​It’s impossible to have a clear picture of where your business is headed without regularly running QuickBooks’ built-in reports.
 
If you’re currently using QuickBooks, you know how it’s transformed your daily bookkeeping practices. You can create sales forms like invoices quickly and actually find them when you need them. Your customer and vendor records are organized and stored neatly for fast retrieval. You can accept online payments, track your inventory, and record billable time.
 
But if you’re not using QuickBooks’ built-in reports, you’re missing out on one of the software’s most powerful components. While you can look at lists of invoices, sales receipts, and payments, you can’t see in a few seconds who owes you money and how late they are in paying, for example. You’re not able to get an instant overview of who you owe. You can’t call up a customer’s history instantly, and it will take an enormous amount of time to see which of your items and services are selling and which aren’t.
 
These are just a few of the insights you get from using QuickBooks reports. Beyond learning about your company’s past and present financial states, you can make better business decisions that will improve your future.
 
Before You Start
 
QuickBooks’ reports are exceptionally customizable, as you’ll see. But before you start creating them, you should see what your general report options are. Open the Edit menu and select Preferences, then Company Preferences (which only administrators can modify). You’ll see this window:

​Before you start working with reports in QuickBooks, you should make sure their global settings represent your needs.
 
You can see in the image above that you can control your reports’ general settings. For example, some reports can be created on the basis of either Accrual or Cash. You can designate your preference here. Do you want the aging process to begin on the due date or transaction date? How much information should appear when Items or Accounts are displayed? What additional data should appear on your report pages (Report Title, Date Prepared, Report Basis, etc.)? You can specify your own Format or just accept the Default.
 
Statement of Cash Flows is an advanced report, one we don’t recommend you try to modify or analyze on your own. We can help with that when the report is needed, which is usually monthly or quarterly.
 
When you’re done here, click OK.
 
Learn What’s There
 
The best way to familiarize yourself with the reports that QuickBooks offers is to open the Reports menu and click Report Center. The content here is divided by type (Customers & Receivables, Sales, Purchases, etc.). Click around these lists and use the icons in each box to Run the current report, get more Info on it, mark it as one of your Faves, or view a Help file. You can choose the date range before you run it with your company’s own data.
 
Customizing Your Content
 
We mentioned before how customizable QuickBooks’ reports are. Customization options vary from report to report, but we’ll look at one example here. You’re likely to want to run Sales by Item Detail frequently to see what your most popular items are as well as what’s not doing so well. Find it in the Report Center by clicking the Sales tab, selecting it, and clicking Run. If you don’t have a lot of data in QuickBooks yet, open one of the sample files that came with the software (File | Open Previous Company).
 
With the report open, click Customize Report in the upper left corner to open this window:

​You have tremendous control over the content that appears in your reports.
 
There are four tabs here. Click on each to see what your options are.
 

• Display. Includes options like Report Date Range and Columns.
• Filters. What cross-section of your QuickBooks data do you want to see? Choose a filter, and the middle column will change to reflect your options there. You can add and remove as many filters as you’d like.
• Header/Footer. If you want to change the settings you established in Company Preferences, you can do so here.
• Fonts & Numbers. Contains display options.

 
When you’ve finished customizing your report, click OK to create it. Your modified report format will not be saved unless you click Memorize and give it a name.
 
Two Kinds of Reports
 
You can customize and run most of the reports in QuickBooks by yourself. But there are several that you’ll need our help with, beyond the Statement of Cash Flows that we mentioned before. These are standard financial reports, like the Balance Sheet and Profit & Loss. Ideally, we should be generating these for you on a regular basis so you can get more actionable, deeper insight into your company’s finances. You’ll definitely need them if you, for example, apply for a loan or seek investors.
 
Please contact us if you want to gain a better understanding of how QuickBooks’ reports can help you make better business decisions. You can’t know where you stand without them.

​Do you create the same transactions repeatedly? QuickBooks allows you to memorize them.
 
Accounting involves a lot of repetition. You send invoices and receive payments and pay bills, over and over. Sometimes they’re similar enough every month that you’d swear you already processed them.
 
