r/QuickBooks

We have so many softwares at my work (construction). We are using an outdated system to track inventory and the manufacturer no longer supports the software version we have. It is not smooth to use as well.

1 software we are unlikely to give up is QB. So, I am thinking of just using QB to track inventory. Give the shop guy limited access to QB so he can do the initial entry of all materials and tools we buy. He assigns it to projects based on use. Reports are easy to generate. In theory, this should work.

Has anyone done this? Pros, Cons? Thank you!

This has been hanging around for years. Because- reasons. Anyways I have a billon unapplied credits. Doing them one by one across multiple customers like this would take forever. Any thoughts?

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We're a startup CM/GC, on Ramp since October. Overall it's worked well — a few sync errors, but manageable.

Our stack:

• Autodesk Forma — project management and day-to-day project budgets
• QuickBooks Online — back-end accounting
• Ramp — expenses and bill pay

We recently turned on the Autodesk ↔ QBO integration, which shuffles costs between the two. Our budgets use CSI Masterformat — about 1,000 possible line items, of which any given project uses 40–150. Those live in QBO as Products & Services (not the Chart of Accounts) since they roll up to ~5 COA lines and would otherwise pollute the COA.

Before the integration, we just coded credit card and reimbursement expenses to a COA line, then manually re-allocated them to the right CSI code in Autodesk each month. With the integration live, expenses need to be coded directly to a Product & Service.

We can do this in Bill Pay, but not in Expenses. Ramp support told me today they don't think it's possible and are looking into it. That makes no sense to me:

1. It's the same coding mechanic as picking any other line item.
2. Ramp already lets us add "CSI Code" as an accounting field — and literally prompts us to require it — but then won't actually let us require it (see screenshot).

Anyone else running Ramp + QBO Products & Services this way? Is there a workaround I'm missing?

If not and we are required to manually allocated these Ramp becomes essentially useless for expense management.

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I reached out to a client today about a past due invoice. She let me know that it was paid a month ago via the link that was sent in the email with the invoice. Sure enough, the payment was listed in her account under “received payments” but it was not reflected in her balance due. I confirmed it was deposited in a batch with several other payments made that day. This is concerning to me.

We are updating our company admin and collaboration processes. We've realized we're paying for subscriptions to software that our teams aren't really using anymore. We've been good about using a Class line for most software services. So, I think we have a handle on them. But I'm wondering if QB online has a way to search for all reoccurring payments/subscriptions (some are paid monthly, some are yearly.). To quickly search. The consumer version of this is Rocket Money (at least what I've seen in their ads). Before I go line by line, I wanted to see if there is a function in QB that can do this.

A new feature has been added to my account where QBO automatically tries to charge the card saved to my customers' accounts each time I create a new invoice. I have to manually turn it off every single time I create a new invoice, or else QBO will charge the card without my customers' consent and before they have even had a chance to review the charges.
For most of these customers, the card saved isn't even designated as the primary payment method. They prefer to pay with check or ACH, but QBO is trying to charge the card they gave me 10 years ago when they first enrolled as a client.
It's absolutely mind-boggling that the developers would think this appropriate.

I send hundreds of invoices each week, and having to turn this off manually for every single one is bound to lead to an error resulting in charging a customer's card without their consent.

They have not given me the ability to turn this feature off, so I am currently stuck adding 4 extra clicks per invoice and suffering anxiety & anger over the situation.

I have spent the last couple days trying to figure this out. Searching everywhere for anything to try. We have worked with support too and will be reaching out to them again later today.

When we make an invoice we add the billable time for the job from the last cycle like we have done forever. That time isn't clearing or marking as billed. HELP! This isn't happening on all jobs. sos

My company is moving from Desktop to Online soon. I'm looking to up our game by integrating some services to streamline a few things. One is for something to import our Shopify and Amazon channel sales directly into QBO. Second big one is something for shipping, where we can use our own accounts/rates, ship in bulk, send tracking/cost info to the relevant places, etc. There's a lot of options, I see, but I'd appreciate hearing from actual users what has worked out well for you guys. Thanks in advance.

Hi everyone, alot of my clients prefer to pay via Venmo. However the fees for quickbooks are SO high. They just venmo my business venmo account and I transfer the money into my bank account. Does this mean that quick books is counting the invoice that I mark as paid, as well as the venmo transaction?

how do you actually catch things like:

1. duplicate or near-duplicate transactions

2.sudden spikes in invoice amounts vs normal

3. patterns backdated edits or deleted entries

4. unusual vendor/customer activity

Do you rely mostly on reports/audit logs, or do you have some workflow to review these?

