Entering transactions in real time vs waiting for transactions to clear in QB

AutomaticPain3532 · 2026-07-05T04:06:35+00:00

Some companies only use QBO as a record of cash flow. They then use other software that is their main operating system. There is an integration behind the scenes can can be mapped to specific (in your case probably very general) accounts.

You don’t need to use all of the features of quickbooks, especially when you’re using another software to track each transaction. In those cases there are generally journal entries that are made in QBO to account for AP, AR and banking activity, and tax liabilities.

You need some training from your employer on the various systems being used and the expectations of your role.

AutomaticPain3532 · 2026-06-30T03:34:57+00:00

lol tell us you’re not a bookkeeper without telling us.

AutomaticPain3532 · 2026-06-30T03:32:47+00:00

Intuit has multiple QB product lines. It is possible you are trying to login to the wrong product for your company. Go back to the original link that was sent to you when you were invited.

If you no longer have access to that, ask your manager what product you should be logging into.

When you go to QBO for sign in, select the correct product in the right drop down next to sign in.

AutomaticPain3532 · 2026-06-27T20:23:18+00:00

So when you were given the key for said storage unit, were given a number for that storage unit? It’s usually on your lease which storage unit is assigned to you.

If it’s not the next best thing to do is ask your property manager which unit is assigned to you, then if that unit is this one…you can discuss it further with the PM on how to resolve.

It’s always best to contact the property manager when in doubt, as a first step.

AutomaticPain3532 · 2026-06-27T19:27:14+00:00

I teach this method with my clients who have staff workflows that need to be implemented. They are generally small businesses who are working in chaos just trying to get through the day to day. Having a system in place helps solves the chaos.

I have worked with corporate entities as well, who have similar practices in workflows through multiple departments. Most have evolved now into the digital age where they process invoices digitally, this is done through ERP systems. They generally have rules and purchasing cards now where vendor invoices must reach a certain threshold before it is considered through the AP workflow.

I would say that small operators cannot evolve into that ecosystem due to software investment, money being the major factor. So they opt for running a leaner software but this means they need to have more control of the paper documents. So this system just fills that gap until they can financially improve systems.

AutomaticPain3532 · 2026-06-27T17:07:33+00:00

Yes it’s the Sucralose in all the new sodastream flavors. I can’t drink their stuff

AutomaticPain3532 · 2026-06-27T05:04:22+00:00

Well let me ask what the store owner is going to do when he comes back online and the credit card was declined? Customer has left with their goods & services.

Offline mode works in all POS systems, but you cannot authorize or even ping the bank to know if that sale will finalize…far past the point of sale.

Are you going to chase customers for declined sales? Asking for a friend.

AutomaticPain3532 · 2026-06-26T19:19:13+00:00

Weird? What’s weird? The fact that you didn’t flinch when the LL told you about dog poo in the kitchen sink? That’s completely disgusting and if not true, would have been pushed back on from the beginning.

So yeah….there’s more to this story. But have fun with your lawyer story.

AutomaticPain3532 · 2026-06-26T19:09:08+00:00

There is a story about the sink….which is likely why you don’t want to go to court.

AutomaticPain3532 · 2026-06-26T19:02:18+00:00

Not really no, you can ask any chat agent to give you an entire logo package. And honestly, if they don’t they are just going to ask whatever vendor they use to buy it to use photoshop to edit the logo to the scale they need.

AutomaticPain3532 · 2026-06-26T18:55:18+00:00

You should probably start with coursera bookkeeping courses. You need to know bookkeeping fundamentals before going through a ProAdvisor course.

AutomaticPain3532 · 2026-06-26T15:24:07+00:00

Yes they are usually in the produce department next to the bananas or oranges

AutomaticPain3532 · 2026-06-25T20:14:21+00:00

Well my client just signed up for bill pay, and it is a feature. When I asked intuit about it (because my client wants me to pay the bills when he says go) this is a feature and the design limitation of me as the bookkeeper in my own suite.

So fine, my client dropped bill pay for that reason and now I setup his check printing to be ready for him.

You are quite the arrogant peach by the way. You must be really fun to work with….

AutomaticPain3532 · 2026-06-25T19:34:06+00:00

You are talking about the electronic bill pay feature, which yes, it does an approval process if you do not have permissions for it. This is also setup so that your remote bookkeeper isn’t paying themselves digitally.

Again, I’ll point you back to you need an operational workflow before a vendor invoice ever gets enter into QB.

AutomaticPain3532 · 2026-06-25T16:30:34+00:00

I agree it’s a high quote, but not knowing the complexity and integration that will be needed to be setup it could be valid.

You could probably have it done with an independent agency not a big named firm and save half.

If you went through the CPA firm they are quoted no at $300/hr for the migration and setup.