QuickBooks has a feature that can both save time by reducing duplicate data entry and minimize errors. Once you’ve created a transaction, but before you save it, you can memorize it. Then when it comes up again, the software will have created a template that you can either send as is or make any changes necessary. If more than one transaction is due on the same day, you can save all of them as a group and dispatch them together.
 
This repetition is easy to set up, but you need to take care with it. Here’s how it works.
 
Sales and Purchase Forms
 
You can memorize multiple types of transactions, including invoices, sales orders, and bills. Let’s look at this process by creating a repeating invoice. You might want to use a sample file to practice. Open the File menu and highlight Open Previous Company, then select either a product or service-based company.
 
Click Create Invoices on the home page (or Customers | Create Invoices). Fill out the form using the sample data. In our example, we’re billing the customer for four weekly gardening sessions. Click Memorize in the toolbar or Edit | Memorize Invoice. This small window will open:

​When you memorize a transaction, you have multiple options for setting up its processing.
 
QuickBooks gives you three ways to handle the transaction. You can:
 
Add to my Reminders List. QuickBooks will add an entry in your Reminders list X number of days before the invoice should be entered. In order to get it, of course, you need to have Reminders turned on. Open the Edit menu and select Preferences, then Reminders | My Preferences. Click in the box in front of Show Reminders List when opening a Company file. Then click Company Preferences and select Show Summary or Show List next to Memorized Transactions Due and enter the number of days before the due date that you want to be reminded. Click OK.
 
Do Not Remind Me. You might select this for a transaction that doesn’t have a set schedule, just so it’s available when you need it.
 
Automatic Transaction Entry. Just like it sounds. QuickBooks will automatically enter the transaction according to the schedule you establish, changing only the date. If you select this option, you need to select How Often the transaction will be processed (Weekly, Monthly, etc.) and what the Next Date will be (be sure this date is in the future). In our example above, the customer only had a contract for a year, so we entered 12 (months), which included the Next Date. Then choose the Days In Advance To Enter.
 
When you’re done, click OK.
 
Adding to a Group
 
There’s a fourth option in this window: Add to Group. You can set up groups of memorized transactions whose due dates are the same, or similar enough to be stored together. Open the Lists menu and select Memorized Transaction List. Once you’ve memorized a transaction, you’ll see it listed there. Right click anywhere on that screen and select New Group to open this window:

​You can create Groups of transactions that have similar due dates.
 
Give your Group a recognizable name and fill out the rest of the fields, then click OK. It will now appear in the list of memorized transactions. Open or create a transaction that you want to include in the Group and click Memorize again. In the window that opens, click the button in front of Add to Group and click the down arrow next to the field for Group Name to open the list. Select the correct one and click OK.
 
Bills, Too
 
You can memorize bills, too, following a similar process, but we’d caution you about using the automated transaction entry option for these unless your payment is exactly the same every month.
 
If you do automate a transaction and the amount changes, or if you want to edit a memorized transaction for any reason, open the Memorized Transaction List. There are two ways to edit. If you want to change your reminder option, frequency, etc., highlight the one you want to edit and right click on it. Select Edit Memorized Transaction and make your modifications, then click OK.
 
If you want to alter the content of the transaction itself, double click on it, make your changes, and click Memorize. Click on Replace in the small window that opens, then save the transaction. You can also choose Delete Memorized Transaction and create a new one.
 
It’s not difficult to memorize transactions in QuickBooks, but you can get tangled up when you try to edit them or when you’re setting up the automated entry option. We encourage you to contact us if you’re unsure of these features, or when you’re dealing with anything in QuickBooks that is unfamiliar or complicated. We’re here to support you and your small business accounting operations in any way we can.

​Your QuickBooks company file is gold. Keep it safe from fraud and intrusions.
 
After the unprecedented year we’ve just experienced, the last thing you need is to have your accounting data compromised or stolen. It would be impossible to reconstruct your QuickBooks file from scratch, and you can’t afford to have a hacker steal any of your funds.
 
