1 Introducing Intuit Quickbooks Online Accountant: Q B O F S

QUICKBOOKS ONLINE FUNDAMENTALS SERIES
Part 1
Introducing Intuit
QuickBooks Online Accountant
QuickBooks Online Fundamentals Series
Copyright
Copyright 2016 Intuit , Inc.
All Rights Reserved.
Trademarks
©2016 Intuit Inc. All rights reserved. Intuit the Intuit logo, Lacerte, ProAdvisor,
ProSeries and QuickBooks, among others, are trademarks or registered
trademarks of Intuit Inc. in the United States and other countries. Other parties’
marks are the property of their respective owners.
Notice to Readers
The publications distributed by Intuit, Inc. are intended to assist accounting

professionals in their practices by providing current and accurate information.
However, no assurance is given that the information is comprehensive in its
coverage or that it is suitable in dealing with a client’s particular situation.
Accordingly, the information provided should not be relied upon as a substitute
for independent research. Intuit, Inc. does not render any accounting, legal, or
other professional advice nor does it have any responsibility for updating or
revising any information presented herein. Intuit, Inc. cannot warrant that the
material contained herein will continue to be accurate nor that it is completely
free of errors when published. Readers should verify statements before relying
on them.
Purpose
This document has been specifically created as a training guide only for those
progressing through the QBO Fundamentals course Introducing Intuit
QuickBooks Online Accountant with Intuit, Inc., and is current at the time of
publication.
Version
Version 1.0, last updated March 2016.
© 2016 Intuit, Inc. Page 2 of 49

Contents
1 Introduction ................................................................................................................... 4
What is QuickBooks Online Accountant? ................................................................. 4
2 Signing up for QuickBooks Online Accountant ........................................................ 6

Sign up via the website ................................................................................................ 6
Sign up via client email invitation ............................................................................... 7
3 Tour of QuickBooks Online Accountant .................................................................... 8

Logging in to QuickBooks Online Accountant ......................................................... 8
4 Getting around QuickBooks Online Accountant ...................................................... 9

Client Dashboard ....................................................................................................... 10
Opening a Client’s QuickBooks Online file ............................................................ 10
Bookkeeping Tab ....................................................................................................... 11
Other – Document Management.............................................................................. 12
Team ............................................................................................................................ 16
5 ProAdvisor ................................................................................................................... 19
6 Your Books – Manage Your Own Firm ..................................................................... 27

Your Company – Wholesale Pricing ......................................................................... 28
7 Create a new Client .................................................................................................... 29

QuickBooks Online Subscription Levels – The Product ........................................ 29
Setting up a New Client ............................................................................................. 29
Completing the Client QuickBooks Online File Setup .......................................... 36
9 Converting a File to QuickBooks Online ................................................................. 40

Why should you convert a file? ................................................................................. 40
What software can be converted?............................................................................ 40
How do I convert a file? ............................................................................................. 40
10 Accountant View of a QuickBooks Online file......................................................... 41
11 Resources and Next Steps ......................................................................................... 48

1 Introduction
What is QuickBooks Online Accountant?

Save more time supporting your QuickBooks Online clients. QuickBooks Online
Accountant is a portal where an Accountant/Bookkeeper Firm can view, access,
edit, add and manage their client files. QuickBooks Online Accountant (QBOA)
solutions allow you to provide the same great client service, only faster, better
and more efficiently.
Not only does the portal manage your client files, but it also allows management
of your firm team members.
The best way to access your clients’ QuickBooks Online data is through the QBOA
Client Dashboard. From here you can view the client information and access their
online data for your work and review. By clicking on the client's Company Name
in your QBOA Client Dashboard, you will have access to the usual functionality
within the QuickBooks Online file, as well as unique Accountant functionality in
the Accountant Toolbox.
This training workshop will enable accounting professionals to enhance their skills
and knowledge of QuickBooks Online Accountant.

NOTE: The preferred browser for QuickBooks Online is Chrome; however, it also
works with, Safari or Firefox. It’s useful to bookmark the login page and memorize
your login username so it is easy to login anytime. Do this on all your computer,
tablet or laptop devices.
QuickBooks Online works across multiple platforms, including tablets and

smartphones.

2 Signing up for QuickBooks Online Accountant
Accountants can sign up for QuickBooks Online Accountant in one of two ways:
• Sign up via the website
• Sign up via client email invitation
Sign up via the website

To sign up for QuickBooks Online Accountant, go to www.quickbooks.intuit.com
and click Accountants. Click on QuickBooks Online Accountant, and then click
on Sign up for Free or call the Sales line at (888) 666-7917.

