specific account to keep track of uncollectable debts.

To set one up, go to your “Chart of Accounts,” click “New,” and then select “Expenses” as the account type. Name the account “Bad debts,” then save and close it.

Screenshot showing how to add a bad debt in QuickBooks Onlne.

Image credit: QuickBooks

Why this matters: This account will let you organize and track all of your bad debts in one place, so your financial statements stay clean and easy to understand at a glance.

Step 3: Create a credit memo

A credit memo helps balance out the unpaid invoices on your books. Using a credit memo ensures that your accounts receivable records remain accurate and provides an audit trail for tracking bad debts.

  1. Generate the memo: Select “+ New” and then select “Credit memo.” 
Screenshot showing how to create a new credit memo in QuickBooks Online.

Image credit: QuickBooks

  1. Go to the “Customers” menu and select “Bad debts” from the “Product/Service” section. Choose the customer you want to link to the bad debt.
  2. In the “Amount” column, enter the exact amount you need to write off.
  3. Ensure that the sales tax is included in the credit memo if applicable. This prevents overpaying taxes on income that was never received. You’ll need to reconcile sales tax reports after creating credit memos for bad debts.
  4. Add the details: In the “Message displayed on statement” box, you can simply enter “Bad Debts.” This will appear on your balance statements.
Screenshot showing the new credit memo screen in QuickBooks Online.

Image credit: QuickBooks

  1. Save and close and your credit memo is created.

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Step 4: Apply the credit memo to the invoice

Here’s where you can clear that unpaid invoice for good.

Go to “Receive Payments” under the “Customers” menu, select the customer, and check both the unpaid invoice and the credit memo to apply the credit. QuickBooks automatically selects the credit memo and the oldest open invoice, but make sure to double-check that this is the correct one. If it’s wrong, you’ll have to deselect the defaults and select the correct ones manually.

Screenshot highlighting how to apply a credit memo to an invoice in QuickBooks Online.

Image credit: QuickBooks

Step 5: Update your records

Finally, it’s time for you to wrap things up to ensure your financial records reflect the change.

  1. Click “Save and close” to record the transaction and update your QuickBooks account.
  2. Run the “Aging Accounts Receivable” report again to verify the invoice is no longer listed as outstanding.

And that’s how to write off bad debts in QuickBooks — you’re all done! Follow these steps for each of your outstanding invoices and you’ll get a much cleaner view of your company’s financial standing. 

Why should you write off an invoice?

Unpaid invoices sit firmly in the “quiet but harmful” category. They can distort your financial reports and leave you with a misleading picture of your business’ performance.

Writing them off in QuickBooks helps make sure that your records reflect reality and not just wishful thinking.

As painful as it is to finally accept an invoice isn’t getting paid, taking this step does have several real advantages for your business:

  • Smarter cash flow management: Once you acknowledge that certain debts just won’t get paid, you can manage your budget, investments, and spending far more effectively.
  • Potential tax relief: Writing off your debts and thus reporting the correct cash flow to the IRS means you’ll be reducing your overall taxable income — significantly reducing your tax burden.
  • More accurate bookkeeping: Removing uncollectible bad debts makes reconciliation of your accounts much simpler.

What about underpayment?

When a customer pays less than the invoiced amount, that’s what we refer to as an “underpayment.” These still constitute an unpaid amount and can have the same effect on your accounts as bad debt.

Handling these in QuickBooks is quite similar to writing off a bad debt:

  1. Update the original invoice to match the real amount received is your first step.
  2. If you do ultimately decide to stop pursuing the remaining balance, issue a credit memo for the unpaid portion.
  3. Allocate the unpaid amount to the bad debt expense account using the same steps as writing off an entire unpaid invoice.

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Understanding and managing bad debt

The difference between just plain old debt and “bad debt” is simply that bad debt refers to any money you’re owed but can’t recover. Beyond the initial effects of hurting your revenue, bad debt clouds your understanding of how your business is performing.

Here’s how to tackle bad debts and minimize their impact:

  • Run credit checks: Before executing a contract with any new customers or vendors, perform a basic credit score check. Contacting one of the three main credit agencies in North America can help you with this. These are Equifax, TransUnion, and Experian.
  • Set clear terms: Be upfront with what you expect in terms of payment deadlines. Set these expectations early on, before it becomes a problem, not after.
  • Follow up quickly: Don’t let any overdue invoices linger. Send reminders and follow up consistently to encourage payment.
  • Use software: If you’re reading this, you’re already using QuickBooks, but integrating your accounting systems with a platform like Method means you’ll have a better picture of your customers and automated routines to remind you when invoices are up for payment.

Just like taxes and depreciation, bad debts are unavoidable in business. But unlike your customers who don’t pay their invoices, you do have control over how you manage them. 

Writing these off can make a huge difference in how your business copes with bad debtors.

Avoid these common mistakes when writing off bad debt in QuickBooks

Even with all the best intentions in the world, mistakes do happen when writing off debt in QuickBooks. Here’s how to steer clear of them and leave no gaps in your financial history.

Mistake 1: Losing valuable information

Yes, we know it’s tempting to just hit the delete button on bad debt, but doing so wipes out essential transaction history. This will disrupt and corrupt the audit trails and leave a lot of “please explain” gaps in your records.

How to protect your data:

  • Always use a credit memo to write off bad debts to keep them visible.
  • Avoid deleting invoices entirely so your transaction history stays complete.
  • Regularly back up your QuickBooks data for restore points before making significant changes, such as writing off bad debts. 

Mistake 2: Items marked as unbilled

If the worst should happen and an invoice does get deleted, any items or services that were associated with it will automatically revert to an “unbilled” status. This leads to a snowball effect, creating more inaccuracies in your accounts receivable.

What to do instead:

  • Stick with creating credit memos rather than deleting invoices.
  • Review your “unbilled items“ after writing off a debt to make sure nothing is left floating.
  • Update the billing status for all items or services to keep your records accurate.

Mistake 3: Overpaying on sales tax

Of all the mistakes, this one probably hurts the most. If you forget to record your sales tax after writing off bad debt, you could end up overpaying your tax. Essentially, you would be paying taxes on income you never received — you can see why it hurts.

How to avoid overpaying:

  • Always include the correct sales tax on all credit memos.
  • After making write-offs, immediately double-check and reconcile your sales tax reports.
  • If in doubt, get your accountant to look over everything. A fresh set of professional eyes can catch mistakes that have been staring you in the face and get everything back on track.

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Key takeaways

There you have it, a definitive guide to writing off bad debt from those invoices that have caused havoc on your books. Let’s do a quick recap:

  • Stay on top of your receivables by regularly monitoring unpaid invoices to keep potential debts firmly under control.
  • The steps for how to write off bad debts in QuickBooks are simple and easy to follow. Remember to create a memo and assign the correct customer invoice to the newly created bad debts expenses account.
  • Use the tools QuickBooks gives you, like credit memos and reports, to keep your bookkeeping accurate and your accountant happy.
  • Keep your records spotless by following this step-by-step guide to writing off bad debts in QuickBooks. You’ll have a more consistent and reliable dataset on which to base the future direction of your business.

Ready to make financial management easier?

Take things a step further by integrating QuickBooks with Method CRM. With an unbeatable two-way sync with your accounting software, Method ensures that your QuickBooks data stays untouched, up-to-date, and error-free. All changes you make in one platform instantly and securely reflect in the other.

One of Method’s standout benefits is how it simplifies managing overdue invoices and identifying bad debt. While the process of writing off bad debt is completed in QuickBooks, Method makes it easier with tools to track unpaid invoices and customer payment histories in one centralized platform. This makes it easier to identify problem accounts and take action without disrupting your financial records.

The best part? Give your team full visibility into key contact details, including: 

  • Lead, customer, and vendor information. 
  • Payment histories.
  • Your business interactions. 

This complete view means you can make informed decisions — whether it’s adjusting credit policies or following up on overdue payments — while reducing the risk of costly mistakes caused by manual processes.

By automating data synchronization between Method CRM and QuickBooks, you can ensure that your financial records remain clean, compliant, and error-free. Check out the video below to see just some of what Method makes possible.

If you’re ready to simplify your QuickBooks, give Method a try today. 

How to write off bad debt in QuickBooks FAQs

What is bad debt in QuickBooks?

Bad debt in QuickBooks refers to money that’s owed to you (generally via an unpaid invoice) that, despite all efforts, you have determined won’t be paid.

QuickBooks allows you to write off these unpaid invoices as “bad debt expenses.” Recovering bad debt involves reversing the write-off by applying the payment to the previously written-off invoice and adjusting accounts accordingly.

The process removes the amount from your accounts receivable, ensuring that your financial reports reflect only the amount that you’re likely to collect. 

Can I recover a bad debt after writing it off in QuickBooks?

