QuickBooks Online: Working with Customers and Sales

Everything you need to know to manage your Clients, from Estimate to Invoice to Payment to Deposit
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  • Lectures 32
  • Length 3 hours
  • Skill Level Beginner Level
  • Languages English
  • Includes Lifetime access
    30 day money back guarantee!
    Available on iOS and Android
    Certificate of Completion
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About This Course

Published 4/2016 English

Course Description

Learn QuickBooks Online! In this 2.5-hour course, business owners and bookkeepers will learn the correct way to manage their sales transactions in QuickBooks Online.

You'll create and manage your Customer List so that you can keep track of your clients.

We’ll talk about the correct way to enter your sales income from Customers, from Estimates to Invoices to Payments to Deposits. We'll explore each feature in detail, from typical use to special situations.

As a QuickBooks ProAdvisor and member of the Intuit Trainer/Writer Network, I’ve assisted hundreds of small businesses to learn to use QuickBooks Online properly, saving them time and money.

Complete this course and earn 2.5 CPE Credits!

What are the requirements?

  • You will need a subscription to QuickBooks Online. Note that if you want the Essentials or Plus versions, we can help you get a 20% discount!

What am I going to get from this course?

  • Create new Customers and manage your Client list
  • Make Sales Receipts
  • Create Estimates
  • Send Invoices
  • Receive Payments
  • Take Deposits on work to be performed
  • Charge and remit Sales Tax
  • Make Bank Deposits
  • Track Barter trades
  • Take Credit Cards
  • Give Refunds
  • Create Credit Memos
  • Make Bank Deposits

Who is the target audience?

  • Business owners and employees who maintain their company’s financial records
  • Entrepreneurs and new business owners who are just getting started, and want to make sure they have solid business knowledge so that they can succeed
  • Bookkeepers and Accountants who wish to brush up on their skills
  • Students and job-seekers will boost their employment marketability
  • Seasoned users looking to glean essential nuggets of information to make using QuickBooks easier and faster than before

What you get with this course?

Not for you? No problem.
30 day money back guarantee.

Forever yours.
Lifetime access.

Learn on the go.
Desktop, iOS and Android.

Get rewarded.
Certificate of completion.


Section 1: Creating a Chart of Accounts

Your Chart of Accounts is the backbone and foundation of your QBO. What is it, and how do you use it?


Let's take a look at QBO's Accounts Payable and Accounts Receivable accounts.


Learn the difference between Long Term Liabilities and Other Current Liabilities.


Set up your Income accounts to track your company's revenue streams.


Sometimes a company has other income and expenses besides the way you make your money. Use Other Income and Other Expenses so that they have a place to be tracked.

Creating a Chart of Accounts
8 questions
Section 2: Working with Lists

Set up the payment methods your company accepts.


If your clients are on payment terms, set them up here. It can be as simple as Net 15, or as complex as "If you pay within 10 days we'll give you a 5% discount."

Section 3: Defining Products and Services

The Products and Services list is where you create all the items that will appear on Estimates, Invoices, Sales Receipts, Checks and Bills.


Services are the problems you solve for your customers. Set up your lists of Services with pricing and default descriptions.


If you sell tangible goods, add these Products to the lists so that you can track how much you buy and sell them for.


If you need to know how many Products you have in stock so that you don't run out, here's how to manage your Inventory.

Defining Products and Services
7 questions
Section 4: Working with Customers

See all your Customers in one place, along with quick lists of who owes you money...and how long they've been overdue.


QuickBooks Online has specific Sales settings that can be turned on and off depending on how your company makes its money.


Add your Customers and their projects to your master list.


Sometimes you don't want to save every customers by name. Create role-based Customer groups like "Website" and "Walk-in."


If you haven't seen a client for several years and you don't need their name on your list anymore, here's how to inactivate them. They're not gone, just hidden.


Occasionally a Customer is entered twice. Maybe there was a typo, two different employees entered them differently, or you have both the company name and contact entered separately. Here is how to merge two Customer records into one.

Working with Customers: Part 1 (a-f)
12 questions

If you take payment immediately, enter the entire transaction in one step.


If you provide a service and the client pays later, here's how to make Invoices and track what's owed to you.


When a customer pays, apply that money to one or more outstanding invoices.


Occasionally a client overpays. Here's how to manage the extra money.


Not every customer is a happy customer. If you have to refund their money, use these steps and do it correctly.


If you give store credit, here's how to keep track of that money on behalf of the customer.


If you put in bids for projects, create an Estimate so that the customer knows what to expect. Once it's been accepted, you can turn it into an Invoice in just a click!


If you take Deposits on work to be performed, or work on retainer, here's the right way to manage the money.


One of the most confusing steps is grouping your customer's payments so that they match your bank statement. There's an easy way to do it, which will save hours of time when you reconcile your bank account.


Do you barter and trade services with Customers and Vendors? If so, there are distinct benefits to reporting the income and expense, instead of working under the table. Here's how to manage Bartering on the up-and-up so that the IRS doesn't red flag you.


Change the appearance of your Sales Forms including Invoices and Sales Receipts. Change the style, font, color, and which fields show up.


Now that you've watched over 90 videos, we don't want you to get lost in all the details. Watch this overview of a typical business workflow to see how to work with a customer from providing the service to putting the money in the bank.


If you incur expenses on behalf of a client and then they reimburse you, mark them as Billable so that they appear on your next invoice.

Section 5: Running Reports

Keep track of your Customers and the money they owe you with this set of reports.

Section 6: Special Topics

It's best to use QuickBooks Online if you do a little bit every day, instead of waiting until the end of the week or the month. It's much faster and easier.

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Instructor Biography

Alicia Katz Pollock, QuickBooks ProAdvisor with a Masters Degree in Teaching

Over 30 years ago, when she was 13, Alicia Katz Pollock received her first computer, an Apple IIc. She immediately designed a database for her father’s dental practice to automatically send postcards to his patients every 6 months to come in for a checkup and cleaning. Her passion for computers grew as she did.

A natural teacher, Alicia earned her Master of Arts in Teaching, but instead of turning to the public schools, she developed computer curricula.

She blends the skills of technology, the art of communication, the patience of a trainer, the wisdom of a business consultant, and the detailed eye of an obsessive-compulsive to bring you the finest in business solutions.

Alicia’s certifications include:

  • QuickBooks Certified User
  • Intuit ProAdvisor
  • Microsoft Certified Trainer
  • Apple Consultants Network
  • Apple Certified Support Professional, 10.5
  • Apple Certified Support Professional, 10.7
  • Apple Certified Support Professional, 10.10
  • Microsoft Certified Application Specialist in Word, Excel, Access, PowerPoint, and Outlook
  • Microsoft Office Specialist, Master Level

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