Sign up via client email invitation

A client who has already set themselves up with a QuickBooks Online file can
invite up to two Accountant firms/users to access their file. For example, both a
bookkeeper and an accountant (and their respective firms) can accept
Accountant invitations to a client QuickBooks Online company.
In order to invite an Accountant firm, your client will need to open the Manage
Users page when logged into their QuickBooks Online file. You may need to
guide your client about how to access this page:
1. Click on the Gear Icon/Company Name, in the top right hand corner.
2. Under Your Company, select Manage Users.
3. Under Accounting Firms, click on Invite Accountant, and complete, starting

with the email address to which to issue the invitation.
This will generate an email invitation, sent to the email address specified. This
email will contain a link to sign into the client’s QuickBooks Online company. If
you do not yet have a user ID, you will be prompted to create one before signing
in the first time.
NOTE: It is strongly recommended that Accountant/Bookkeeper firms consider

the one best email address to be used for accessing QBOA. For example,
myaccountant@anyaccountants.com is an administrative email address for the
Accountant firm.
This way, there will be only one email address per firm accessing QBOA.
Individual accountants or bookkeepers within the firm do not require their own
QBOA portal access, as all firm members will be managed as Team members
from within the firm’s QBOA portal.

3 Tour of QuickBooks Online Accountant
Logging in to QuickBooks Online Accountant

1. Open your preferred browser and enter the URL qbo.intuit.com.
2. Login details are either the Accountant firm owner’s details, (QBOA firm
administrator), or an Accountant Team member’s login details. Each team
member would have been invited separately to the firm and would have set
up their own login access details.

4 Getting around QuickBooks Online Accountant
There are four main parts to the dashboard:
1. Navigation Bar – access to your Client Dashboard your firm's books (“Your
Books”) and more
2. Search – quick search option to find your client files
3. Create + Icon – create new user, client or a request
4. Green Gear Icon – get to Settings, Lists, Tools and Your Company menus.

Client Dashboard
Accessing Clients
Click on Clients in the Navigation Bar for view all of the firm's clients.
Client details can be reviewed and updated by clicking on the company name
under the Clients Column.
Opening a Client’s QuickBooks Online file

Click on the qb icon under the Status column to open that particular client
QuickBooks Online company. It also provides details of the last logon, the
subscription level of that client’s QuickBooks Online and if the file is active.

Bookkeeping Tab
The Bookkeeping tab is accessed from the Client Dashboard.
The Bookkeeping tab highlights area For Review and the Banking status.
The tabs are:
• For Review – provides an overview of the downloaded transactions and

reconciliations
• Banking – lists the last time the transactions were downloaded from the
bank.

Other – Document Management

QBOA has a powerful document sharing facility that allows documents to be
shared with clients. Clients have the option to upload documents for the
ProAdvisor to use and review. The ProAdvisor has the option to share documents
and request documents from clients.

The Document Center is powered by Box, and after a one-time setup QBOA, will
be linked with a free 10GB Box account.
Request, share and store documents—along with the emails, chats and comments
related to them—all in one place.

1. To request documents: Select the Create + icon. Choose Request.
2. Choose the client from whom you wish to request a document. Type a
message, and specify the files required. Choose a due date and then click on
Send request. There is a preview pane on the right hand side to display how
the request will appear to the client.
NOTE: Up to 10 documents can be requested in any one request.
Your client will receive an email with the document request.

The open request is now tracked under the Other tab in your QBOA dashboard.
Click on the open link in the Other column to view what is outstanding under the
Requests tab. A green checkmark will appear next to the request once it is marked
as complete. Once documents are uploaded, the numbered items appear in blue.
NOTE: Follow up messages can be sent directly to the client from within the
Requests tab.
Received documents are found under the Documents tab.

When your client sends back the requested documents, there will be a notification
in QBOA client dashboard. You will also receive an email notification using the
email address you used to sign in to QBOA.
Team
Add Users to Your Team
Your team members, or users, are people who work in your firm. They may be
employees, consultants or anyone else in your company. QBOA allows firm
owners and managers to set up new team users easily.
Team users can be allocated to access individual client files and be granted
different levels of access.
Access to “Your Books” (the firm’s own set of books, free with QBOA) can also be
given to Team users if required.
1. To add new users to your team, select Team from the Navigation Bar. Click
on Add User.