Yes, bad debts can still be recovered even after they have been written off in QuickBooks. If a customer does end up paying their invoice after the fact, you can record the payment and reverse the bad debt write-off.

This process automatically updates your accounts receivable and financial statements to show the amount that has been recovered.

How frequently should I review my accounts receivable for bad debts?

Get in the habit of creating an “Aging Accounts Receivable” report to check your accounts receivable for bad debts at least once a month.

Regular checks help you catch unpaid invoices and increase the chance that you may be able to recover the debt before having to write it off. Pop it in your schedule to make sure your financial statements at months-end reflect an accurate cash flow. 

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How to transfer QuickBooks to a new computer on Windows: A step-by-step guide

Accounting, QuickBooks / By

Learn how to transfer QuickBooks to a new computer running Windows safely. Plus, get the dos and don’ts for a successful, easy migration.

How to transfer QuickBooks to a new computer on Windows: A step-by-step guide Read More »

Just got a new computer? Great. Before you get back to work, you’ll need to transfer QuickBooks to your new device. It’s important to keep your financial data intact and ensure everything runs smoothly.

Wondering how to transfer QuickBooks to a new computer without disrupting your business? 

In this article, you’ll get a step-by-step guide that takes you through the entire process of transferring over to a new computer on Windows. Let’s get started.

What does transferring QuickBooks files to a new computer mean?

Learning how to transfer QuickBooks to a new computer is a lot like moving to a new house. Like your furniture, you’ll be using the exact same tools, settings, and data — just in a different space.

QuickBooks file transfer involves: 

  1. Installing QuickBooks on your new computer.
  2. Backing up your company files from the old one.
  3. Restoring those files onto the new system. 

It’s about making sure that not just your software, but also your data, user preferences, and customizations all make the move too. 

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How to move QuickBooks Desktop to a new computer

You can move QuickBooks Desktop from an old computer to a new one with a few straightforward steps that ensure all your vital financial data, configurations, and custom settings are safely transferred. 

Step 1: Prepare to use the QuickBooks Migrator Tool

The first step is to access the QuickBooks Migrator Tool within the QuickBooks software. The tool is designed to simplify moving QuickBooks files from one computer to another. 

Before you can use the QuickBooks Migrator Tool, there are a few things you need to prepare for:

  • Administrator access: You must have admin rights on both your old and new computers.
  • External storage device: You need a USB drive with sufficient storage capacity to transfer your QuickBooks data. It’s recommended to use a drive with at least 16GB of free space.
  • Updated QuickBooks version: Ensure the software is up to date on your current computer. The Migrator Tool is only available for QuickBooks Desktop versions 2018 and newer.
  • Stable power source: Connect both computers to a power source to prevent interruptions during the process.
  • Password setup: Be ready to create a password to secure your data transfer.

Also, close all other applications before starting the migration process. Doing this:

  • Frees up all your computer’s resources for the migration process, reducing the risk of errors.
  • Prevents interruptions that might corrupt your data. 
  • Enhances transfer speed.
  • Avoids conflicts that may cause the QuickBooks Migrator Tool to malfunction or fail.

Step 2: Understand how the QuickBooks Migrator Tool works

Infographic showing how the QuickBooks Migrator Tool works at a high level.

Image credit: QuickBooks

Before you launch the QuickBooks Migrator Tool, you need to know how it works to avoid any issues. 

First, it creates a one-time password that you’ll use to unlock your files during the transfer. It then moves your QuickBooks company files and all supporting documents to a USB flash drive.

Once you’ve transferred the USB to your new computer, the tool automatically downloads the correct version of QuickBooks Desktop, ensuring that your files are correctly installed and ready to use without reformatting your drive or erasing any existing files. This automation minimizes the risk of data loss and makes the process much easier for you.

To protect your data, the QuickBooks Migrator Tool uses several security measures: 

  • Password protection: The tool requires you to create a one-time password for your data files, ensuring that only you can access them during the transfer.
  • Data encryption: When copied to the USB drive, your QuickBooks files are encrypted, providing an additional layer of security to prevent unauthorized access.
  • Secure file handling: The tool manages the transfer process in a secure environment, minimizing the risk of data corruption or loss during the move.
  • Verification steps: This includes verification steps before and after the transfer to ensure all files are accounted for and correctly installed on the new computer.

While these security measures are robust, it’s smart to look into best practices for security on your end as well, such as:

  • Encrypting backups stored on external drives or cloud services.
  • Ensuring antivirus software is active when using USB drives to prevent malware risks.

Finally, note that the Migrator Tool is only available for QuickBooks Desktop versions 2018 and newer. Users with older versions must rely on manual methods or alternative tools.

It also does not transfer all data, such as:

  • Payroll setup.
  • Multi-user configurations.
  • Third-party integrations.

These must be manually reconfigured on the new system.

Step 3: On the old PC, choose “File” in QuickBooks

  1. Double-click the QuickBooks Desktop icon on your old computer to launch the application.
  2. At the top of your QuickBooks window, you will see a menu bar with several options.
  3. Click “File” in the top left corner of the menu bar.

Step 4: Choose Utilities → Move QuickBooks to another computer

Clicking on the “File” menu will activate a dropdown list of options. Within this list, hover your cursor over “Utilities” to expand the Utilities menu. Then, locate and click “Move QuickBooks to another computer.” 

Screenshot showing where to access the QuickBooks Migrator Tool on Desktop.

Image credit: Dancing Numbers

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Step 5: Follow the prompts

At this stage, the tool will lead you forward through a series of prompts:

  1. If you haven’t closed other windows, you’ll receive a prompt to do so. Hit “OK.”
  2. Click “I’m ready” to confirm starting the process.
Screenshot showing the confirmation prompt to begin moving QuickBooks Desktop to a new computer.
  1. Enter a secure, one-time password that you can easily remember. You’ll use the password to unlock your files during the transfer. Make sure your password meets the conditions as outlined.
Screenshot showing the one-time password prompt in the QuickBooks Migrator Tool.
  1. Select USB flash drive: Insert a USB flash drive with enough free space and select it from the list of available drives.
Screenshot showing the USB drive selection screen in the QuickBooks Migrator Tool.

Image credit: TeachUComp

  1. Wait for the files to be copied. Depending on the size of your data, you may have to wait a few minutes.

Each of these prompts provides specific instructions and information designed to guide you through the process smoothly. Pay close attention to these prompts and ensure that every step is completed correctly to reduce the risk of errors.

Step 6: On the new PC, insert the USB flash drive

Safely eject the USB from your old computer. Locate an available USB port on your new PC and insert the flash drive. 

Step 7: Open the USB flash drive

  1. To open File Explorer, click on the File Explorer icon (a folder) in the taskbar, or press Windows + E on your keyboard.
  2. In File Explorer, look at the left-hand pane under “This PC” or “Computer.” You should see a list of drives, including your internal hard drive and any connected external drives.
  3. Find the entry that corresponds to your USB flash drive, usually labeled with the drive letter (e.g., “E:”) and possibly the brand name of the drive.
  4. Click on the USB drive entry to open it. The contents of your USB flash drive should now be displayed in the main window of File Explorer.

When opening files from an external device, ensure your antivirus software is up to date and running. It will automatically scan external devices for malware. 

It’s good practice to manually scan the USB drive for any unfamiliar or suspicious files, especially if the drive isn’t yours. Avoid using autorun features to prevent the automatic execution of files, which could pose security risks. 

Step 8: Double-click the option “Move_QuickBooks.bat file”

The “Move_QuickBooks.bat” is a batch file that automates the transfer of QuickBooks files from your old computer to the new one. Double-click the file to execute it — it will move the necessary data files, configurations, and settings to your new computer.

If the “Move_QuickBooks.bat” file fails to execute, try these troubleshooting tips:

  • Ensure you have administrator access to run the batch file. Right-click the file and select “Run as Administrator.”
  • Sometimes, antivirus software may block the file. Temporarily disable your antivirus software and try again, but be wary of the lapse in security.
  • Ensure the batch file is in the correct folder where QuickBooks is installed.
  • Confirm you’re using the right version of QuickBooks for the migration.

Step 9: Enter the password for the QuickBooks Migrator Tool

After double-clicking the file, the Migrator Tool will ask for the password you set when starting the transfer process on your old computer. Enter the password correctly, and the tool will continue migration. Your password ensures no one can tamper with your files without your permission.

Screenshot showing the password prompt on the new computer that QuickBooks Desktop is being transferred to.

Forgot your password? Take the following steps:

  • Navigate to the “Help” menu.
  • Select “Reset Password” or “Forgot Password” from the options.
  • Follow the on-screen prompts to verify your identity.
  • When prompted, enter a new password and confirm it.
  • Save the changes and ensure the new password is securely stored for future use.