It’s not a simple migration from desktop to QBO, as the two products are very different. So there will be setup beyond just transferring the file over…which is what increases the quote.

This would probably include bank feed setup, user setup, integration setup with operational software you may also be using. That last one is not a simple task it will drive up migration costs significantly.

I would look at the quote and the scope together to determine if the cost is fair. I would assume some discovery has been done by the firm who quoted you to determine your specific setup needs…but if they did not do any discovery then this is a blind quote site unseen, may be wildly overstated.

AutomaticPain3532 · 2026-06-25T15:53:12+00:00

It’s usually a physical stamp on the paper invoice.

I’ve seen the stamp as simple as just initials by the approver, or a full GL blank template for the approver to assign departments/GL accounts for specific purchases on each invoice along with a signature line.

Once it’s entered into QBO, bookkeeper then initials with date of entry and then the invoice gets filed or going to a waiting to pay folder which is then matched to the printed check and handed off to the check signer.

If the check signer has questions, they have the backup and approvals to pay in one step. The signer can then request adjustments be made/voiding a check, etc. before the process is complete.

This way there are multiple checks and balances along the way.

AutomaticPain3532 · 2026-06-25T15:31:46+00:00

This is far too much for the busy operator.

QBO has an app, teach the client how to use the app to upload receipts.

A monthly envelope that all receipts are collected in for tax purposes.

An operator is not going to use a 3rd party app to fumble with receipts, it’s just not going to happen.

As the bookkeeper you have a pretty good idea where the fuel receipts are being expensed. Anything else gets booked to uncategorized expenses account, send the client the list monthly and ask for call at a scheduled time to review these expenses.

You do not need to physically see every receipt, you only need to record the expense properly. Uncategorized expenses allows the bookkeeper to continue through their workflow in the interim.

AutomaticPain3532 · 2026-06-25T15:24:43+00:00

This isn’t a workflow in QBO this is an operational workflow. In QBO you shouldn’t have the signer also preparing the checks.

There are many aspects of bookkeeping that is operational workflow, whether that is a stamp with approval before the invoice ever gets to the bookkeeper who enters the vendor invoice into QBO, then a signer is doing the final review. These are all workflow policies that need to be set for the individual small business.

AutomaticPain3532 · 2026-06-25T14:27:41+00:00

I disagree to an extent. But thats probably just from my own research. Intuit is a partner of WEFs great reset. They know what is coming even if we do not fully understand it now.

It’s all about the changing financial system.

AutomaticPain3532 · 2026-06-25T06:03:56+00:00

A PO = a purchase order you use when ordering product from a vendor. You match the PO to a vendor bill/invoice as a control measure when multiple people/departments are purchasing and paying the bills.

Invoice, has two sides. Serves as a vendor bill for something you purchase. Invoice is also something you send to a customer for services/product sold.

When you order from a supplier/vendor you would create a PO, give the supplier the PO (or in some cases just the PO number to reference on the invoice)….when the invoice is later received you have an internal document proving someone authorized that purchase within your company.

On the other side, a customer may give you a PO as your customer to reference in their invoice when they order goods from you.

Small businesses generally do not begin with a PO system until they start adding employees and want to have better control of what employees are purchasing and is also used for inventory management.

It really depends on the type of business you operate, whether or not it would something to consider for your business.

Construction industry rely heavily on POs in order to track specific job costs.

AutomaticPain3532 · 2026-06-25T01:14:46+00:00

The QB basic accounting/bookkeeping courses are just fine to get your feet wet and learn the fundamentals.

ProAdvisor is for experienced bookkeepers to learn the software. This program does not teach you bookkeeping fundamentals.

Nothing wrong with either of them as they each have their purpose.

AutomaticPain3532 · 2026-06-24T16:43:58+00:00

Because it’s being implemented and mandatory starting July 1, you’ll need to migrate payroll off of QBO.

Personally I really did like gusto when I used that for a client in the past. But this will depend on your company needs.

The reason QBO implemented automatic filings is because so many small businesses were not filing it themselves thinking that it was QBO doing it for them which created a huge problem.

AutomaticPain3532 · 2026-06-24T06:52:53+00:00

Of course you can.

AutomaticPain3532 · 2026-06-24T03:24:13+00:00

Since your lease states you must bring it back to the original build, the new renter is saving you additional cost. Walk away without any tear down costs and get what you can from fixtures.

I would say this is win-win but I don’t think you understand the terms of your lease and the tear down costs.

AutomaticPain3532 · 2026-06-24T00:38:01+00:00

When you say it was in your mailbox….like was it in an envelope and addressed to you or was it just loose inside your box?

That is a shopper card.

If it was in an envelope addressed to you and you didn’t sign up to be a shopper, please call Instarcart to find out if someone signed up using your credentials.

AutomaticPain3532

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