2. Enter the user’s profile and select Next.
3. Give the user Full, Basic or Custom access to Your Books. Select Next.

4. Team users can be given permission to a client QuickBooks Online file by

placing a checkmark next to the client name. Save.

5 ProAdvisor
When you sign up for QBOA, you are automatically given membership to the free
ProAdvisor Program. With this membership, you get access to the ProAdvisor
Portal, which is a resource center. It contains a collection of sales, marketing, and
education resources to help build your business. It includes links to training and
to take the certification exam (or, if you have already passed the exam, there is a
link to download the certificate).

Notifications
The Notifications tab of the ProAdvisor section provides updates to the latest
news and content provided by Intuit.

Certification
QuickBooks Online certification is free! The Certification tab contains self-study

options to help prepare for the exam, as well as a link to live certification prep
training (webinars and in-person). There is a button to take the Certification exam
when ready to do so. Once the exam is completed, there is an option to download
the certificate.

Profile
One of the benefits of being a ProAdvisor is being able to promote your business
to QuickBooks Online clients who need the services of an accountant or
bookkeeper. To be listed under Find a QuickBooks Online Expert on the
proadvisor.intuit.com website, complete the profile listing.
To create a profile, select Profile and then click on the pencil icon.
The first time the Find a ProAdvisor Portal is accessed, a first name and last name
will need to be entered. This is a one-time only step, and all subsequent access
will take you straight through.
Fill out as much detail as possible; it will help to distinguish you from other
ProAdvisors.
NOTE: The use of a PO Box reduces the accuracy of the geographical search; we
recommend that you use a physical street address.

Training
Training resources available to you and your clients are accessible from the
Training tab.

Resources
The Resources tab provides tool to help grow your practice. It includes links to
resource PDF’s and videos for growing your practice.

Help
Access Help by phone or Live chat by clicking on the Help button in the top right
corner of QBOA.

Sample QBOA Company
Click on the Gear icon, and then under Your Company, click on Sample
Company, a sample sandbox QBOA File.

6 Your Books – Manage Your Own Firm
Your QBOA comes with a free subscription to QuickBooks Online Plus with Payroll
that you can use to manage your own firm’s books.
Select Your Books in the Navigation Bar to access your own firm’s business file.
This opens up your firm’s QuickBooks Online free file.

Your Company – Wholesale Pricing

A QuickBooks Online ProAdvisor can take advantage of the QuickBooks Online
Accountant Wholesale Pricing program from Intuit. This provides the ProAdvisor
with a substantial discount off the retail price of QuickBooks Online until the end
of the subscription. This can be passed on to your client or a markup may be
added.
There is also the option to choose if the client will be the Master Administrator of
the file, or whether the Accountant firm will be the Master Administrator.
With the Client Dashboard open in QBOA, click on the Gear icon, and under Your
Company, click on Your Account to view your wholesale billing information.
Personal Information can be edited and the details of Wholesale billing updated.
Clients who have set up the files themselves can be added to a firm’s Wholesale
billing account if they have been transferred the Master Administrator rights.

7 Create a new Client
From within QuickBooks Online Accountant, a new client and file can be created.
QuickBooks Online Subscription Levels – The Product

There are three client subscription levels of QuickBooks Online. A plan can be
chosen to suit the requirements of the client’s business.
Further details on the features available under each subscription level can be
found on the website www.quickbooks.intuit.com. Click on the Small Business
tab and then select Pricing. Click on Learn More to expand the feature matrix.
Setting up a New Client

QBOA provides a fast and easy option for setting up clients on QuickBooks
Online.
To add a new client, click on the Create + Icon and select Client.
There are three steps to adding a new client.
• Client Contact
• Products
• Team Access

Client Contact
1. Enter the client’s details including name, company, display name and other
details, then select Next.

Products
2. Choose a QuickBooks Online Plan.
NOTE: It is possible to add clients that don’t use QuickBooks Online to the
Accountant Portal. If clients are using other accounting packages, there is the
option to add them to QuickBooks Online Accountant, which will allow you to
send and receive requests to store and share documents.
a) When a QuickBooks Online product is selected, there is the option to

select Billing Choices
o My client will pay – the client provides the credit card details
o My firm will pay (wholesale)
NOTE: When the My Client will pay option is selected, the pricing will reflect the
current pricing options, including any discounts. The
http://www.quickbooks.intuit.com website will display current pricing offers.
b) Choose the Master Admin.
o My Client is the Master Admin – The client is the Master Administrator,

owns the file and has access to billing information.
o I’m the Master Admin
NOTE: When the My firm will pay (wholesale) option is selected, the Master
administration defaults to the Accountant firm. The client cannot be given Maser
Admin rights.
3. Then select Next.

