How Do I Use Quickbooks? – A Quick Guide

If you are a small business owner you have no doubt been advised on certain products to use to help you with your accounting, payroll and other bookkeeping services you are not experienced in, especially when it comes to how to use Quickbooks.

One of the most common products brought up is Quickbooks – an accounting package specifically for small to medium businesses.

What is Quickbooks?

Quickbooks is a renowned accounting software package that is available in desktop or online versions.

There are many functionalities within the package to better manage your business. Managing sales and income from creating invoices then keeping track of sales via each client can be achieved by an Accounts Receivable Aging Report that the software can generate, providing a more structured approach to invoicing and sales management.

The software package also provides a multitude of abilities such as tracking bills and expenses, reports, payroll management and inventory management.

Ideally if jumping into Quickbooks you could start simply by using a version of Quickbooks online. It retains all the main features to keep your business bookkeeping in order, and should you need to upgrade as your business grows you can move to a higher level Quickbooks program whilst bringing all your data with you.

Connecting Accounts

The first port of call in using Quickbooks is connecting your bank accounts and credit cards.

Upon this being successfully implemented, your transactions will automatically be imported and eliminating the time in doing manual entry. Past transactions from 90 days previous can also be imported. On the right-hand side of the software, click the button Connect Account to bring up the linking screen. From here, type in your bank or credit card company and follow the prompts of entering your login information. You may be given the opportunity to import past data and, if so, import as far back as you can.

Complete this process for all bank accounts, including checking accounts and PayPal. These accounts will then begin importing and once complete, your homepage will display your financial accounts for you to click on. It will display lie a classic bank account feed.

Create Account Names

Quickbooks is already supplied with revenue and expense accounts that can be used, but you can also create them yourself if you prefer.

These accounts compose your chart of accounts that are your line items in your financial statements. You could use the account names that Quickbooks provides but it is quite common to use your own, making your financial data make more sense to you in the way it is presented. It makes sense to not lump all of your revenue into one account, so take some time to create accounts that can be put into in order to make sense of everything and not get lost.

Quickbooks Training

If this sounds overly complicated on a simple level and you don’t have a brain for technology, don’t worry, there is a training available that can be provided by small business bookkeeping solutions.

Should you require help in accessing Quickbooks or if you choose to entrust this area of business to bookkeeping services in Manchester, contact the team at Pebbles today for a clear understanding of how to use Quickbooks and the other accounting software available to you.

Don't just take our word for it...

James Balderstone, Lucid Networks

Pebbles Bookkeeping took over our bookkeeping when a full-time member of staff left the business.  Our accounts are relatively complex for a business our size because of the number of different suppliers and products we deal with, but Pebbles were able to get quickly up to speed.  We have significantly reduced our costs spent on bookkeeping activity as a result. They have also helped us move to a new accounting system (Xero), which we are already seeing the benefit of, and we’re looking forward to working with Pebbles in the future to automate more of our back-office processes.

Robert Flinn, Director, The Drawing Room

“Pebbles have provided professional and personal approach to all our accounts needs from processing invoices to management accounts. Based in-house they have become a valuable asset to the business and have given us a more strategic and analytical approach to our finances.”


Steve Tanswell, Manchester Facades

I changed book-keepers around a year ago because of a disagreement.  I employed Diane of Pebbles and having been with the same firm for 10 years, I was amazed by how easy working with Diane was.  Not only did the change save me money but also saved me time.  Utilising new technologies (to me) have massively improved the amount of money I can claim back in VAT and has made the whole process speedier and well as easier.  Even when Diane is chasing me for information she does in a friendly professional manner.  I’m thrilled to be working with her and would recommend her to anyone.

Lisa Heggie, The Gunnery

A massive thank you to Diane at Pebbles Bookkeeping & HR. You took the huge stress away from where do I start, with employee policies etc. You have created us a great, informative employee handbook, covering all necessary policies and risk assessments in a matter of no time and from the other side of the world too. I will definitely be in touch for any future help our company needs.

TecCre8 Ltd

“We began to relinquish our bookkeeping tasks to Pebbles Bookkeeping in September 2020, following our meeting with Diane Huxley to discuss our requirements. We signed up with Diane immediately. We have all built a quick rapport with Diane and it’s good to know that we have her support and expertise at the other end of the phone.

Pebbles Bookkeeping is a perfect fit for our company and liaises seamlessly with our accountant. It is our pleasure to work alongside them.”