In QuickBooks Desktop Pro and Premier versions, the Admin user (Administrator) can set up and edit user permissions. The Admin user is the one who initially creates the company file and assigns access levels to other users.
The Admin user has full access to all features and can manage user permissions, including:
Creating, editing, or deleting users
Assigning roles and specific access permissions
Granting or restricting access to areas such as reports, transactions, and lists
To set up user permissions, go to the Company menu, select Set Up Users and Passwords, and then choose Set Up Users. In order to access this area, you will need to enter the Admin password in the security box that opens.
For each area, you can assign one of the following access levels:
No Access
Full Access
Selective Access (with options to create, print, and generate reports related to the area)
If you choose to grant limited access, you will be editing permissions for the following areas in QuickBooks Desktop (Pro & Premier):
Sales and Accounts Receivable
Purchases and Accounts Payable
Checking and Credit Cards
Time Tracking
Payroll and Employees
Sensitive Accounting Activities
Sensitive Financial Reporting
Changing or Deleting Transactions
After editing the user permissions, a summary window will display the permissions you’ve assigned. Review this carefully. If any changes are needed, click the Back button. If everything looks correct, click the Finish button.
Using the Set Up Users and Roles option under the Company menu, you can customize each user’s access to ensure they only have the permissions necessary for their role within the organization.
Keeping track of bills and payments can be overwhelming, especially if you’re juggling multiple vendors. QuickBooks Desktop offers the Vendor Center as a single, convenient location to organize everything you owe—and what you’ve already paid. This feature not only streamlines your records but also gives you a clear view of your business finances. Below, we’ll explore how the Vendor Center works and why it’s a must-use tool for staying organized.
What Is the Vendor Center?
The Vendor Center in QuickBooks Desktop is a central hub that contains all the information you need about the people and companies you pay. Think of it like an address book for your business finances. Instead of juggling separate spreadsheets, files, and folders, you can manage all your vendor details in one easy-to-access place. When you open the Vendor Center, you’ll see a list of everyone you pay for goods or services, along with options to view bills, payments, and purchase orders.
Why It Matters for Staying Organized
Everything in One Place – The biggest advantage is convenience. By storing contact information, bill details, and payment records in the same location, you cut down on time spent searching for paperwork or scrolling through separate files.
Reduces Errors – When all your transactions are recorded in one system, you’re less likely to make mistakes such as double-paying an invoice or missing a due date. This reduces late fees and vendor disputes.
Clear Payment History – QuickBooks Desktop automatically connects your payments to the correct bills, so you can quickly see whether an invoice is paid, partly paid, or overdue. This can help you maintain good relationships with your vendors by staying on top of payments.
Better Insights – By checking out the Vendor Center, you can see how much you owe and to whom. This information can be used to plan future expenses, budget more accurately, and stay alert to any significant changes in your cash flow.
Step-by-Step: Using the Vendor Center to Track Bills and Payments
Open the Vendor Center – Start by selecting Vendors on the top menu bar in QuickBooks Desktop, then click Vendor Center. You’ll be taken to a screen that shows all your existing vendors in a list.
The Vendor Center is located under the Vendor menu
Add New Vendors – If you’re adding someone for the first time, select New Vendor at the top of the Vendor Center. Include the vendor’s name, contact details, and any other relevant information. This helps keep accurate records from the start.
There are 5 tabs for entering vendor information
Record Bills – When you receive an invoice or bill, record it in QuickBooks by selecting Enter Bills from the Vendors menu. Choose the correct vendor from your list, and make sure to fill in key details like the amount, due date, and any notes you need for reference.
Highlight the vendor then click Enter Bills
Pay Bills – To mark a bill as paid, go to Pay Bills in the Vendors menu. You’ll see a list of open bills, and you can select the ones you’re ready to pay. QuickBooks will automatically tie that payment to the vendor’s bill in the Vendor Center, keeping your records up to date.
You’ll see a list of open bills, and you can select the ones you’re ready to pay. QuickBooks will automatically tie that payment to the vendor’s bill in the Vendor Center, keeping your records up to date.
