5 Most Useful Functions of QuickBooks Accounting Software

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Are you ready to revolutionize your accounting and financial management? QuickBooks, the industry-leading software, offers a plethora of powerful functions that can transform the way you handle your business's finances. Which QuickBooks function is most useful, it depends on the specific needs and requirements of a business.

QuickBooks is a great accounting software program that can help your small business keep track of its finances. It also has some basic functions that you should know about before getting started with QuickBooks.

Here are Five of those Functions of QuickBooks:

1- Set up Your Account

The first step to using QuickBooks is setting up your company file. This will ensure that you have all the information necessary to run your business, such as the name and address of your business, contact information for management and employees, etc. Once this has been set up, you can begin creating accounts in QuickBooks by clicking on its icon on the left side of your screen (or by clicking "File" then "New" if it doesn't appear). You should also make sure that all transactions are recorded correctly in order for them to be included in reports later on when they're needed most—and remember that there are two kinds: journal entries (which record transactions) and other accounts payable/receivable accounts that represent payments received/made towards goods sold or services rendered."

2- Configure Sales Tax Settings

Sales tax settings are important for your business to collect and remit the appropriate taxes. Here are some of the most common sales tax settings:

  • Rates: You can set up different rates for different countries or states where you want to collect sales tax. This is useful if you sell internationally, but don't want all customers from those countries to pay higher prices than others (for example, if some customers in California pay more than others).
  • Items: Add items that will be taxed with their associated rate on QuickBooks' menu bar under "Sales Tax." For example, if you sell clothes with a 10% tax rate but not underwear or hats with 12%, then add those under Items so they're listed separately when compiling totals at year's end (the same goes for services like advertising).

3-Add a Sales or Income Account

When you add a sales account, you're adding one of the two basic functions of QuickBooks: Income and Expense.

Income accounts record revenue from products sold or services rendered to customers. Expense accounts record expenses related to those sales or services, including payroll costs and supplies for your business.

There are three types of income accounts: Sales by Vendor (which records payments received from vendors); Service Charges (which collects money for service providers); and Other Revenue (which includes commissions). There are also three types of expense accounts: Utilities & Supplies; Depreciation; Rent and leasehold improvements.

Also Read:- QuickBooks Online vs. QuickBooks Desktop

4-Add a Payment to a Customer Invoice

The Add Payment to Customer Invoice function is used to add a payment to a customer invoice. You can use this feature if you want to make sure that the money is available for your customers before they pay you.

You can also use this feature when you are making an advance payment on a specific invoice and want it applied immediately, rather than waiting until the next regular billing cycle. If there isn’t enough room in your account balance at this time, QuickBooks will automatically include an additional charge in its calculations but won’t apply until after all outstanding invoices have been paid off (if applicable).

5-Set up an Item

To create an item in QuickBooks, follow these steps:

  • Select the Items tab.
  • Click New Item to add a new transaction or account.
  • In the Name box at the top of the screen, type a name for your item. This will be used when you look at all your accounts and transactions by clicking on an accounts icon in your company chart (see Figure 1). You can also enter different information about each item here than what you put on invoices later in this chapter. If you want to enter expenses for this expense category instead of using general categories like “food” or “travel expense,” click Manage > Company Settings > Expenses and then choose from any of these special expense types listed there: Travel; Meals; Lodging; Entertainment/Entertainment Expenses; Parking & Transportation (including tolls); Education/Training Costs - Other Subtractions from Income

After you understand these functions, you can build your knowledge of how to use QuickBooks for your business.

You will be able to set up your accounts and configure sales tax settings, add a payment to a customer invoice and even create an item in the Item List.

QuickBooks is a powerful tool that you can use to manage your business financial management. If you’re just starting out with the software, there are several things you should know about how it works. In this post, we’ll give an overview of the QuickBooks user interface and explain some of its key features.

Also Read: How Do I Do Bookkeeping in QuickBooks?

Which QuickBooks Function Is Most Useful?