Step 10: Wait for the QuickBooks Migrator Tool to finish its task

Once you’ve downloaded and installed QuickBooks to your new computer, the Migrator Tool automatically transfers the QuickBooks data files, settings, and configurations. During this step, the tool will decompress the necessary files and transfer them to the new computer.

The expected wait time for the migration depends on the size of your QuickBooks files, but it typically takes anywhere from a few minutes to an hour. You may have to wait longer if you are moving larger files or using a slower network connection.

Monitor the progress and verify the successful completion of your QuickBooks migration with the following tips:

  • Keep an eye on the progress bar.
  • Look for a message confirming the success of the transfer.
  • Check the new system for your QuickBooks files to ensure they appear correctly and are fully accessible.
  • Open QuickBooks and confirm that your company files, settings, and user preferences are intact and working properly.

How to install QuickBooks Desktop on a new computer

To install QuickBooks Desktop on your new computer: 

  1. Download the QuickBooks installation file from the official QuickBooks website or get the installation CD if you have one. 
  2. Navigate to your downloads folder or to the CD drive if you’re using a CD. 
  3. Find and double-click on the installation file to initiate the installation process. 
  4. Follow the prompts to select the type of installation — either “Express” for default settings or “Custom” for tailored options. 
Screenshot showing options when installing QuickBooks Desktop.

Image credit: QuickBooks

  1. Enter your product and license information when prompted and wait for the installer to complete the installation.
  2. Once installed, open QuickBooks and proceed to restore your company file. If you’re transferring data, ensure the file backup from the old computer is accessible and use the “Open or Restore Company” option to load it. 
  3. Configure your preferences, including payroll, tax settings, and user roles, to match your previous setup. 
  4. Finally, update QuickBooks to the latest version for optimal performance and security.

Note that if a backup is created in a newer version of QuickBooks, it cannot be restored in an older version due to file format incompatibility, so you need to ensure your new system meets updated hardware requirements.

Sometimes, something might go wrong during the installation. Here are the common errors you might encounter and how you can resolve them:

  • Error 1904: File failed to register: Run the QuickBooks Install Diagnostic Tool to repair installation issues. Ensure your system meets the software’s requirements.
  • Error 1603: Fatal error during installation: Update Windows to the latest version and retry the installation.
  • Framework .NET installation error: Install or repair Microsoft .NET Framework using Microsoft’s official tools.
  • Access denied errors: Run the installer as an administrator and verify user permissions.
  • License validation error: Double-check the product and license numbers entered during installation.

Reasons to transfer QuickBooks to a new computer

So, why transfer? Of course, chances are that you got a new computer and are ready to get rid of the one currently hosting your QuickBooks platform.

But there are also a few benefits you may not have considered that you can expect from running QuickBooks on a new computer:

  • Improved performance: Provided your computer is a newer one, faster hardware means smoother QuickBooks operation.
  • Enhanced security: New systems often come with updated software and security features to protect your sensitive data.
  • Greater storage capacity: You’ll likely have more space for files and backups.
  • Reduced risk of crashes: Modern hardware helps prevent system errors and interruptions.

Let’s look a little closer at the three most common reasons people want ti kniw how to transfer QuickBooks to a new computer.

Upgrading the computer

A more powerful computer lets you: 

  • Run complex financial reports.
  • Process large volumes of data.
  • Manage multi-user access with greater speed and efficiency (provided you have the proper license). 
  • Load data and features faster.
  • Navigate QuickBooks smoother with less risk of crashes or lags.

Additionally, modern computers often come with enhanced security features, ensuring that your sensitive financial information is better protected while offering a more enjoyable user experience.

Here are the recommended hardware specifications for optimal QuickBooks performance:

  • Processor: 2.4 GHz or higher (preferably multi-core).
  • RAM: At least 8 GB (16 GB or more for larger files or multi-user setups).
  • Storage: Use an SSD (Solid-State Drive) for faster load times and at least 2.5 GB of free disk space for QuickBooks installation.
  • Operating System: Windows 10 or 11, 64-bit.
  • Display: Minimum resolution of 1280×1024 or higher.
  • Network: Reliable internet for QuickBooks Online or multi-user mode.

Technical issues with the current system

Transferring QuickBooks to a new computer is sometimes necessary due to persistent technical issues affecting performance. For instance, frequent system crashes resulting from outdated hardware or software conflicts may disrupt daily operations. 

Similarly, slow performance caused by insufficient RAM, a failing hard drive, or outdated processors can frustrate tasks like generating reports or processing transactions. Upgrading to a new computer with better specifications can resolve such problems and ensure smooth business operations.

You’re due for a system upgrade if:

  • System crashes or slowdowns are recurring and unresolved by updates or repairs.
  • Repairing your current computer costs as much as or more than upgrading.
  • Technical issues are causing significant downtime or delays in business operations.
  • Your computer no longer meets the hardware requirements for the latest QuickBooks version.
  • Your data storage is unreliable and backups fail frequently.

Access to QuickBooks from multiple locations

While QuickBooks Online is cloud-based, Desktop isn’t — which means you can only access your data on the computer it’s installed on. So, you might choose to transfer your QuickBooks to a more portable device.

But what if there was a better way? QuickBooks-integrated software like Method CRM enable anytime, anywhere remote access to your QuickBooks Desktop data. That means users can connect from multiple locations without the need for cloud-based services like QuickBooks Online or hosting on a virtual server. 

With Method, your business can maintain secure, role-based access to sensitive financial information, ensuring productivity and compliance across distributed teams while limiting QuickBooks access only to those who need it. 

Need to create an invoice while you’re on the road? Update a customer’s details mid-flight? Process a payment remotely? Method has you covered.

Thanks to its patented two-way, real-time sync with QuickBooks Desktop, you can create estimates, invoices, sales orders, and process payments directly in Method CRM — and they’ll instantly update in QuickBooks. No double entry and no extra work.

Give your customers more control with secure self-serve portals for online payments and e-signatures. Combine the power of QuickBooks Desktop with cloud access, and you get a clear, complete view of your customer relationships – wherever you are. 

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Tips to smoothly transfer or move QuickBooks to a new computer

Take note of the following tips to ensure a smooth transfer of QuickBooks from one computer to another. 

Create a backup for your data

Backing up your data ensures that it’s secure during the migration process, giving you the option to restore things to the way they were before you started should anything go wrong.

Here’s how to create a backup of your QuickBooks Desktop data:

  1. Open QuickBooks and log in to your company file. 
  2. Go to the “File” menu, select “Back Up Company”, and then choose “Create Local Backup.” 
  3. Select “Local Backup,” pick your backup destination, and click “Next” to set preferences. 
  4. Click Save to initiate the backup. 
Screenshot showing how to back up QuickBooks Desktop locally.

Image credit: Rightworks

Be sure to include the following data types in your backup:

  • Company files (the core business data).
  • Custom reports (personalized reports for analysis).
  • Templates (invoice templates, purchase orders, etc.).
  • User preferences (settings customized for your workflow).
  • Customer and vendor information (contact details and histories).
  • Payroll data (for employees and tax filings).

Ensure data compatibility

Check the QuickBooks software version and file formats. QuickBooks files created in older versions may not be fully compatible with newer versions, potentially causing issues when opening or processing data. Also, check that both systems meet QuickBooks’ hardware and software requirements to avoid performance issues.

Use the following compatibility checklist to guide your transfer:

  • Software version compatibility: Ensure both computers are running compatible QuickBooks versions.
  • Operating system compatibility: Confirm that the new system is on Windows to support your QuickBooks version.
  • File format compatibility: Verify that the new version of QuickBooks supports your company files.
  • Hardware requirements: Check if the new computer meets QuickBooks’ minimum hardware specifications.
  • Data backup: Ensure a complete data backup before proceeding with the transfer.

Deactivate QuickBooks on the old system

Close any open QuickBooks files and sign out of your account. Go to the “Help” menu in QuickBooks. Then, select “Deactivate QuickBooks.” Follow the prompts to complete the deactivation process. Ensure the program is fully unlicensed and no longer running on the old system.

Having trouble with the deactivation process? Here are some common challenges and possible solutions:

  • Error message during deactivation: If QuickBooks cannot deactivate, restart your computer and try again.
  • License not deactivating: Ensure you are signed in as an admin user to deactivate the software.
  • Lost or forgotten license number: Retrieve the license number by checking your original purchase email or QuickBooks account. If it’s gone for good, you’ll have to get in touch with Intuit support.

Update QuickBooks

Install the latest QuickBooks updates before transferring data to your new computer to ensure your new system runs the most current version of the software with all the latest features, bug fixes, and security enhancements. Installing updates beforehand helps avoid compatibility issues when transferring your data and ensures a smooth and efficient migration process. 