Review Vendor History – After you’ve entered bills and recorded payments, you can see each vendor’s outstanding and paid bills by clicking their name in the Vendor Center. This gives you a clear snapshot of your payment history with that particular vendor.
Highlight a vendor to see their activity. You can sort the activity by date and transaction types.
Tips for Getting the Most Out of the Vendor Center
Set Reminders: Take advantage of QuickBooks Desktop’s reminder features to alert you when payments are due. This ensures you never miss a deadline.
Use Notes: Each vendor record has a space for notes. Use this section to log special details like contract agreements or important reminders.
Keep Info Updated: Make sure your vendor details—addresses, phone numbers, and other key information—are always up to date. This saves time and helps avoid confusion.
Run Vendor Reports: QuickBooks Desktop offers standard reports that show details like open bills or recent payments. Checking these reports regularly helps you stay on top of any changes in your payables.
By entering bills promptly, marking payments accurately, and reviewing vendor histories, you’ll gain a clear view of your vendor accounts—helping you avoid mistakes and late fees while making better decisions about your spending. The Vendor Center is a handy tool for keeping all vendor activity organized and easy to manage.
A recurring payment is an invoice or sales receipt that automatically repeats on a schedule you choose—weekly, monthly, quarterly, or any frequency you need. When you set up a recurring payment, QuickBooks Online handles the repetitive work. You decide on the details and schedule; the program will do the rest.
This article will focus on automatic payments when you have the customer’s payment information on file. If you would like to learn how to set up a recurring customer invoice, read this article.
Step-by-Step Guide to Creating a Recurring Sales Receipt Transaction
Go to the Gear Icon in the upper-right corner of your screen.
Under the list menu, select Recurring Transactions. This will bring up a list of all your recurring items.
Click New in the top right corner to create your new recurring transaction.
Choose the Sales Receipt for the transaction type if you charge your customer’s card/bank account automatically (using QuickBooks Payments or another payment processor).
Name Your Template with a familiar name, like “Customer ABC Company Monthly Service Fee.” This will help you quickly find it later if you want to make changes.
Select Scheduled for the Type if you want QuickBooks to create, process, and send the receipt repeatedly automatically.
Set the Interval and Start/End Dates in the Interval section. In the Interval section, select how often you want the transaction to repeat (e.g., daily, weekly, monthly). Enter the Start Date (the first date you want this transaction to begin) and, if necessary, an End Date (the last date you want to charge them). You can leave this section blank or choose None if there’s no end date.
Select the Customer from the list and enter the Products/Services you’re charging for, the Rate, Quantity, and other relevant details. If needed, add discounts or Sales Tax (depending on your local rules).
Save the Template after double-checking your information for accuracy.
Tips for Success
Verify payment details to seeif you’re processing payments automatically.
Keep Customer Information Updated so receipts go to the right person or email address.
Review from Time to Time to ensure correct pricing, products, and services.
Automating these transactions minimizes errors and reduces the chance of forgetting to process your customers’ payments. Creating recurring payments in QuickBooks Online is straightforward, saves time, and improves cash flow.
Are you tired of manually entering bank transactions? QuickBooks Desktop has a tool called Bank Feeds that links your bank account to QuickBooks and automatically imports your transactions. It saves you time and helps keep your financial data accurate. Let’s explore what Bank Feeds can do for you and how to get started.
What Are Bank Feeds?
Bank Feeds is a feature in QuickBooks Desktop that connects your bank account directly to your QuickBooks company file. Instead of entering each deposit, check, or purchase yourself, Bank Feeds automatically pulls this information from your bank. You then review, match, and add each transaction to your QuickBooks records.
Why You’ll Love It:
Faster Data Entry: Most of your bank activity appears in QuickBooks without manual effort.
Fewer Mistakes: Reduces errors that can happen when you enter transactions by hand.
How to Turn on Bank Feeds
Check Your Bank’s Compatibility: Many banks in the United States support QuickBooks Desktop. You can confirm this by checking your bank’s website or looking inside QuickBooks for a list of available banks.
Open Bank Feeds Setup: Go to Banking > Bank Feeds > Set Up Bank Feeds for an Account in QuickBooks Desktop.
