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Secret QuickBooks Tips, Tricks and Shortcuts for the Accountants
  • Quickbooks

Secret QuickBooks Tips, Tricks and Shortcuts for the Accountants

Damon Gamble, CPA
Damon Gamble, CPA
  • September 09, 2021 03:45 PM EST

QuickBooks Online is a widely used accounting software used by numerous accountants and tax professionals. It comes equipped with many valuable functions and nifty shortcuts. Here are our secret QuickBooks tips, tricks, and shortcuts to enhance your productivity with 5x.

1. Save your time on attachments

You can upload credit card and bank statements in the attachments folder. This way, the month-end and year-end calculations would become a lot less complicated. The documents will be available in the formal reconciliation where you and other accountants can access them. To make identification easier, use a nomenclature, e.g., name of the bank/DD/MM/YY.

2. Automate to stay top of your Emails

QuickBooks offers the option to have certain documents automatically emailed to you. You can have a collection or sales report and have it mailed to you every week. This way, you can take care of open invoices without any bother. Also, you can schedule financial statements and get them emailed to you every month.

Not only this, but you can even schedule recurring invoices and get them emailed to you regularly. If you use QuickBooks payments, then the money paid by customers and the fee will get logged by default in QuickBooks. Thus, you can automate the sales process.

3. Create A Cash Receipt Journal through Sales Center

Managing everything from the sales center without making any changes in the report makes it easier for users. You should maintain a list or journal of cash transactions in the sales transaction list. To do so, click on the filter drop-down menu. Then the money received option & change the date.

4. Use our secret super Shortcuts

QuickBooks has numerous keyboard shortcuts, which makes things quicker and simpler.

Here are some of the secret super shortcuts

  • Press Ctrl +Del to delete the selected lines in the transaction.
  • Press Ctrl +Insert to insert a blank detail line in the transaction.
  • Press Ctrl +Alt +Y to copy the line in an invoice.
  • Press Ctrl +Alt +V to copy the line to the intended row in the invoice.
  • Press Ctrl +N to create a new transaction or list items.
  • Press Ctrl +D to delete the current transaction or list items.
  • Press Ctrl +E to edit an item in an item list or a register.
  • Press F5 to refresh the list.
  • Press Ctrl +H to transaction history(used inside a transaction).

Opening Windows/List

  • Press Ctrl +W to write checks/cheques.
  • Press Ctrl +Q to create a quick report.
  • Press Ctrl +Y to create a transaction journal(Used inside a transaction).
  • Press Ctrl +J to create a customer center.
  • Press Ctrl +A to create a chart of accounts.
  • Press Ctrl +I to Create invoices.
  • Press Ctrl +U to use the item if you have just.
  • Press Ctrl+ L to open the list from a transaction.
  • Press Ctrl +R to use register.
  • Press Ctrl + F to find anything.
  • Press F1 to get Quickbooks help.
  • Press F2 or Ctrl+1 to get the product information on the screen.
  • Press F3 to search.
  • Press F4 to get QuickBooks technical support helper.
  • Press Esc or Ctrl +F4 to close the active window.
  • Press Ctrl +F6 to move to the next open window and make it active.


  • + Increase the number in a form, such as a check/a cheque number or invoice number
  • Press Alt +S to save the transaction.
  • Press Alt +N to save the transaction and go to the next transaction.
  • Press Alt +P to go to the previous transaction.
  • Press Tab to go to the following field.
  • Press Shift +Tab to go to the prior field.
  • Press the Up arrow to go to the earlier line of a form.
  • Press the Down arrow to go to the following line in a form.
  • Press the Page up to move to the previous page in a form area or report.
  • Press the Page Down to move to the next page in a form area or report.
  • Press Ctrl +Page Up to move to the first item a list or register.
  • Press Ctrl +Page Down to move to the last item in a list or register.
  • Press Ctrl +Enter to record anything.

Opening/Closing QuickBooks

  • Ctrl With this key, you can start QuickBooks without a company file.
  • Alt With this key, you can suppress the desktop
  • Press Alt +F4 with this key you can exit from QuickBooks.

5. Bank Rules

QuickBooks allows you to set up bank rules for everyday expenses like regular suppliers or vendors, utility payments, and so on. If you set up the bank rule to auto add, you won’t need to review it.

6. Monitor Timesheets with QuickBooks Online (QBO)

Time tracking can be quite time-consuming. QBO makes it easy to review and approve the employee time. Thus, you can export the time from your site to QuickBooks. Seamless integration makes it more convenient to approve multiple timesheets at the same time.

You can also create multiple timesheets inside QBO quite easily. Any modification you make will be in sync with your sheet. This enables you to approve and manage employee timesheets, create invoices, and run payrolls promptly using your QuickBooks account.

7. Customizable Layout

Recent versions of QuickBooks offer a wide range of customization options. The interface is equipped to support various customizations. For an older version: go to ‘edit,’ then ‘Preferences,’ and choose ‘Desktop View.’

8. Merge Similar Accounts

Often, different accounts are created by employees for separate tasks. In such a situation, you may find that your QuickBooks file is linked to many individual accounts. This can happen when several customer accounts are made erroneously. Merging can prove to be quite handy here.

These QuickBooks Online tips and shortcuts provided above will become easier for you to execute with lesser time. They will prove useful in handling your work efficiently and effortlessly. myCPE regularly conducts live and self-study webinars on various QuickBooks courses on a topic like progress invoicing and job costing, banking feed, and reconciliation, tips - tricks and shortcuts, building charts and many more for the accountants at cost-effective rates.

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Damon Gamble, CPA

Damon Gamble, CPA

Managing Principal Gamble & Associates, LLC

The author, Mr. Gamble is the Owner and Managing Partner of Gamble and Associates, LLC, which is a CPA firm that provides accounting, tax and business consulting services to high net-worth individuals, and Small Businesses such as Sole Proprietorships, Corporations, S-Corporations, Partnerships, LLC’S and Trusts.

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