To check for and apply updates in QuickBooks:

  1. Open QuickBooks and select the “Help” menu at the top.
  2. Click on “Update QuickBooks” from the dropdown.
  3. In the “Update QuickBooks” window, go to the “Options” tab.
  4. Choose “Mark All” to select all available updates.
  5. Click “Save” and then go to the “Update Now” tab.
  6. Click “Get Updates” to download and install updates.
  7. Restart QuickBooks to complete the update process.

Transfer all important files to the new system

When transferring QuickBooks to a new system, move all related files and settings along with the company files. This includes custom templates, report configurations, user preferences, and any integrated third-party apps that might be in use. 

Keep an eye out for the following files and data: 

  • Company files (.QBW)
  • Backup files (.QBB)
  • Custom templates (e.g., invoice, report templates)
  • Custom reports
  • User Preferences and Settings
  • Third-party integrations or add-ons (e.g., payroll software, payment processors)
  • Attach documents (e.g., receipts, invoices linked to transactions)

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Key takeaways

Learning how to transfer QuickBooks to a new computer is a surefire way to ensure continuity while improving performance.

Remember that:

  • Migrating to a new computer can permanently solve nagging technical issues with your current system.
  • Backing up your data before migrating ensures data safety if the process goes wrong.
  • Ensuring software compatibility between both systems is key to the migration process.
  • Copying all related files completes the QuickBooks transfer process.

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How to transfer QuickBooks to a new computer FAQs

Can I access QuickBooks from any computer?

Yes, but first, your QuickBooks license should allow multiple users or installations. A multi-user license is required for QuickBooks Desktop to enable access from different machines. 

Additionally, the system requirements on each computer must meet QuickBooks’ hardware and software specifications. If using QuickBooks Online, access is granted via a web browser with no installation needed, but each user must have the proper login credentials and subscription plan to access the data.

Can I install QuickBooks on multiple computers?

Yes, but you must have the appropriate license. For QuickBooks Desktop, a single-user license allows installation on one computer. In contrast, multi-user licenses allow installation on multiple machines within the same company network, with each user needing a separate license. 

QuickBooks Online, however, is cloud-based, and users can access it from multiple if they have internet access and the correct subscription plan.

Does the Migrator Tool work for all versions of QuickBooks?

No, it doesn’t. The QuickBooks Migrator Tool is designed to transfer QuickBooks Desktop files between computers. It works with QuickBooks Desktop Pro, Premier, and Enterprise versions. However, the tool is only available for properly licensed and updated 2018 and newer versions of QuickBooks Desktop. It is not compatible or necessary with QuickBooks Online, which uses cloud-based technology. 

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How to process payroll in QuickBooks: Easy steps

Accounting, QuickBooks / By

Wondering how to process payroll in QuickBooks? This guide breaks it down—employee payments, taxes, and direct deposits made simple.

How to process payroll in QuickBooks: Easy steps Read More »

Employee compensation is as crucial as any other element in business success. There are often numerous variables to account for, and a seemingly innocent mix-up can leave you and your business in a bind for days — resulting in delayed salaries, tax payments, and ultimately messy financial records. 

Since you’re here, you’ve likely discovered that QuickBooks can simplify the payroll management process by helping you:

  • Accurately calculate wages and withholding taxes.
  • Process timely payments.
  • Stay compliant with tax regulations.
  • Handle deductions for benefits or retirement plans.

However, getting started might feel daunting. The good news is that you’ve arrived at the perfect place. This guide will walk you through simple, easy-to-follow steps on how to do payroll in QuickBooks like the professional that you are.

Let’s dive in!

What is payroll on QuickBooks?

Payroll is the management of employee payments to ensure everyone gets paid accurately and on time. It’s also a way for businesses to stay on top of taxes and deductions, keeping everything organized throughout the year. The payroll feature in QuickBooks essentially simplifies this process. An all-in-one tool, it handles everything for you, including:

  • Tracking work hours.
  • Calculating paychecks.
  • Filing your taxes automatically (depending on your plan).
  • Integrating with your accounting system.

How do I set up QuickBooks Payroll?

Setting up and running payroll in QuickBooks is a straightforward process.

Begin by selecting and paying for a subscription plan. QuickBooks offers three tiered plans ranging from $85 to $184 per month. Keep an eye out for limited-time discounts, as Intuit often provides promotions for new users. Note that the first two plans include an additional charge of $6 per employee, while the premium plan charges $9 per employee.

Once you’ve chosen a plan:

  1. Navigate to “Settings” and select “Subscriptions and billing” under the “Your Company” section.
  2. Locate “QuickBooks Payroll” and click “Subscribe.” If you don’t already have a credit card on file, you’ll be prompted to enter your payment information.
  3. After subscribing, QuickBooks will guide you through entering your business details, including work locations and tax information.

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How to process payroll in QuickBooks Online

QuickBooks Online Payroll makes managing payroll easier and more accessible than ever. With its cloud-based platform, you or your accountant can run payroll from anywhere in five easy steps, whether at the office, at home, or on the go!

Step 1: Confirm employee information and set up pay schedules

First off, verify the following employee information:

  1. Personal information, including full name, address, and phone number.
  2. Tax details, including Social Security Number or Employer Identification Number, tax deductions, or exemptions (ensure compliance with local labor laws).
  3. Employment status, including job title, employment type, and pay rate.
  4. Banking information (for direct deposit setup).
  5. Benefit information, including health insurance, retirement plans, or other benefits

While not necessary, it’s smart to set up a pay schedule for more efficient payroll:

  1. Go to the “Payroll” tab on the left-hand menu and select “Employees.”
  2. In “Employment details,” click “Start” or “Edit.”
  3. From the “Pay schedule” dropdown, select the pay schedule for the employee moving forward. Or, to create a new pay schedule, select “+ Add pay schedule.”
  4. Fill out the appropriate fields to determine how often they are paid (weekly, bi-weekly, semi-monthly, or monthly) and hit “Save.”
Screenshot showing how to access employee payroll in QuickBooks Online.

Image credit: QuickBooks

Once that’s done, you’ll input employee wages, benefits, and deductions. Then, you can track work hours, approve time, and let QuickBooks calculate your paychecks. When payday arrives, you only review and process the payments.

QuickBooks also handles payroll taxes for certain plans by filing them automatically for you! However, users of Basic or lower-tier plans may need to file taxes manually. 

Step 2: Confirm additional details like salary, memos, and hours

In the “Payroll” tab, select the employee whose information you want to update or confirm. On their profile page, you can easily check and edit their salary details if they are salaried employees, ensuring that the annual salary amount is correctly entered. For hourly employees, you’ll want to confirm the hourly rate and input the number of hours worked for the pay period. 

Screenshot showing the list of employees for payroll in QuickBooks Online.

Image credit: QuickBooks

You can also add memos or notes in designated fields to provide context or reminders related to specific payroll entries. 

Step 3: Preview payroll

Having made all necessary adjustments in the previous step, it’s time to review all the details before you finalize payments. Double-check employee hours, wages, tax deductions, and any benefits or adjustments to be sure everything is in order.

With pay schedules in place, proceed to create and send payroll. In the “Run payroll” section, select the employees you want to pay. Verify that the pay period and pay date are correct.

For hourly employees, enter their hours worked. For salaried employees, confirm their salary amounts. Once everything is accurate, click “Preview payroll” to review all details.

Screenshot showing a preview of running payroll in QuickBooks Online.

Image credit: QuickBooks

Pay attention to this review to avoid overpayments, underpayments, or incorrect tax filings, and ensure your team is paid correctly and on time.

Step 4: Submit payroll

Submitting payroll in QuickBooks Online is the last step in processing your reviewed information — employee wages, hours, deductions, and taxes. Once you submit, QuickBooks swoops in, distributing payments via direct deposit or checks, if configured.

All you have to do now is click “Submit payroll.” If paying by direct deposit, ensure that all bank account information is correct and submit payroll at least two business days before the pay date to ensure timely payments. For paper checks, QuickBooks provides an option to print them directly from the platform. Following these steps ensures a smooth payroll process for your business.

For eligible plans (e.g., Premium or Elite), QuickBooks can automatically file tax forms upon submission, making your business appear responsible and helping you avoid penalties. Note that automatic features may not apply to all employees (e.g., those with variable hours).

Step 5: Fix errors

To correct payroll mistakes in QuickBooks whenever they occur, review each entry carefully to identify variables in the payroll that contain the mistakes — like inaccurate wages, hours, or deductions.

To correct payroll mistakes in QuickBooks whenever they occur:

  1. Identify variables causing errors (e.g., incorrect wages or deductions).
  2. Navigate to the specific payroll entry requiring correction.
  3. Edit directly or reverse transactions if necessary.
  4. Re-submit only after verifying corrections (do not re-submit unless you check the new entries first!).

Promptly fixing mistakes can help save you from tax filing problems, maintain employee trust, and keep your records clean.