Choose Your Bank and Enter Details: Choose your bank from the list and enter your login information. QuickBooks will securely connect to your bank’s website.
Link to the Correct Account in QuickBooks: Pick the account that matches your real bank account. This ensures transactions end up in the right place.
Reviewing and Accepting Transactions
After you’ve set up Bank Feeds, QuickBooks can download your recent transactions. Here’s how to review and add them to your books:
Download Transactions: Go to Banking > Bank Feeds > Bank Feeds Center. Click Download Transactions to get the latest data from your bank.
Match or Create Transactions: QuickBooks will try to match new downloads to existing records. If it finds a match, you can approve it. If it’s a new transaction, label it with the proper category (such as “Utilities” or “Office Supplies”) and add it.
Confirm and Add to Register: Confirm the transaction once you have matched or assigned a category. QuickBooks moves the transaction into your bank account register.
Tips for Success
Reconcile Regularly: This helps you spot errors, such as missing or duplicate transactions or anything else that isn’t quite right with your accounting.
Create Rules: To save time, create rules. For example, if you often buy from the same supplier, you can set a rule so QuickBooks automatically labels that expense correctly in the future.
Check for Bank Fees: Check for any charges your bank might have for using direct connections to QuickBooks. Some banks offer free access, while others might charge a small monthly fee.
Stay Secure: Always protect your login details. If you change your password with your bank, update QuickBooks as well to keep the connection working smoothly.
Give Bank Feeds a try, and watch your manual data entry shrink. That means less time crunching numbers and more time focusing on what truly matters—growing your business!
Running a business means keeping your clients informed, especially regarding pricing. No one likes surprise costs at the end of a job! That’s where QuickBooks Desktop’s Estimate feature comes in handy. It lets you provide a clear breakdown of expected costs before any work begins, keeping everyone on the same page.
What is an Estimate in QuickBooks Desktop?
An estimate is like a quote or proposal—it gives your client an idea of how much a job or service will cost before you start the work. It’s not an invoice, meaning your client isn’t being billed yet. Instead, it’s a way to outline the expected costs so there are no surprises later.
Why Should You Use Estimates?
Here’s why using the Estimate feature in QuickBooks Desktop can be a game changer for your business:
✅ Builds Trust – Clients appreciate knowing what to expect before committing to a job.
✅ Prevents Misunderstandings – Laying out the details in writing reduces confusion and back-and-forth communication.
✅ Speed Up Invoicing – Once the job is done, you can convert the estimate into an invoice with just a few clicks.
✅ Helps with Planning – Having estimates in QuickBooks makes it easier to track potential income and manage your workload.
How to Create an Estimate in QuickBooks Desktop
Creating an estimate in QuickBooks Desktop is simple! Follow these steps:
Open the Customers menu.
Click on Create Estimates.
Step 2: Fill in the Client’s Information
Select your customer from the drop-down list. If it’s a new client, you can add them on the spot.
Choose the job (if applicable).
Step 3: Add Items to the Estimate
List out the products or services you’ll be providing via the Item dropdown list.
Enter the quantity, rate, and total cost for each item.
Double-check that everything is accurate.
Step 4: Include Any Notes or Terms
Include any special conditions, deadlines, or terms the client should be aware of in the memo or description section.
Step 5: Save and Send
Click Save & Close or Save & New if you’re creating another estimate.
To send it, click Email or Print and provide it to your client.
What Happens Next?
Once your client approves the estimate, you can proceed with the work. If necessary, you can edit the estimate or create a new one.
When the job is done, converting the estimate into an invoice is super easy:
Open the estimate
Click Create Invoice
QuickBooks will pull in all the details, so you don’t have to enter them again!
Tip: Track Your Estimates
You can always check the status of your estimates by going to Reports > Jobs, Time & Mileage > Job Estimates vs. Actuals Summary. This helps you compare estimated costs with actual expenses and adjust future pricing.
Final Thoughts
Using the Estimate feature in QuickBooks Desktop keeps your pricing transparent and professional. Clients will appreciate the clarity, and you’ll save time when it’s time to send an invoice. If you haven’t used estimates before, try it on your next job—you’ll love how easy it is!