Team Access
4. Select which Team users can access the new client file.
NOTE: A Team user must have accepted the invite to access the Firm before the
user can be seen as an active team user, and before any edits can be made to that
user.
5. Select Save.

NOTE: The first time My firm will pay (wholesale) is selected during a new client
file setup, you will be required to set up Wholesale Billing Information.

This is a one-time-only setup and can be edited by accessing Your Account from
the Gear Icon.
The new client setup is completed and the new QuickBooks Online client file can
be accessed from the Client dashboard by clicking the qb icon.

Completing the Client QuickBooks Online File Setup

After the new client has been created, the file can be accessed through your
Client Dashboard. Select the file by clicking on the qb icon under the status
column. The first time the file is accessed, it will run through the Company Setup
Wizard.
To complete the QuickBooks Online file setup process, follow the Company
Setup Wizard. This is used to complete the setup of the QuickBooks Online file.
Based on the collected information, certain settings are activated. All features can
be turned on or off after the wizard is run via company settings, accessed from
within the QuickBooks Online client file.
Basic Info
Click Next.

Company Info
QuickBooks Online asks for more information about your business. The Industry
you select will guide QuickBooks Online in creating the appropriate company
settings and Chart of Accounts.
For example: Mary runs a Wholesale Trade business. In the Your Industry field,
select the most appropriate industry from the long list of industry types.
Complete the rest of the fields as required. Select Next.

Here’s where the magic happens …
The rainbow provides useful statistics on businesses worldwide who use

QuickBooks Online, are in the same industry, and who are nearby. The wizard
uses this data to configure the company settings.
Once the wizard is completed, select Next and the QuickBooks Online file will
open.

The view of the Company file is from a QBOA perspective. The display has options
that only an Accountant Firm can see.

9 Converting a File to QuickBooks Online
Once a new client file has been created for you to access from QBOA, there is an
option to convert QuickBooks Desktop accounting data your client may already
have to QuickBooks Online.
Why should you convert a file?

• No need to enter data manually
• Hassle-free conversion done for you
What software can be converted?

Currently, you can import QuickBooks data from the following US versions of
QuickBooks into QuickBooks Online US:
• QuickBooks Pro or Premier, version years 2008 and later
• QuickBooks Enterprise, version years 2014 and later
• QuickBooks for Mac, version years 2012 and later
QuickBooks Desktop data that is in an earlier version year format than any of those
listed above can be upgraded to a more recent version year and then converted.
How do I convert a file?

Numerous resources exist for guiding you through the conversion of a
QuickBooks Desktop company file into QuickBooks Online. Check out Intuit
Accountant University at
http://quickbooks.intuit.com/accountants/resources/university/ for more
information. You can also find step-by-step instructions at
https://community.intuit.com/articles/1145779-overview-guide-import-to-
quickbooks-online-from-quickbooks-desktop.

10 Accountant View of a QuickBooks Online file
The Accountant view of a QuickBooks Online file differs from the client’s view of
their file in the following ways:
1. The Accountant Home tab
2. Accountant Toolbox
3. Client selection menu
4. Create icon
5. File Search menu
6. Gear icon
The Accountant Home tab
The green Accountant Home tab takes you back to the Client Dashboard.

Accountant Toolbox
The Accountant Tools icon, which looks like a briefcase (or Toolbox), is found in
the very top left hand corner and is accessible from within each client file.
Accountant Tools provides access to the most used features within QuickBooks
Online. Some tools are only what an Accountant/Bookkeeper would need to use
and are not available to regular client users.
Some of these accountant specific functions include:
• Reclassify Transactions – reclassify multiple transactions at once
• Voided/Deleted Transactions – this report is a subset of the Audit Log, and

displays only transactions that have been deleted or voided.
• Write Off Invoices – write off invoices from your Accounts Receivable ledger
in a few clicks.
• Journal Entries – create regular journal entries or tag them as adjusting

journal entries. Adjusting journal entries can be reported on separately from
the regular journal entries that your clients enter.
• Accountant Reports – opens the Accountant Reports tab. Specific Accountant

Only reports can be accessed from here, such as the Profit & Loss and Balance
Sheet Comparison Reports.