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Key steps for processing payroll in QuickBooks Desktop

QuickBooks Desktop payroll offers many of the same features as its online counterpart but with a more traditional software setup. Unlike QuickBooks Online, which is cloud-based and accessible from anywhere, QuickBooks Desktop requires installation on a specific computer and can be used offline. 

While both versions help businesses process payroll, the Desktop version may appeal to businesses with complex needs like job costing or tracking multiple pay schedules. Let’s explore the key steps involved in processing payroll using QuickBooks Desktop.

QuickBooks Desktop offers you three options:

  • Basic Payroll.
  • Enhanced Payroll.
  • Assisted Payroll.

Basic Payroll allows you to calculate payroll manually and print paychecks, while Enhanced Payroll offers additional features like direct deposit and tax calculations. Assisted Payroll provides full-service payroll, where QuickBooks handles tax calculations, filings, and payments on your behalf. Choose the one that best aligns with the level of support and automation your business requires.

Step 1: Advance to the payroll section in QuickBooks

Open the software and navigate to the top menu bar. From there, select the “Employees” option, which will drop down a menu where you can choose “Payroll Center.”

Screenshot showing where the Payroll Center is in QuickBooks Desktop.

Image credit: QuickBooks

This will take you to the payroll dashboard, where you can manage your payroll tasks, including running payroll, adding employees, and viewing past payroll transactions. 

Screenshot showing how to make a new payroll schedule in QuickBooks Desktop.

Image credit: QuickBooks

Step 2: Choose the specific type of payroll

From there, you can go to the “Employees” tab to the “Pay Employees” menu. You’ll see options for “Scheduled Payroll,” “Unscheduled Payroll,” and “Termination Check.”

“Scheduled Payroll” is the most efficient option and requires the least amount of manual effort down the road.

Screenshot showing the "Pay employees" option in QuickBooks Desktop

Image credit: QuickBooks

Step 3: Input payroll information

Start by entering details for each employee. This includes basic personal information, pay rates, tax filing status, and benefits or deductions. Then, verify the employee’s Social Security number and tax details. Next, input hours worked, overtime, bonuses, or commissions for the payroll period.

Screenshot showing the fields to fill in for scheduled payroll in QuickBooks Desktop

Image credit: QuickBooks

Step 4: Review and prepare paychecks

Carefully check each employee’s pay details, including hours worked, overtime, deductions, and tax calculations. Ascertain that all information matches your records and correct any discrepancies. Review wages, taxes, and net pay totals to ensure compliance with tax regulations and prevent costly errors. Once confirmed, prepare paychecks by selecting the payment method — direct deposit or printed checks. 

Step 5: Confirm payroll

Confirmation is the final step in this process. This is where you officially approve and process payroll. Before confirming, double-check all details, including:

  • Employee pay amounts.
  • Tax withholdings.
  • Payment dates.
Screenshot showing how to start scheduled payroll in QuickBooks Desktop.

Image credit: QuickBooks

Once confirmed, QuickBooks processes the payroll, initiates direct deposits, and generates paychecks or printable stubs if needed. This step finalizes payroll and submits necessary data to the system, ensuring employees are paid accurately and on time while maintaining compliance with tax regulations.

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Scheduled vs. unscheduled payroll in QuickBooks

Scheduled payroll is like clockwork — it happens on a set routine, whether weekly, bi-weekly, or monthly, ensuring employees always get paid on time. It’s great for salaried or hourly workers with consistent schedules. 

Unscheduled payroll, though, is more of a “just-in-time” solution. It’s used for one-off situations like bonuses, corrections, or last-minute adjustments outside the regular cycle. It’s important to note that it may incur additional fees depending on your plan.

Think of scheduled payroll as predictable and structured, while unscheduled payroll is flexible and there when you need it for those unexpected moments.

Payroll TypeProsCons
Scheduled payrollEnsures employees are paid at consistent intervals.Lacks flexibility for handling off-cycle or urgent payments.
Ideal for regular, predictable schedules.Payments for bonuses or corrections may be delayed until the next cycle.
Reduces administrative effort with automation.
Unscheduled PayrollAllows flexibility for bonuses, corrections, or urgent adjustments.Requires manual intervention, which can be time-consuming.
Helps address errors or special payments promptly.May lead to additional processing fees for off-cycle payments.

Key takeaways

Now that you’ve learned how to do payroll in QuickBooks, here are a few best practices to keep in mind while processing payroll for your business:

  • Ensure all employee details are complete and accurate, including personal information, tax forms (W-4 for employees, W-9 for contractors), and banking information for direct deposits.
  • Save a secure copy of your QuickBooks file before making payroll runs to prevent data loss.
  • Decide on a weekly, bi-weekly, or monthly payroll frequency that suits your business, and stick to it to maintain consistency.
  • Always preview payroll details before finalizing to catch any discrepancies in hours, wages, or deductions to avoid costly errors.
  • Review and update your payroll settings regularly to reflect any changes in tax laws or rates to ensure compliance and avoid penalties.
  • Use QuickBooks’ automated features (if available) to calculate payroll taxes and filing requirements, saving time and reducing the risk of errors.
  • Integrate a reliable time-tracking system to accurately record employee hours worked, which is essential for correctly calculating wages and overtime.

Interested in making payroll even easier?

With Method CRM, your employees’ hours sync directly to QuickBooks in real time—no more manual entry, no missed time. If you’re dealing with commissions, Method’s customizable reports calculate them for you, so you can ditch the spreadsheets and save hours.

The result? Everything stays up to date and accurate. Check out our video below for a closer look at what you can do with Method.

How to process payroll in QuickBooks FAQs

What is an unscheduled pay run?

An unscheduled pay run is a payroll process conducted outside the regular payroll schedule to address payments that cannot wait for the next cycle. It is commonly used for situations such as paying bonuses, commissions, correcting missed payments, or issuing final paychecks to terminated employees. This process ensures employees receive timely and accurate compensation in exceptional circumstances.

What are the different payroll options available in QuickBooks?

QuickBooks offers several payroll options tailored to different business needs:

  • QuickBooks Assisted Payroll: A feature of QuickBooks Desktop that takes care of the entire payroll process for you, including tax payments and filings.
  • QuickBooks Online Payroll: Includes three plans—Core, Premium, and Elite. These plans offer varying levels of automation and HR support, with Elite providing advanced features like tax penalty protection and personalized assistance.
  • QuickBooks Desktop Payroll: Offers Basic, Enhanced, and Full-Service plans. Basic covers payroll processing but excludes tax filing, while Enhanced adds tax filing capabilities. Full-Service handles all aspects of payroll, including taxes.

Is it possible to set up automatic payroll in QuickBooks?

Yes, QuickBooks allows you to set up automatic payroll for eligible employees. This feature is available in QuickBooks Online (not Desktop) and is ideal for salaried employees or hourly employees with consistent schedules. Once configured, QuickBooks automatically calculates wages, taxes, and deductions and processes direct deposits on schedule.

To enable Auto Payroll, you must complete your initial payroll setup in QuickBooks Online, select eligible employees for automatic processing, and ensure all tax information is accurate. This feature streamlines payroll management while maintaining accuracy and reliability.

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How to add an accountant to QuickBooks Online: Important steps

Accounting, QuickBooks / By

Want to make managing your books a breeze? Learn how to add an accountant to QuickBooks Online and set them up with the right access.

How to add an accountant to QuickBooks Online: Important steps Read More »

We all know that QuickBooks Online simplifies financial management with its robust accounting features, but that doesn’t mean the software can completely replace your accountant. Even the most powerful tools deliver better results when paired with expertise and guidance.

Inviting an accountant to your QuickBooks saves time and reduces costly mistakes by giving you access to:

  • Financial data you can trust.
  • Professional advice.
  • Accurate analyses.
  • Assistance with compliance.

This guide will walk you through the simple, secure steps outlining how to add an accountant to your QuickBooks Online account.

Let’s dive in!

What is an Accountant User?

An “Accountant User” is a specialized role in QuickBooks designed specifically for financial professionals who manage your business’ finances. This role provides access to advanced tools and features that help simplify critical accounting tasks and ensure your books are accurate, compliant, and ready for financial reporting. 

Key capabilities of an Accountant User:

Accountant Users in QuickBooks have the unique ability to:

  • Reconcile accounts: Efficiently match transactions to bank statements, keeping your financial records accurate and up to date.
  • Generate financial reports: Access detailed reports, such as profit and loss statements, balance sheets, and cash flow summaries, to provide actionable insights into your business performance.
  • Prepare tax documents: Organize and compile tax information to ensure compliance with local and federal regulations and minimize errors and penalties.
  • Adjust transactions: Make necessary corrections to entries, such as reclassifying expenses or adjusting journal entries, to maintain the integrity of your financial data.
  • Leverage expert tools: Use accountant-specific features like batch transaction editing and reclassifying transactions to save time and improve accuracy.

