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QuickBooks Online Accountant (QBOA):Central hub to:Access client accountsManage firm + workflowsIntuit Accountant Suite:All-in-one system for:Client managementCollaborationWorkflowsFirm operations
Created in QBOAOR client invites your firm
Overview = all clientsBookkeeping = QuickBooks clients onlyPayroll = payroll clients onlyMulti-entity = multiple entities
QB icon = has subscriptionNo icon = not using QuickBooksNotes vs Documents:Notes → internal onlyDocuments → shared with client
Click client → edit info, notes, documentsGear icon → customize list + show/hide inactiveCan view basic statuses:Banking, payroll, taxes
ProAdvisor tab:Benefits (points, tier)Training (ProAdvisor Academy)Work tab:Task/project managementAssign tasks + due dates
Full access to:Firm + clientsCan:Manage users
Books ReviewGuides period-end reviewEnsures accuracyChart of Accounts RuleAssets, Liabilities, Equity → Balance SheetEverything else → Profit & Loss
QBOA = central hubOverview = all clientsNotes ≠ client seesDocuments = client seesBooks Review = period-end checklistA/L/E = Balance Sheet
Manage Products & Services list, Customers listCustomize Sales forms, Account settingsUse correctly Estimates, invoices, sales receiptsRecord Customer payments & depositsUnderstand Statements, credit memos, refundsUse Recurring transactionsIdentify Relevant reports
Also called: Sales & Get PaidPurpose:Central hub for:InvoicesSales receiptsPayments
InventoryTracks quantity on handUsed for physical goodsRequires Plus/AdvancedNon-inventoryItems sold but NOT tracked in quantityServiceWork performed (ex: consulting, labor)BundleGroup of items sold togetherEach item still tracked separately
Can include:DiscountsBad debt
Categories group items → improve reporting & Insights
Contact infoPayment termsOpen balance (A/R)
Accuracy → fewer errorsCommunication → better serviceOrganization → easy accessMarketing → targeted strategies
Used for duplicatesOld customer → inactiveData transfersRemoves from active list⚠️ ONLY if balance = 0Otherwise → QuickBooks creates adjustment
Does NOT affect accountsCan convert → invoiceBefore work is approved
Creates Accounts Receivable (A/R)Includes due date & termsCustomer will pay later
No A/R createdDirectly increases cashCustomer pays immediately
Reduces A/RCan go to:Undeposited Funds
Used to:Combine multiple paymentsMatch bank depositsUsed for:Invoices AND sales receiptsWorks in:Cash & accrual accounting
Reduces A/RDoes NOT affect cashApplied to invoicesStore credit / adjustment
Decreases cashImmediate refund
QuickBooks Online Cert. Level 1
How to deliver end-to-end accounting workflows in QuickBooks and identify light-touch client advisory
100 ProAdvisor points | 7.5 CPE credits
Getting Started
What It Is (Basic Understanding)
👉 Key idea: everything is centralized
Client List (Know at a High Level)
How Clients Are Added
Tabs (Memorize Lightly)
2–3 Key Functional Differences
Basic Navigation Features
ProAdvisor + Work (Surface-Level Only)
Primary Admin (Light Awareness)
Small BUT Testable Concepts
Ultra-Quick Memory Section
Sales & Customers
You should be able to:
Sales Center
⚠️ Not all businesses use it (ex: regulated industries)
Setup Workflow
1. Products & Services List
👉 Foundation of ALL sales transactions
A list of items (products, services, fees, etc.) that a business sells and uses on every sales transaction.
Key Rule
👉 Every sale MUST include a product/service item
Item Types
Important Details
👉 Used to organize transactions
👉 Without categories = weaker reports
Customers List
Records that store customer details and track how much they owe (Accounts Receivable).
What It Stores
Why Detailed Info Matters
Key Actions:
Add / import (CSV) → bulk upload
Merge
Make Inactive
Sales Forms (CORE WORKFLOW)
A non-posting form that provides a quote to a customer.
Estimate
Definition:
A non-posting form that provides a quote to a customer.
Key Details:
When to Use:
Invoice
Definition:
A request for payment for goods/services delivered.
Key Details:
When to Use:
Sales Receipt
Definition:
Records a sale AND payment at the same time.
Key Details:
When to Use:
Payments & Deposits
Receive Payment
Definition:
Records payment for an existing invoice.
Key Details:
Undeposited Funds
Definition:
A temporary holding account for payments received but not yet deposited into the bank.
Key Details:
Bank Deposit (Noncustomer Deposits)
Definition:
Used to record money received NOT tied to a customer.
Credits, Refunds & Statements
Credit Memo
Definition:
A transaction that reduces a customer’s balance without returning cash.
Key Details:
When to Use:
Refund Receipt
Definition:
A transaction used to return money to a customer.
Key Details:
When to Use:
Customer Statement
Definition:
A summary of a customer’s activity.
Key Details:
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