I’ve noticed these don’t always stand out unless you go looking for them, so curious how others handle it in practice.

I am hearing through the rumor mill that all QBD is going to be discontinued soon. And yes, we have been told this for YEARS. I am receiving important service notices stating that anything prior to this version is going away, but I have not received the discontinuation notice for 2024. When I spoke to an advisor months ago, he told me that Accountants Desktop Plus was grouped in with Enterprise and is NOT going away. Has anyone heard anything different? I want to be prepared in case the sun sets on the only product I like to use. My user name on Intuit is IH8Quickbooksonline if that tells you anything.

Is it just me or my computer? But after the AI update, that most of us Quickbooks users hated, Quickbooks Online has become so slow and unresponsive. I have a 2025 MacBook, High speed internet, yet every time I open quickbooks it's painfully slow...

Anyone knows a way to solve this?

Hello,

I'm trying to open Quickbooks Payments for my employer. It was declined (no reason stated). We recieved the email stating such.

At the same time, we also received an email stating "Good news! Your payment processing limit increased to $200,000.00"

Can someone please help me understand this?

I would reach out to support, but I've seen others on here saying it's a nightmare.

Thank you.

I have a client who must pay some bills in cash so they withdraw from the ATM. As you might imagine, this results in the use of cash with no idea what it was used to purchase. I am wondering how your organization handles this. My thought is to set up a rule where all ATM withdrawals go to an asset account called cash or atm cash. I would then make categorizing transactions and making the atm cash account zero as part of month end close.

1. How do you handle atm withdrawals?

2. Any thoughts on my approach?

Hey everyone, I need some advice on the cleanest way to handle internal transfers.

I have two separate QuickBooks files for two different locations, but they both fall under the same EIN. One location is not operational yet, so I'm transferring funds to it to cover start-up costs. This money isn't really a "loan" the new location isn't going to "pay it back" in the traditional sense.

When I consolidate the financials, I want these to just cancel out. My original thought was to just record it as Expense in one and Income in the other, but I’m worried that will mess up my actual P&L for tax purposes since it's the same legal entity.

My current plan:

• Sending Company: Other Current Asset ("Due from Location B")
• Receiving Company: Other Current Liability ("Due to Location A")

Does this sound right for a same-EIN setup? Or should I be using Equity accounts (Distribution/Contribution) since the money won't be repaid?

Thanks for the help!

I know I’m just screaming into the void here. The most recent change regarding the way that payroll taxes are being automated was the final straw. QBO barely works as is, and now they’re taking away our option to manually approve tax payments? Nevermind the fact that my blood pressure rises every time I open the dashboard and have to click through 15 popups before I can even look at my payroll, or the random “unnamed company” that pops up on the sign in page every so often, or the missing transactions because QB decided to take a break.

I’m a freelance software engineer trying to run my business. I do not have the time or patience to deal with a software that’s essential to my company while simultaneously fighting against it.

That being said, what kind of things would you want to see in a QB replacement? I’m really just curious. This post was just me throwing a rage-fit, I haven’t actually built anything.

Yup thats professional!

Ugghh...these are ridiculous. I can see the option to "Switch to Default Message" on the reminders, however I have to wait for the AI to write the nonsense message first and its slow. It seems to be taking between 10-30 seconds until it finishes then I can select the option to go back to our standard human message. It's just becoming an inconvenience.

Is there anywhere in the settings where I can disable the AI from trying to write a message first? I couldn't find it.

Also yes I accidentally sent one out with the missing sock joke because I didn't notice it switch over from our message to the AI one until after a few invoices in.

Long story short, I work for a very small family owned business. When I first started there I put my address when I was living out of state from where my workplace is. They never noticed it and when I got my w2 it shows me owing taxes to the out of state and they informed me I could not file with those out of state taxes because they’re not licensed out of state? Whatever. So since January I’ve been waiting for quickbooks to update my w2 and to update my address to stop taking taxes out for the other state. The owner of the business has called them a few times and they just say it’s processing. He told me to file an extension on my taxes.

Is this normal? I won’t owe taxes and I’d be getting a small $600 refund so I’m not like super worried about it but it’s almost May and it’s so odd to not have this corrected. My paychecks still have the other state taxes coming out. They use quickbooks for payroll.