However, their access is restricted to what’s necessary for accounting tasks — they can’t view sensitive areas like payroll unless granted permission. This role makes it easier to work with your accountant while ensuring your financial information stays protected and confidential.

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Things you need before adding an accountant in QuickBooks

Now that you are ready to add an accountant to your QuickBooks online account, you must have a few things at hand before proceeding. Let’s look at them together:

The email address of the accountant

A valid and current email address is essential in learning how to add an accountant to your QuickBooks Online account. Email is the primary means of sending the invitation, and it is prompt and secure.

Double-check the address for accuracy to avoid delays or errors in granting access. This ensures you establish a smooth connection with your accountant, granting them access to the tools and data they need to help manage your finances efficiently.

Primary Admin access

Primary Admin access is the master key to managing everything in your QuickBooks Online account. As the Primary Admin, you have complete control over your financial data and account settings, making you the central authority for all user access and security.

Key responsibilities of the Primary Admin

  • User management: Invite, remove, or modify user roles to ensure only authorized individuals can access your QuickBooks account.
  • Account security: Safeguard your financial data by controlling permissions and monitoring account activity.
  • Collaboration: Seamlessly collaborate with your accountant or team by granting specific access tailored to their needs.
  • Full access: Manage every aspect of your QuickBooks account, from setting up features to customizing reports.

Only the Primary Admin is able to add accountants (and users) to your QuickBooks Online account, but the good news is that the role is easy to change. The catch is that only the Primary Admin can transfer their role, so you’ll need to identify that individual and have them change it if you need those permissions. Otherwise, you can just have them add your accountant.

How to add an accountant to QuickBooks Online in 4 steps

Adding an accountant to your QuickBooks Online account is a straightforward, step-by-step process:

Step 1: Log in to QuickBooks Online

As a QuickBooks user, you likely know how to do this step, or have done it already.

But just in case you need assistance — to log in to QuickBooks Online securely, follow these steps:

  1. Open your browser and navigate to the QuickBooks Online login page.
  2. Enter your registered email (or username) and password in the login fields.
  3. Click “Sign in” to access your account.
  4. If enabled, verify your identity using the authentication method of your choice — text code or authentication app.

Step 2: Navigate to the “Manage Users” section

  1. Now that you’re logged in, look for the settings icon (gear) in the upper right corner of your dashboard and click on it.
  2. In the dropdown menu that appears, find and choose the “Manage Users” option. This will take you to the user management page.
Screenshot showing where the "Manage users" function is in QuickBooks Online.

Image credit: QuickBooks

Step 3: Invite the accountant

  1. In the “Manage Users” section, find and click on either the “Accountants” or “Accounting Firms” tab, depending on your version.
  2. Type in the email address of the accountant you wish to invite.
  3. Click on the “Invite” button to send an invitation to your accountant.
Screenshot showing where you can invite accountants in QuickBooks.

Image credit: QuickBooks

Step 4: Ensure confirmation and acceptance

Follow these steps to confirm that your accountant has received and accepted your invitation:

  1. First, ask your accountant to check their email for the invitation from QuickBooks.
  2. Then, return to the “Manage Users” page.
  3. Click on that “Accountants” tab to see a list of all accountants invited to your account.
  4. Look for your accountant’s name on the list. If their status shows “Active,” they have accepted your invitation. If it still shows “Invited,” they are yet to accept it.

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How to give accountants access to QuickBooks Online with limited permissions

Typically, QuickBooks Online lets the Primary Admin give users different levels of access based on their role and the tasks they need to perform. There are three primary access levels: View Only, Limited Access, and Full Access. 

However, accountant permissions are not customizable. An accountant added through the accountant user role gets the specific permissions designated by QuickBooks to perform accounting and financial operations. The accountant can view, add, edit, and delete transactions but does not have administrative permissions to manage users or subscriptions.

Key takeaways

Adding an accountant to QuickBooks Online is a simple yet essential process for optimizing your financial management. 

Keep these points in mind:

  • Unlike Desktop, QuickBooks Online makes it straightforward to invite an accountant with just a few steps.
  • Ensure you have “Primary Admin” access to manage user invitations securely.
  • A valid and current email address is necessary when sending an invitation.
  • Granting access allows your accountant to help oversee your finances while you retain control over sensitive data.
  • The “Accountant User” role provides only the permissions needed for accounting tasks, ensuring your data remains protected.

Now that you know how to add an accountant to QuickBooks Online, you can start making life easier for everyone on your team.

However, don’t you wish you could also give your sales or admin team access to QuickBooks without sharing sensitive financial data? That’s where Method, the #1 QuickBooks CRM, comes in.

While your accountants manage the numbers, your team can use Method to access and update what matters to them—like sales, invoices, and customer details—without seeing confidential information. Plus, Method’s two-way sync with QuickBooks ensures updates happen instantly across both platforms. Check out the video below to learn more!

Ready to give it a go? Try Method free for 14 days—no credit card or contract required.

How to add accountant to QuickBooks Online FAQs

Can you add multiple accountants to QuickBooks Online?

Yes, you can add multiple accountants to QuickBooks Online, but there are some limitations to keep in mind. QuickBooks Online allows you to add up to two accountant users to your account.

Each accountant must be invited individually by entering their unique email address, and they will receive an invitation to accept and gain access. If your business requires more than two accountants, you may need to add additional users with customized roles or upgrade your subscription plan to accommodate broader collaboration needs.

Is there a free accountant on QuickBooks Online?

QuickBooks Online allows you to invite an accountant to access your account at no additional charge, but this only refers to providing access permissions. The actual services provided by the accountant (such as bookkeeping or tax preparation) will come at a cost as determined by the accountant.

Is accounting provided by QuickBooks?

QuickBooks does not offer direct accounting services like bookkeeping or tax filing. Instead, it gives users the tools to handle their own accounting or collaborate with a professional accountant who can access their QuickBooks data. You will typically hire an accountant separately if you need expert accounting services.

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The top 6 sales lead tracking solutions to never miss an opportunity again 

Sales, Small Business / By

Realize the full potential of your sales process with sales lead tracking and ensure that every prospect gets the attention they deserve.

The top 6 sales lead tracking solutions to never miss an opportunity again  Read More »

Does the fear of missing out on a potential sales opportunity keep you up at night? You’re not alone.

Anyone in sales or marketing has felt that anxiety at some point — whether from juggling too many prospects or managing the demands of a growing sales team.

The good news? There’s a solution.

Sales lead tracking software can eliminate those sleepless nights by helping you:

  • Stay organized.
  • Close more deals.
  • Maintain a steady flow in your sales pipeline.

Curious about the top tools to help you manage your leads effectively? We’ve compiled a list of six game-changing sales lead tracking tools for you to make the best choice for your unique needs.

But before we dive into the details, let’s take a moment to understand what lead tracking is and why it’s so critical.

What is lead tracking?

Lead tracking is the process of monitoring and managing potential customers or leads as they move through your sales or marketing funnel. It’s like following the breadcrumbs they leave behind so you can understand their interests and engage with them at the right time. For example, you might track whenever a lead:

  • Fills out a form.
  • Clicks on an email.
  • Visits your website.

Think of it as your way of staying organized and ensuring no one slips through the cracks. Sales lead tracking lets you:

  • See where your leads are in their journey.
  • Prioritize the hottest ones.
  • Guide them toward becoming loyal customers.

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Why does lead tracking matter?

Sales lead tracking helps you stay on top of your game when growing your business. Imagine trying to juggle all your potential customers without a way to keep track of where they are or what they’re interested in — it would be chaotic, right?

With lead tracking, you:

  • Stay organized: You’ll know precisely who’s interacted with you, what they’re looking for, and how far along they are in your sales process.
  • Save time and energy: Instead of chasing cold leads, you can focus on those most likely to convert.
  • Build better relationships: Tracking helps you understand what matters to your leads so you can connect with them meaningfully and not just send them generic messages.
  • Measure success: Monitoring the journey makes it easier to see what’s working (or not) in your marketing and sales efforts.

In short, lead tracking ensures you’re making the most of your efforts and delivering a better customer experience. 

Top 6 sales lead tracking solutions

1. Method

Method CRM is a top-notch sales leads tracking solution particularly known for its customizability and easy integration with QuickBooks and Xero. It’s ideal for businesses that want a lead management system tailored to their processes without being locked into rigid templates. 

Method organizes all your lead details in one place and automates repetitive tasks like follow-ups and reminders, saving time and keeping your team focused on closing deals. Its ability to adapt to unique workflows makes it a standout choice for businesses looking for flexibility and control.