QuickBooks also offers a number of other useful functions, such as:

  • Inventory tracking: Easily monitor product quantities, sales, and purchases to optimize stock levels and manage reordering efficiently.
  • Project management: Organize projects, assign tasks, track expenses, and monitor progress to improve efficiency and ensure profitability.
  • Time tracking: Record and categorize time spent on tasks or projects for accurate billing, payroll, and productivity insights.
  • Banking integration: Seamlessly connect bank accounts to automatically download and categorize transactions for easy reconciliation and financial tracking.
  • Mobile app: Manage finances on the go with features like invoicing, expense tracking, receipt capture, and financial reporting directly from your mobile device.

If you're not sure which QuickBooks function is most useful for you, you can always consult with a QuickBooks expert. They can help you assess your needs and recommend the best functions for your business.


understanding the five basic functions of QuickBooks is essential for anyone looking to streamline their accounting and financial management processes. By mastering tasks such as setting up accounts, configuring sales tax settings, adding sales or income accounts, processing customer invoices, and setting up items, users can harness the full power of QuickBooks to effectively manage their business finances.
However, these five functions are just the beginning of what QuickBooks has to offer. With additional features like inventory tracking, project management, time tracking, banking integration, and a mobile app, QuickBooks provides a comprehensive suite of tools to meet the diverse needs of businesses of all sizes. Ultimately, the most useful QuickBooks function will vary depending on the specific requirements of each business. Seeking guidance from a QuickBooks expert can help businesses identify the functions that will best suit their needs and optimize their financial management processes.

How Our QuickBooks Certified Bookkeepers Help You with QuickBooks Functions?

Navigating the diverse functions of QuickBooks can be overwhelming without expert guidance. Our dedicated QuickBooks bookkeepers are here to streamline your experience and maximize the benefits of this powerful accounting software for your business.

Expert Setup and Configuration:

Our team ensures your QuickBooks account is set up correctly from the start. We handle everything from creating your company file to configuring intricate details like sales tax settings and income accounts. This meticulous setup guarantees accurate financial reporting and compliance with tax regulations.

Tailored Guidance on Key Functions:

Whether you're grappling with adding payments to invoices or setting up complex inventory tracking systems, our experts provide personalized guidance tailored to your business needs. We help you leverage QuickBooks functions effectively to enhance efficiency and profitability.

Ongoing Support and Troubleshooting:

Beyond initial setup, our team offers continuous support. We troubleshoot issues promptly, ensuring smooth operations and minimizing disruptions to your financial processes. From reconciling accounts to optimizing workflows, we're committed to your financial success.

Customized Training and Education:

Understanding QuickBooks' full potential can transform how you manage finances. Our bookkeepers provide comprehensive training sessions, empowering your team to confidently utilize advanced features like project management and mobile app integration.

Strategic Insights and Analysis:

Harnessing data from QuickBooks is key to making informed business decisions. Our experts offer strategic insights and detailed analysis of your financial data, helping you identify trends, optimize expenses, and drive growth.

Partner with Global FPO today to unlock the full potential of your financial management. Experience the difference expert guidance can make in transforming your business operations with QuickBooks.


1. What are the five basic functions of QuickBooks?

The five basic functions of QuickBooks are:

  • Setting up your account
  • Configuring sales tax settings
  • Adding a sales or income account
  • Adding a payment to a customer invoice
  • Setting up an item

2. Why is setting up my account important in QuickBooks?

Setting up your account in QuickBooks is essential as it ensures that you have all the necessary information to run your business efficiently. This includes details such as the name and address of your business, contact information for management and employees, etc.

3. How do I configure sales tax settings in QuickBooks?

To configure sales tax settings in QuickBooks, you can set up different rates for different countries or states where you want to collect sales tax. You can also add items that will be taxed with their associated rate under the "Sales Tax" menu.

4. What is the purpose of adding a sales or income account in QuickBooks?

Adding a sales or income account in QuickBooks allows you to record revenue from products sold or services rendered to customers. It helps in tracking your business's income and expenses accurately.

5. How can I add a payment to a customer invoice in QuickBooks?

You can add a payment to a customer invoice in QuickBooks by using the "Add Payment to Customer Invoice" function. This feature ensures that the money is available for your customers before they pay you, or when making advance payments on specific invoices.

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