5 Best Practices for QuickBooks

Posted by Nick Sampson on Apr 4, 2017 8:30:00 AM
Nick Sampson
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I help many of our clients manage their bookkeeping using QuickBooks, and I've found that regardless of the business type—recreation, manufacturing, technologycertain best practices apply across the board.

These five best practices are the fundamentals that I believe will keep your bookkeeping environment organized, efficient, and accurate:

  1. Protect your data.
    Your financial data is vital to your business, and it's important to keep it protected. First and foremost, choose a strong password, and change it on a regular basis (Click on the Company tab > Set Up Users & Passwords). It's also critical to keep your data safe from technological threats by backing up your QuickBooks regularly, as well as any time major changes are made. Lastly, you may want to protect your data internally, by restricting user access so that different levels of users have access to a custom set of features based on their needs.
  2. Set yourself up for success.
    We've all been there—you're short on time, so you tell yourself, "I'll come back and fill the rest of this in later", only to never get around to it. Your system is only as good as the data you enter, and when it comes time to reconcile or send invoices, having accurate and complete data will save you a headache. Be sure to use the correct name type (employee, customer, vendor) for each entry—by doing this upfront, you'll already be organized at year-end. It's also wise to set up 1099's for any potential vendors upfront—simply click the "Vendor Eligible for 1099" box on the Tax Settings tab.
  3. Reconcile regularly.
    Consistent reconciliation can make a huge difference in your financial records. By reconciling throughout the month, you'll always have a high-level picture of what's happening in your business. You can confidently close each month and move on to the next, without worrying about inconsistencies that might pop up at the end of the year.
  4. Customize it.
    Make your QuickBooks work the way you do. Does spell check make it difficult to enter company names? Turn it off (Go to Edit > Preferences > Spelling > Uncheck the box labeled "Always Check Spelling"). Having trouble finding what you're looking for? Customize the icons that appear on your Icon Bar, to make it easier to find the ones you use most frequently (Go to View > Customize Icon Bar).
  5. Ask for help!
    Don't be afraid to ask a professional for help. Your CPA can be a great resource to answer any questions you have about using QuickBooks. There's even a feature called "Ask My Accountant", which allows you to save items that you're unsure of, to be brought up with your CPA during your next meeting.

By following these basic principles, you'll pave the way for success in QuickBooks. If you have a question, or would like more specific tips, leave a comment below—I'm happy to help!

Topics: Accounting, QuickBooks