Pros

  • Seamlessly syncs data to and from QuickBooks or Xero.
  • Highly customizable with help from in-house experts to fit your unique business needs.
  • Automates lead capture using web-to-lead forms.
  • Gives you a complete view of each lead, customer, and vendor, including purchase history and interactions.
  • Visualizes sales pipelines and tracks opportunities.
  • Provides out-of-the-box 24/7 customer self-service portals for access to documentation and paying invoices.
  • Automates follow-ups and reminders to keep everything on track.

Cons

  • Method is ideal for QuickBooks and Xero users.
  • The platform is currently available only in English.

Pricing

Method CRM has three pricing plans:

  • Contact Management: $25 per user per month.
  • CRM Pro: $44 per user per month.
  • CRM Enterprise: $74 per user per month.

Method CRM also offers a 14-day free trial with no credit card required.

2. Leadfeeder

A promotional product shot of Leadfeeder, showing its integrations.

Image credit: Leadfeeder

Leadfeeder brings a unique twist to lead tracking by focusing on website visitor insights. It identifies companies visiting your website — even if they don’t fill out a form — and provides key details like their industry, pages visited, and time spent on your site. This means you’re not just tracking clicks — you’re uncovering warm leads who are already exploring your offerings. 

Tailored for B2B businesses, Leadfeeder empowers you to turn anonymous website visitors into potential customers. Providing such insight helps you prioritize leads and reach out at the perfect moment, giving your sales team a strategic edge in closing deals.  

Pros

  • Website visitor identification.
  • Integration with popular CRM platforms.
  • Easy installation and navigation for unlimited users.
  • Unlimited contact storage at no extra cost.
  • Real-time data and alerts.

Cons

  • Primarily designed for B2B businesses.
  • Pricey compared to other options.
  • Relies on Google Analytics to function.
  • Not ideal for smaller websites.

Pricing

Leadfeeder offers a free plan with no time limit, but it’s limited to identifying up to 100 companies and retains visitor data only for the last seven days. Its paid plan starts at $99 per month, billed annually. For a monthly subscription, that jumps to $165. Your exact price tier depends on how many identified companies you net monthly.

3. Zendesk

Screenshot of the Zendesk Sell dashboard,

Image credit: Mopinion

Zendesk is known for its simplicity and versatility, making it an excellent option for sales teams that value organization and efficiency. It centralizes all your lead interactions — emails, calls, and chats — into one system so your team always knows the next step.

With automation tools for follow-ups and notifications, Zendesk keeps your sales pipeline moving smoothly. Plus, it’s super easy to integrate with other tools, making it a go-to for businesses looking for a straightforward yet effective lead-tracking solution.  

Pros

  • Multiple customization options.
  • Advanced reporting and analytics.
  • Customer history tracking across mediums or departments.
  • Integration with 1,500+ apps through the Zendesk Marketplace.

Cons

  • Not as suitable for small teams with a need for support.
  • Limited AI and workflow automation features on lower-price tiers.
  • Issues with data uploading and exporting.
  • Pricing increases quickly as you add more features and users.

Pricing

Zendesk offers several pricing plans:

  • Build your own: Starts at $19 per month per agent.
  • Suite Team: $55 per month per agent, billed annually.
  • Suite Growth: $89 per month per agent, billed annually.
  • Suite Professional: $115 per month per agent, billed annually.
  • Suite Enterprise: Contact their sales team directly.

Zendesk also offers a 14-day free trial.

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4. LeadSquared

LeadSquared dashboard

Image credit: LeadSquared

If your business requires a highly scalable and data-driven lead-tracking solution, LeadSquared might be a good choice. It excels in capturing, nurturing, and managing leads across multiple channels, from email and social media to phone calls and website visits. 

Its standout feature is its advanced lead scoring and segmentation, which help sales teams prioritize leads based on their engagement and likelihood to convert. LeadSquared is perfect for teams that want actionable insights into their sales pipeline and the ability to focus on high-potential leads.  

Pros

  • Tailored features for specific industries.
  • Automation for multiple processes.
  • Easy integration with popular CRMs.
  • Advanced lead scoring system.
  • Multi-channel lead capture.

Cons

  • Pricey.
  • Steep learning curve.
  • Reports of slow customer support response times.
  • Fewer third-party tool connections compared to other CRMs.

Pricing

LeadSquared offers two primary pricing plans tailored to different needs:

  • Sales Pro Plan: $50 per user per month, billed annually.
  • Sales Super Plan: $100 per user per month, billed annually.

LeadSquared also offers a 15-day free trial.

5. Keap

Keap Screenshot

Image credit: Keap

Keap combines lead tracking, email marketing, and automation into one powerful platform. Its automation workflows are a gamechanger, letting you:

  • Send personalized follow-ups. 
  • Schedule tasks.
  • Nurture leads without lifting a finger. 

Keap is especially popular with small businesses and entrepreneurs, thanks to its intuitive interface and all-in-one design. If you want a solution that tracks leads while finetuning your sales and marketing efforts, Keap is a fantastic choice.  

Pros

  • Simple, visual, drag-and-drop workflows.
  • Automated follow-up features.
  • Integration with popular third-party applications.
  • E-commerce functionality for handling online sales.
  • 100+ landing page templates.

Cons

  • Steep learning curve for many.
  • Reports of glitches and bugginess.
  • Reports of inconsistent customer support.
  • Email deliverability issues.

Pricing

Keap charges based on your number of required contacts and users. Plans have a minimum of 2 users and 1,500 contacts — pricing starts at $299 per month with a 17% discount if you pay annually.

6. ClickPoint

Screenshot of the dashboard in ClickPoint.

Image credit: Software Advice

ClickPoint specializes in helping sales teams convert leads faster by optimizing their workflows. It focuses on lead distribution, ensuring qualified leads go to the right salespeople at the right time. It is a favorite for teams that thrive on speed and efficiency because of features like:

It’s particularly valuable for real estate and finance industries, where quick follow-ups can make or break a sale.  

Pros

  • Comprehensive lead management.
  • Robust automation features.
  • User-friendly interface.
  • Exceptional customer support.

Cons

  • Limited reporting features.
  • High base and user costs.
  • Unexpected fees for additional features.
  • No free version.

Pricing

ClickPoint’s pricing starts at $450 a month for five users. Each additional active user attracts a $65 fee per month. There are also fees for “recommenced” features that include an unlimited dialing plan, calling, and texting.

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Tips for effective sales leads tracking

1. Leverage CRM software

Customer relationship management (CRM) software is your go-to tool for effective sales lead tracking and organization. It centralizes all your lead information — contact details, communication history, and stage in the sales funnel — into one easy-to-access platform. This means you won’t lose track of meaningful conversations or miss out on follow-ups. 

CRM tools like Method also offer reporting and analytics features, helping you prioritize leads and make data-driven decisions. Here’s an example of a sales dashboard where you can visualize your leads and opportunities centrally.

Screenshot showing a Method CRM dashboard.

2. Implement marketing automation tools

Marketing automation tools take the repetitive tasks out of lead tracking systems. It keeps the process efficient with features like: 

  • Sending follow-up emails.
  • Segmenting leads based on behavior.
  • Nurturing potential buyers with personalized content. 
  • Creating and sending invoices, estimates, work orders, and much more.
Customized order management screen in Method CRM for manufacturing businesses

These tools ensure no lead goes unattended while freeing up your time to focus on building relationships and closing deals.

3. Develop a lead scoring and qualification process

Lead scoring and qualification is like creating a “priority list” for your sales efforts. It helps you identify which leads are most likely to convert so you can focus your time and energy on where it matters most.

To score leads, assign points to leads based on specific criteria, like their:

  • Level of engagement (e.g., email opens, clicks, or website visits).
  • Demographic fit.
  • Interactions with your sales team.

The higher the score, the more qualified the lead is. For example, someone who downloads a product brochure and attends a webinar would score higher than someone who only visited your website’s homepage.

Lead qualification also involves using tools like the BANT framework (Budget, Authority, Need, Timeline) or similar methods to determine if a lead is ready to buy. Are they decision-makers? Do they have a budget? Are they actively searching for a solution? These questions help separate serious prospects from casual browsers.

Lead scoring and qualification ensure your sales team focuses on leads with the most significant potential, speeding up the sales cycle and increasing conversion rates. It also aligns sales and marketing teams by setting clear criteria for what makes a lead “sales-ready.”

4. Use UTM tracking with Google Ads

UTM tracking lets you see exactly where your leads come from when interacting with your ads. Adding UTM parameters to your Google Ads campaigns lets you track which keywords, ad creatives, or campaigns drive the most traffic and conversions. This level of insight helps you refine your strategies and invest in what works best to attract high-quality leads.

5. Use social media engagement as a tracking metric

Social media isn’t just for brand awareness — it’s a goldmine for lead tracking. Pay attention to likes, shares, comments, and direct messages to gauge interest and identify potential leads. Platforms like LinkedIn and Instagram also provide analytics tools to help you track engagement and understand what type of content resonates most. These interactions can offer valuable insights into customer behavior and signal when a lead is ready for more direct outreach.

