The top QuickBooks Online trends to watch out for

Join top 100 ProAdvisors Kelly and Laura for the top QuickBooks Online trends for 2023.

Now more than ever, keeping up with the latest trends in financial management technology takes significant time and research.

But by adopting the best QuickBooks Online tips, you’ll strengthen your financial strategy and put your business in an optimal position to scale.

Rewatch the webinar session to learn:

  • How to safeguard your QuickBooks data.
  • The newest features rolling out in 2023.
  • Our top 9 best QuickBooks Online tips.

From connecting your bank accounts and setting up recurring transactions to leveraging apps in the QuickBooks ecosystem, revisiting this webinar will catch you up on the best QuickBooks Online tips, features, and strategies to stay competitive.

Let’s get started!

Webinar snapshot: Essential points summarized

How to protect your QuickBooks data

Whether it’s fraud prevention or cybersecurity measures, having a reliable plan makes all the difference.

Before we dive into the best QuickBooks Online tips, here are some practical steps to safeguard your QuickBooks data.


An excellent step towards fortifying your QuickBooks data security is implementing two-factor authentication (2FA).

This process provides an additional layer of protection by requiring both a password and a unique code sent to your mobile device.

As a result, you drastically reduce the risk of unauthorized access, as a hacker needs both your password and the unique code to get into your account. So, always make sure to enable 2FA in your QuickBooks preferences.


When integrating with QuickBooks Online, always start with the apps Intuit has vetted in the QuickBooks App Store, also known as

These applications have undergone rigorous security checks, ensuring compatibility and alignment with QuickBooks Online.


No matter your industry, encrypting your confidential data is a must. You should always use encrypted communication tools when exchanging sensitive information.

Unencrypted emails are convenient, but a common vulnerability. So, it’s important to remember never to share confidential data via email and rely on more secure communication methods instead.

Additionally, avoid storing sensitive data, like credit card or bank account information, in QuickBooks’ notes fields or on your customer’s profile.

Accounting segmentation

Accounting segmentation refers to a separation of duties in the accounting process. This practice allows different team members to handle different parts of your accounting process, each with specific permissions in the software.

For example, you can set up a system where one person enters a bill, another approves it, and a third makes the payment. Accounting segmentation:

  • Increases the efficiency of your financial operations.
  • Adds another layer of security.
  • Ensures no single person has complete control over your money flow.

In addition to these measures, actively keeping your response plan relevant is vital. This plan outlines the steps to take in case of a security breach, and you must update it as staff changes or customer needs evolve.

The goal is not to instill fear but to have a preventive strategy. The more secure your QuickBooks Online data is, the more efficient your operations will be.

What’s new in QuickBooks Online for 2023

As QuickBooks continuously enhances its product offerings, 2023 comes with many significant upgrades that will improve your financial management.

Here are some of the best QuickBooks Online tips for implementing the latest and upcoming features.

Asset tracking

QuickBooks Online Advanced is delving into the mid-market with its new asset tracking functionality, currently in beta mode as of the QuickBooks Connect conference that took place in December of 2022.

This upcoming feature offers a more organized, efficient way to monitor and manage your business’s tangible and intangible assets.

QuickBooks Business Network

QuickBooks is taking connectivity to a new level with the launch of the QuickBooks Business Network. This platform connects QuickBooks users to each other, letting them share invoices and communications directly in the software.

The network records these invoices as bills and manages payments internally in your QuickBooks system, and as a result:

  • Eliminates manual data entry.
  • Reduces human error.
  • Speeds up transactions.

Revenue recognition tool

Initially designed as a simple journal entry, QuickBooks’ new revenue recognition tool has evolved into a separate transaction type with its own set of schedules.

This tool lets you recognize revenue more accurately, ensuring you follow accounting principles and that your books truthfully reflect your company’s financial health.

Aside from these significant updates, QuickBooks is also revolutionizing its reporting tools.

Advanced users can now connect their QuickBooks Online account to Excel, creating a live data flow that updates custom profit and loss (P&L) statements (and other reports in Excel) with a simple click.

Now, let’s take a look at the nine best QuickBooks Online tips to simplify your accounting processes.

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9 best QuickBooks Online tips for new users

Here are our best QuickBooks Online tips to optimize your usage and get the most out of this powerful financial tool.

1. Connect your bank accounts

Start by connecting all your bank accounts to QuickBooks Online. This:

  • Reduces data entry, saving valuable time.
  • Improves financial accuracy and transparency.
  • Automates your transaction process.
  • Gives you a real-time overview of your cash flow.

2. Set up items for every product or service you provide

QuickBooks lets you set up items for every product or service you offer, enhancing your invoices and inventory tracking.

This feature gives you detailed insights into your most profitable lines, helping you identify areas for improvement.

3. Use the Undeposited Funds account for deposits

Use QuickBooks’ Undeposited Funds account to track customer payments you’ve received but still need to deposit into the bank. This:

  • Provides an extra layer of accuracy and control.
  • Makes dealing with multiple payments easier.
  • Keeps you organized so no payments fall through the cracks.

4. Reconcile your bank account every month

Reconciling your bank account monthly ensures your QuickBooks transactions match your bank statements, helping you spot and resolve discrepancies promptly.

5. Set up recurring transactions

Setting up recurring transactions is a great way to automate, speed up, and simplify financial processes. This feature is perfect for:

  • Subscriptions.
  • Rent payments.
  • Any regular transactions.

6. Pay bills online directly in QuickBooks

QuickBooks lets you manage and pay your bills directly in the platform to ensure timely payments, enhancing cash flow management and budgeting.

7. Save your favorite reports

Save your go-to QuickBooks reports for quick access. You can also personalize these reports to match your business specifics, making data analysis easier and more valuable.

8. Find a QuickBooks ProAdvisor

Getting a QuickBooks ProAdvisor on board greatly enhances your QuickBooks experience.

These consultants are certified by Intuit and offer expert advice, training, and guidance to help you optimize your accounting tasks and QuickBooks usage.

9. Use QuickBooks Online integrations

QuickBooks Online integrations help overcome the software’s limitations and extend its functionality.

From customer relationship management (CRM) systems to advanced inventory tools, there’s l an integration for every business need you can think of.

A great place to start is by signing up for a free trial of Method.

Method is the #1 CRM platform on Intuit’s, with over 1,300 five-star reviews from QuickBooks users and ProAdvisors.

With its seamless, two-way QuickBooks sync, you’ll always give your team the context they need to close sales faster and provide outstanding customer service.

Method also:

  • Lets you track every opportunity, customer, and lead.
  • Offers online portals to serve your customers 24/7.
  • Simplifies your estimates, sales orders, invoices, and more without needing you to log into QuickBooks.

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