The five most frequently asked questions about QuickBooks Online

QuickBooks specialist Jessica Maddams answers the most popular questions she gets asked about using the platform, including backing up data, privacy concerns, transactions, invoices and live bank feeds.

How often should I back up my data?

With QuickBooks, no backing up of data is necessary as, unlike with older accounting software, everything is stored in the cloud. This also means you can access your data from any device, wherever you are, as long as you have an internet connection.

Who can access my data and what can they see?

You are in control of who accesses your data and what they can see or do with it. You can invite someone to access it and set up permission levels for that person. You may, for instance, only want certain people to be able to enter their timesheet information, but not see any financial data. You can set the access privileges of each user in the way you prefer.

Someone has deleted some of the transactions in my QuickBooks. How do I find out what happened?

You can always see what has happened in the activity log which records every activity on the platform. If you find the change that has been made within the activity log, you will then be able to click on it to view the audit trail of that transaction. which should bring to light the source of the change.

Can I set QuickBooks up to send unpaid invoice reminders automatically?

Yes, you should go to the settings cog (top right of QuickBooks screen) and, under Company, click on Accounts and Settings. Then select Sales from the options down the left-hand side and edit your settings within the Reminders heading. From here, you can create your own message, which will be sent out with the invoice reminder.

How do I set up a live bank feed in QuickBooks?

It's really quick to do. Just have your online banking log-in details to hand (if you don't have them stored in your head). Go to Banking, which is down the left-hand side of your QuickBooks Online. Once there, click on Link Account, which is to the top right of the Banking screen. Then select which bank you use. If you can't see it on the list, then just start to type the name in the search bar and it should come up.

From this screen, you should be able to follow the steps, which will ask for your online banking log-in details. It should then bring in your bank transactions from whichever date you specify. Once you have linked it, it will just need reconnecting every 90 days to continue to bring your transactions through to QuickBooks Online.

Page Kirk are platinum certified partners of QuickBooks, meaning we have been professionally trained by QuickBooks and have the expert knowledge of the software to advise and train our clients, giving them peace of mind. We offer digital heath checks to ensure you are getting the best out of your finance function, seamless cloud migrations, and app recommendations to help your business thrive.

Whether you are an existing QuickBooks user, would like to transfer to QuickBooks or are new to cloud accounting ,we can help you. Contact us for more information on 0115 955 5500 or email enquiries@pagekirk.co.uk.