Ready to start tracking your sales leads more effectively? Try Method free for 14 days.

Sales leads tracking FAQs

What’s the difference between lead management and opportunity management?

Lead management is the systematic process of identifying, nurturing, and converting potential customers, known as leads, into actual buyers. On the other hand, opportunity management focuses on managing specific sales opportunities that are most likely to convert.

How long does lead management take?

The duration of lead management varies significantly based on several factors, including the complexity of the sales process, the industry, and the specific strategies a business uses.

What is a lead vs. a prospect?

The main difference between leads and prospects is how qualified they are. Leads are a wider group of people who have shown some interest in your company, while prospects are those who have been checked out and are seen as more likely to make a purchase.

A fuchsia illustration of a person holding a discount price tag around shopping bags.

The difference between close rate vs. win rate and how to improve both

Sales, Small Business / By

Discover the difference between close rate vs. win rate, two critical sales metrics. See how to calculate and optimize them to drive growth.

The difference between close rate vs. win rate and how to improve both Read More »

When it comes to measuring sales success, the terms close rate vs. win rate often come up, but many sales teams struggle to understand how they differ — and why both matter. While they might sound similar, these two metrics offer distinct insights into how well your team is performing. 

In this article, you’ll learn the differences between close rate vs. win rate, how to calculate them, why each is significant — and most importantly, how you can improve both to boost your customers’ buying process and your sales outcomes.

Let’s begin by defining both terms. 

What is a close rate?

Your close rate is the percentage of leads or potential customers that end up making a purchase or completing a desired action. It’s a way of measuring how effective your salesperson or team is at turning interested leads into paying customers.

How to calculate sales close rate

Use the following formula to calculate your sales close rate:

Close rate = (Number of deals closed / Number of leads) x 100%.

For example, if your business had 100 leads and 20 of them bought your product:

Close rate = (20/100) x 100% = 0.2 x 100% = 20%.

This is a key metric that shows you how successful your efforts are in closing deals and can help you identify areas for improvement in your sales process.

What is a win rate?

A win rate is the percentage of sales opportunities or deals that you successfully win compared to the total number of opportunities you’ve worked on in a specific period. Your win rate reveals key trends and insights like:

  • Peak sales periods.
  • Top-performing sales representatives.
  • Successful sales strategies.
  • Common reasons for winning or losing deals.

How to calculate sales win rate

The formula for calculating the sales win rate looks like this:

Win rate = (Total amount of closed-won deals / (closed-won deals + non-closed)) x 100%.

Take the total amount of sales within a specific period, divide that by the total number of sales opportunities in the same period, and multiply the answer by 100 to get your answer as a percentage.

So, for example, let’s say you have 30 closed-won deals and 10 non-closed. Your sales win rate formula would look like this:

Win rate = (30 / (30 + 10)) x 100% = 0.75 x 100% = 75%

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What are the differences between close rate vs. win rate?

Close rate and win rate are both key metrics in sales, but they focus on various aspects of the sales process. While they might sound similar, understanding how to use each one can help you get a clearer picture of your business’s sales performance. Let’s break down the key differences.

Definition and scope

Close rate is a measure of how many leads or potential customers you turn into actual buyers. It’s about converting interest into a sale. On the other hand, win rate refers to the percentage of sales opportunities you win compared to all the opportunities you pursue.

Calculation method

Close rate is typically calculated by dividing the number of successful conversions by the number of leads or contacts you’ve engaged with. The win rate, however, is calculated by dividing the number of deals you win by the total number of opportunities for which you’ve competed.

Focus and insight

Close rate focuses on the efficiency of your sales process and how well you’re converting interest into action. Win rate gives you valuable insights into your competitiveness and how well you stack up against other companies in your market or industry.

Performance indication

Close rate indicates how well sales teams manage their pipeline, while win rate reveals how effectively they win deals. So, a high close rate with a low win rate may suggest issues with sales strategy or pricing.

Strategic implications

A low close rate might indicate you need to improve your qualification process or sales pitch, whereas a low win rate suggests you may need to adjust your overall strategy to be more competitive. The focus of improvement differs depending on which metric you’re looking at.

Time frame consideration

Businesses usually measure close rates over shorter time periods since they reflect the immediate success of converting leads into customers. Win rates often require a longer perspective, as they consider the outcome of complete sales cycles or competitive bids.

Impact on business metrics

Both metrics impact key business metrics in diverse ways. A high close rate typically leads to more revenue from existing leads, improving overall cash flow. Conversely, a high win rate could help you capture a larger share of the market, driving growth over time. Both play a key role in forecasting sales performance and planning for future growth.

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How to improve your close rate and win rate

If you’re tired of watching potential deals slip through your fingers, here are seven actionable strategies to help you seal more deals and propel your sales team forward.

1. Refine your lead qualification process 

Identify high-quality leads from the get-go by refining your qualification process using the appropriate criteria. This involves:

  • Asking the right questions.
  • Assessing buyer intent.
  • Scoring leads accurately.

Effective lead qualification helps you focus on viable prospects and avoid wasting time on unqualified leads.

2. Implement effective follow-up strategies 

Don’t let leads go cold! According to our research, 80% of sales are made between the fifth and twelfth points of contact with a prospect. Implement a structured follow-up process to nurture leads and keep them engaged. Do everything you can to keep that conversation flowing, which might involve:

  • Scheduled emails.
  • Phone calls.
  • Personalized messages.
  • In-person meetings.

3. Leverage data analytics and CRM tools 

CRM software and other communication tools allow you to track customer interactions, monitor sales performance, and gain valuable insights from collected data. This helps you make informed decisions and optimize your sales pipeline and entire strategy.

If you’re a QuickBooks or Xero user, Method is the #1 CRM tool for you. It helps your close rate and win rate by keeping your follow-ups on point and your deals in check, so no opportunity slips away. With a clear view of every lead, you’ll prioritize the right prospects, win more deals, and grow your business without breaking a sweat.

Plus, you get access to powerful workflow automation, customer portals with e-signature functionality, personalized communication tools, and much more. Check out the video below to learn more about what Method makes possible for your business.

4. Conduct competitive analysis 

Stay ahead of the competition with regular analysis and research. As a part of your research process, make sure you:

  • Identify market gaps.
  • Assess rival strengths and weaknesses.
  • Adjust your sales strategy accordingly.

This ensures you’re always one step ahead of the competition.

5. Focus on customer needs and pain points 

Focus on gaining a deep understanding of your customers’ needs, pain points, and motivations. Tailor your sales approach to address these concerns and demonstrate how your solution can solve their problems. Engage in a dialog with your prospects to handle objections and answer questions.

The better your customer service, the more likely you are to convert your prospects. Plus, this is a key opportunity to build your reputation and generate brand ambassadors and word-of-mouth referrals.

6. Align sales and marketing efforts 

When sales and marketing teams are on the same page, leads are better nurtured and messaging is consistent throughout the customer’s buying journey. Collaborative efforts ensure that Marketing provides high-quality, targeted leads, while Sales follows up with tailored, relevant solutions that close deals faster.

7. Leverage social proof and case studies 

Build credibility and trust with potential customers by showcasing success stories and social proof. To demonstrate your solution’s value and effectiveness, you should share:

  • Case studies.
  • Testimonials.
  • Reviews.

Online payments, automated leads, and customer management?

See how Method does it all

Wrap-up: What to remember

While they are interconnected, understanding the differences between close rate vs. win rate is crucial to implementing a fully functional sales strategy.

Your close rate reflects your ability to convert leads into customers. Improving your close rate should be a key focus if you’re looking to:

  • Optimize your sales process.
  • Increase efficiency.
  • Maximize the potential of each lead.

Win rate, on the other hand, is crucial for understanding how your solution compares to others and can indicate how well your team is positioned in the market. It gives you insights into what makes your overall strategy effective, revealing key trends both internally and externally.

Improving your close rate can positively impact the win rate and vice versa, so you want to focus on both metrics to improve sales performance.

Ready to improve both your close and win rates without the manual effort? Try Method free for 14 days.

Close rate vs. win rate FAQs

What’s more important between close rate vs. win rate?

Close rate and win rate are both crucial sales metrics, but they measure different aspects of the sales process. The importance of each metric depends on your sales strategy, goals, and stage of business growth.

What is the difference between conversion rate and close rate?

Conversion rate measures the percentage of leads that take a desired action (e.g., scheduling a demo), while close rate measures the percentage of opportunities that result in a closed deal. 

What is a quote-to-close ratio?

The quote-to-close (QTC) ratio measures the percentage of quotes or proposals that result in closed deals, indicating sales effectiveness and pricing accuracy. A higher QTC ratio suggests strong sales performance, while a lower ratio may indicate room for improvement in sales and pricing strategy.