There are numerous steps you can take to protect yourself from threats, both internal and external. QuickBooks itself offers some safeguards. Strong company policies can also help safeguard against data theft or destruction. And some of your security guidelines should just come from using common sense.
 
Here’s a look at what you can do.
 
Keep Your Systems Safe
 
There are countless ways you can protect your data by maintaining the integrity of the computer that’s running QuickBooks. Some involve the same steps you would take to safeguard all of the applications and information you have stored there. You should have reputable antivirus/anti-malware software installed. Use strong passwords. Keep up with system updates.

​You can set up automatic updates in QuickBooks to download and install new functionality and bug fixes.
 
Updates and Backup
 
QuickBooks’ own updates are critical, too. You can start these manually, but we recommend setting up automatic updates. Open the Help menu and click on Update QuickBooks Desktop. Click the Options tab to access this tool.
 
Frequent, safely-stored backups are another essential element of overall data security. If your system is compromised by an intruder, you’ll need to be able to restore your most recent QuickBooks file when it’s safe again. Go to File | Back Up Company to set up either a local or an online backup. Use one of these tools at the end of any day you’ve entered anything on QuickBooks. We can help you with backup if you’re not absolutely sure how to do it.
 
Networks and Smartphones
 
If you have multiple PCs that run on a network, it’s important to maintain that system’s health, too, since an intrusion at one workstation can affect everyone. You can do this by:

• Discouraging employees from browsing the web excessively and downloading unnecessary software.
• Encouraging responsible handling of emails (no clicking on unknown attachments, no personal email on work computers, etc.)
• Installing network monitoring software or hiring a managed IT service that only charges when you need them.

 
Do your employees have company-issued smartphones? Make sure their security systems are sound. Set policies to protect them. For example, tell employees they should never use them on a public Wi-Fi network or install personal apps on them.
 
Internal Fraud Possible
 
No business owners anticipate that their own employees would steal from them. But it happens, and it can do tremendous financial damage. So minimize your chances of being victimized by limiting the access that employees have to sensitive information.

You can limit the access permissions each user has in multiple areas.
 
Go to Company | Set Up Users and Passwords, then click Set Up Users. You should be listed there as the Admin. Click Add User and supply a username and password. If you’re not sure how many users are supported on your license or need to add more, contact us. Click Next and then click the button in front of Selected areas of QuickBooks. Click Next again. On the next several screens, you’ll designate that user’s access in areas including Purchases and Accounts Payable and Checking and Credit Cards. When you come to the end of the wizard, click Finish.
 
You might consider running a background check when you hire someone who will have access to QuickBooks. It’s become a more common business practice.
 
QuickBooks provides additional tools that can be helpful in tracking down suspicious activity. You can view the Audit Trail, for one. Go to Reports | Accountant & Taxes | Audit Trail. This report displays a comprehensive list of transactions that have been entered and/or modified.
There are other reports that may be helpful, like Missing Checks, Voided/Deleted Transactions, and Purchases By Vendor.
 
A Never-Ending Process
 
It’s so easy to get caught up in the daily work of running your business that you forget to take the steps required to keep your QuickBooks data—and all of your computer hardware and software—safe. We get that.
 
Further, you might think that you’re an unlikely target because you’re a small business. Hackers count on you thinking that, though the reality is that you don’t have to be a big corporation to be the victim of cybercrime. Whether or not criminals get access to your funds, they can do a lot of damage that will end up costing you more time and money than you might think.
 
So stay vigilant. Security should be considered whenever you deal with financial transactions – especially where the internet is involved. If we can be of assistance as you set up safeguards and company policies, let us know. As always, we’re available to answer any questions you might have about QuickBooks operations in general.

QuickBooks comes with perfectly usable sales form templates. But you can modify content and appearance to make them yours.
 
When you receive an invoice or bill in the mail or online, how much attention do you pay to the way it looks? You might think you don’t, but any communication we receive from the vendors we patronize has an effect on us. We’re probably more likely to notice it if it’s particularly good or bad.
 
