Crash Courses · Basic
QuickBooks Online Setup & Navigation
Set up a company file from scratch, customize settings, and navigate QBO like a pro.
14 min read+150 XP on completionCert: QuickBooks Online
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QuickBooks Online Setup & Navigation
First 15 Minutes in a New Client File
1. Gear > Account and Settings > confirm company name, fiscal year, accounting method
2. Gear > Chart of Accounts > review and customize
3. Gear > Users > confirm your access level
4. Gear > Audit Log > know where it is
5. Dashboard > note current bank balance and outstanding invoices/bills---
Chart of Accounts -- What to Fix First
Default QBO COAs are generic. For every new client:
| Action | Why |
|---|---|
| Rename generic accounts (e.g. "Other Income") | Accurate reports |
| Deactivate unused accounts | Cleaner dropdown lists |
| Add industry-specific accounts | Accurate categorization |
| Set correct opening balances | Historical accuracy |
To edit: Gear > Chart of Accounts > find account > arrow dropdown > Edit
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Critical Settings to Verify
Account and Settings > Advanced:
- Accounting method: Cash or Accrual (must match client's tax method)
- Fiscal year start month
- Close the books: set after each period is finalized
Account and Settings > Sales:
- Default payment terms
- Invoice template and numbering
Account and Settings > Expenses:
- Track expenses and items by customer (for job costing)
- Default bill payment terms
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Navigation Shortcuts
| Task | Path |
|---|---|
| Create anything | + New (top left) |
| Search transactions | Magnifying glass (top bar) |
| Reports | Left sidebar > Reports |
| Audit trail | Gear > Audit Log |
| Bank feed | Left sidebar > Banking |
| Settings | Gear icon |
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Accountant vs. Client View
When you have Accountant access:
- You see the Accountant toolbar at the top
- The client cannot see you working in real time
- You can close books, fix beginning balances, and run reclassify transactions
- Use Client View to see exactly what the client sees
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In this module
Company File
Chart of Accounts (COA)
Fiscal Year
User Roles
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