Client Selection Menu
Click on the drop down arrow to switch to a different client file or back to the
Client Dashboard.

Create
Use this feature to access a list of all of the available transactions quickly.

Search
This field provides quick access to the most recent transactions. Search for
reports. Click on Advanced Search to open up a search screen that allows
filtering of various search options.

Gear Icon
The Gear icon opens the Company settings screen. This view displays the settings
relating to this open client file only.
NOTE: This display should not be confused with the Gear icon which can be
selected from within the Accountant dashboard.

11 Resources and Next Steps
• Customer Care Team: Any QuickBooks Online Problems Call 1 888 333
3451 or live chat from within QuickBooks Online Accountant
• Sales: 1 888 666-7917
• In-product Help
If you want to keep up to date with the latest product information, news and
happenings for QuickBooks Online, then get connected! Subscribe to the
QuickBooks Blog at
http://quickbooks.intuit.com/blog/

Accountant Learn and Support

http://quickbooks.intuit.com/accountants/resources/
Next steps
1. Sign up for QBOA at quickbooks.intuit.com/accountants/quickbooks-

accountant or call (888) 666-7917
2. Complete the free QBO Fundamental Series; attend Part 2 where you will
learn how easy it is to set up QuickBooks Online.
3. Get QBO Certified! It’s free and a great way to get you ready to support
clients. Optional training: Self-study modules and exam in QBOA >
ProAdvisor > Certification. Live certification prep training (webinars & in
person) http://bitly.com/accountant_university
4. Get your first clients!

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QUICKBOOKS ONLINE FUNDAMENTALS SERIES

Copyright 2016 Intuit , Inc.

All Rights Reserved.

The publications distributed by Intuit, Inc. are intended to assist accounting

Version 1.0, last updated March 2016.

© 2016 Intuit, Inc. Page 2 of 49

2 Signing up for QuickBooks Online Accountant ........................................................ 6

3 Tour of QuickBooks Online Accountant .................................................................... 8

4 Getting around QuickBooks Online Accountant ...................................................... 9

6 Your Books – Manage Your Own Firm ..................................................................... 27

7 Create a new Client .................................................................................................... 29

9 Converting a File to QuickBooks Online ................................................................. 40

10 Accountant View of a QuickBooks Online file......................................................... 41

11 Resources and Next Steps ......................................................................................... 48

© 2016 Intuit, Inc. Page 3 of 49

What is QuickBooks Online Accountant?

© 2016 Intuit, Inc. Page 4 of 49

QuickBooks Online works across multiple platforms, including tablets and

© 2016 Intuit, Inc. Page 5 of 49

2 Signing up for QuickBooks Online Accountant

• Sign up via the website

• Sign up via client email invitation

Sign up via the website

© 2016 Intuit, Inc. Page 6 of 49

Sign up via client email invitation

2. Under Your Company, select Manage Users.

3. Under Accounting Firms, click on Invite Accountant, and complete, starting

NOTE: It is strongly recommended that Accountant/Bookkeeper firms consider

© 2016 Intuit, Inc. Page 7 of 49

3 Tour of QuickBooks Online Accountant

Logging in to QuickBooks Online Accountant

© 2016 Intuit, Inc. Page 8 of 49

4 Getting around QuickBooks Online Accountant

There are four main parts to the dashboard:

2. Search – quick search option to find your client files

3. Create + Icon – create new user, client or a request

© 2016 Intuit, Inc. Page 9 of 49

Opening a Client’s QuickBooks Online file

© 2016 Intuit, Inc. Page 10 of 49

The tabs are:

• For Review – provides an overview of the downloaded transactions and

© 2016 Intuit, Inc. Page 11 of 49

Other – Document Management

© 2016 Intuit, Inc. Page 12 of 49

© 2016 Intuit, Inc. Page 13 of 49

1. To request documents: Select the Create + icon. Choose Request.

NOTE: Up to 10 documents can be requested in any one request.

Your client will receive an email with the document request.

© 2016 Intuit, Inc. Page 14 of 49

Received documents are found under the Documents tab.

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© 2016 Intuit, Inc. Page 16 of 49

2. Enter the user’s profile and select Next.

© 2016 Intuit, Inc. Page 17 of 49

4. Team users can be given permission to a client QuickBooks Online file by

© 2016 Intuit, Inc. Page 18 of 49

© 2016 Intuit, Inc. Page 19 of 49

© 2016 Intuit, Inc. Page 20 of 49

QuickBooks Online certification is free! The Certification tab contains self-study