Any interaction you have with your customers has impact on their perception of your business. How do you want them to think about you? If you send invoices that are professional and polished, it can reflect on you positively. Unattractive sales forms that have a lot of empty, unused fields may make customers wonder about your commitment to excellence.
 
Some of your customers will just glance at your invoices and pay them. But you shouldn’t miss an opportunity to make a good impression, especially when it’s as painless as customizing your sales forms in QuickBooks. Here’s how it works.
 
Modifying Your Templates
 
QuickBooks comes with pre-designed templates for each type of sales form it supports: invoices, estimates, credit memos, sales receipts, purchase orders, statements, sales orders, and payment receipts (you may not have access to all of these depending on what version you’re using). You can see the list by opening the Lists menu and clicking on Templates. 

​QuickBooks comes with modifiable templates for numerous types of sales forms.
 
Let’s look at an invoice template. Right-click on Intuit Service Invoice in the list to open the action menu, then click Edit Template. Click on Manage Templates, then click Copy at the bottom of the window to make a copy of the original so you can practice. The Preview in the right pane is named Copy of Intuit Service Invoice. Click OK.
 
Tip: You can use the Copy command to make and modify multiple copies of any sales form that you can use for different purposes and/or customers.
 
Now you’re back at the Basic Customization window. Check to make sure the Selected Template field reads Copy of Intuit Service Invoice. You can practice using this one and delete it when you want to work on your main template.
 
Click the box in front of Use logo and browse in the window that opens to find it. Double-click on it, then click OK in the small window that opens to confirm, and QuickBooks returns you to the previous window with the logo showing in the Preview pane. If you want to change the color of the invoice, click the down arrow in the field below Select Color Scheme. Choose the one you want and click Apply Color Scheme.

You can add a logo and change the color scheme and fonts used on your invoice. The preview in the right pane (not shown here) updates to reflect your modifications.
 
If you want to change the fonts for the four fields pictured above, click on each and then click Change Font to open a window with your options. Below that is the list of fields available for your Company & Transaction Information that is positioned next to your logo. You can click boxes to check or uncheck the fields you want to appear.
 
Warning: If you select too many fields, you may have to use the Layout Designer to position them on the invoice, which can be challenging.
 
You can also turn on the Status Stamp and Past Due Stamp to display the status of each invoice (Paid, Pending, etc.) using a graphic that looks like you’ve stamped the form.
 
Selecting Fields and Columns
 
QuickBooks also gives you control over the fields and columns that appear in the body of the invoice. Click Additional Customization at the bottom of the window. In the window that opens, you can change three things for the content that appears in the header, footer, and columns. By clicking boxes and entering text, you can indicate which fields should appear on the screen and which should be printed. You can also edit the default field titles. Click on each tab at the top to see all of your options.

​You can tell QuickBooks which fields should appear on the screen and on printed invoices, as well as how their titles should read.
 
As you’re making these changes, QuickBooks will warn you that you might have overlapping fields and that, again, you’ll have to use the Layout Designer. You can click Print Preview at any time to see what your finished invoice will look like and decide whether you want to try to modify your design. If you’re just adding, deleting, or moving (drag and drop) a few fields, this may work fine for you. But QuickBooks is not a sophisticated graphic design program, and your results may not look professional if you attempt too much.
 
When you’re done modifying your template, click OK. Copy of Intuit Service Invoice will now appear in the list of options that drops down under the Template field at the top of the screen when you’re creating an invoice. If you want to edit, delete, or hide it by making it inactive, you can do so by again going to Lists | Templates and clicking on its name, then clicking the down arrow next to Templates to open the action menu.
 
Tip: You can also click Duplicate, which will open a list of all of your sales forms. Select one and click OK, and you’ll be able to transfer your formatting preferences over to it.
 
We doubt you’ll have much trouble customizing your sales forms in QuickBooks, but you may have other problems you’d like us to address. There’s so much the software can do to help you understand and manage your finances that you may not yet have explored. Contact us if you want to expand your use of QuickBooks, or if you simply need help developing a daily workflow.