Part 1 - Setup Video - Admin Users Only
This is for Admin users only and explains the setup requirements in your BriteApp settings section.
This guide provides a comprehensive walkthrough for setting up QuickBooks for USA-based organizations. Learn how to configure your company profile, chart of accounts, and tax settings for optimal performance.
How do I begin the QuickBooks USA setup process?
To get started with your QuickBooks USA setup, you first need to log in to your account and navigate to the initial setup wizard. This process will guide you through entering your basic business information, which is essential for ensuring your financial records are accurate from the very beginning. You will want to have your legal business name and tax ID ready as we move through these screens.
💡 Action Steps
Log in to your QuickBooks account
Select the 'Start Setup' button on the dashboard
Enter your legal business name exactly as it appears on tax documents
What company information should I provide?
Next, you need to fill out the Company Information section. You'll enter your business address, phone number, and website. It is very important to select the correct industry type from the dropdown menu, as this choice influences how QuickBooks pre-configures your chart of accounts. Once you've entered the address, the system will automatically suggest the local tax jurisdictions applicable to your location.
💡 Action Steps
Fill in the Business Address fields
Select your industry from the 'Industry' dropdown menu
Input your business phone number and email address
How do I configure the Chart of Accounts for USA standards?
Now we are going to look at the Chart of Accounts. QuickBooks often provides a default list based on the industry you selected earlier, but you can customize this to fit your specific needs. To add a new account, you click 'New' in the top right corner. You'll need to choose the account type, such as Income, Expense, or Asset, and then give the account a specific name that makes sense for your bookkeeping.
💡 Action Steps
Navigate to the 'Accounting' menu and select 'Chart of Accounts'
Click the 'New' button to add a specialized account
Select the 'Account Type' and 'Detail Type' from the menus
Where do I set up my sales tax settings?
Setting up sales tax is a critical step for USA users. You will navigate to the 'Taxes' tab on the left-hand navigation bar and select 'Sales Tax'. From here, you click on 'Setup Sales Tax'. QuickBooks will use the business address you entered previously to calculate the correct rates. You'll need to confirm your filing frequency—whether that's monthly, quarterly, or yearly—based on your state's requirements.
💡 Action Steps
Click on the 'Taxes' tab in the left navigation menu
Select 'Sales Tax' and then 'Set up sales tax'
Choose your 'Filing Frequency' from the dropdown list
How do I connect my bank accounts?
To automate your bookkeeping, you should connect your bank and credit card accounts. Go to the 'Banking' or 'Transactions' tab and click 'Link Account'. You can search for your financial institution by name or URL. Once you find your bank, you'll enter your online banking credentials through the secure portal. This allows QuickBooks to download your recent transactions automatically for your review.
💡 Action Steps
Go to the 'Banking' menu
Click the 'Link Account' button
Search for your bank and enter your login credentials
How do I invite my accountant to the file?
It's always a good idea to share your data with your accounting professional. To do this, click the gear icon in the top right and select 'Manage Users'. Switch to the 'Accounting Firms' tab and enter your accountant's email address. When you click 'Invite', they will receive an email letting them access your books with specialized tools that won't count against your standard user limit.
💡 Action Steps
Click the Gear icon at the top of the screen
Select 'Manage Users'
Click the 'Accounting Firms' tab and select 'Invite'
What are the final steps to complete the setup?
To wrap things up, you should review your Account and Settings. Check the 'Usage' tab to see your plan limits and ensure the 'Advanced' tab has the correct fiscal year start date, which for most USA businesses is January. Once you have verified that your currency is set to USD and your time zone is correct, your basic setup is complete and you are ready to start recording transactions.
💡 Action Steps
Open 'Account and Settings' from the Gear icon
Verify the 'Fiscal Year' start month in the 'Advanced' tab
Confirm the 'Currency' is set to United States Dollar (USD)
Part 2 - Managing Bookings (All Users)
This guide is for all users and shows how to manage Products, Financials, and Payments in a booking.
Step 1 - Adding Products
Learn how to add products to a booking.
This guide demonstrates how to set up and manage your inventory, non-inventory items, and services within QuickBooks. You will learn how to enter item details, set sales prices, and link accounts for accurate financial tracking.
How do I access the Products and Services list?
To get started with adding your items, go to the Gear icon at the top right of your screen and select Products and Services under the Lists column. This opens up your main dashboard where you can view, edit, and create all the items you sell to your customers.
💡 Action Steps
Click the Gear icon
Select Products and Services
How do I create a new item?
When you're ready to add something new, click the New button in the top right corner. You'll then need to choose the type of item you're adding: Inventory, Non-inventory, Service, or Bundle. For most standard items you keep in stock, you'll want to select Inventory.
💡 Action Steps
Click the New button
Select the appropriate item type
What information goes in the Name and SKU fields?
In the Name field, type the specific name of the product or service as you want it to appear on your sales forms. If you use internal tracking codes, enter those into the SKU field. This helps you quickly search for and identify products later on.
💡 Action Steps
Enter the product name in the Name field
Type the code into the SKU field
How do I categorize my products?
Use the Category dropdown to group similar items together. If the category you need isn't there, you can add a new one right from this menu. This makes your reporting much cleaner when you want to see which types of products are performing best.
💡 Action Steps
Click the Category dropdown
Select an existing category or add a new one
How do I set initial inventory quantities?
If you're setting up an inventory item, you'll see a section for Initial quantity on hand. Enter the amount you currently have in stock and set the As of date. It's important to be accurate here so your starting balance sheet is correct.
💡 Action Steps
Enter the amount in Initial quantity on hand
Select an As of date
What is the Reorder point field for?
The Reorder point is a helpful tool that lets QuickBooks remind you when stock is getting low. Set a minimum number, and when your inventory hits that level, QuickBooks will send you an alert so you know it's time to order more.
💡 Action Steps
Enter a minimum threshold in the Reorder point field
How do I link the Inventory asset account?
Under the Inventory asset account dropdown, ensure the correct account is selected. This is usually a default account named Inventory Asset. This ensures that every time you buy or sell this product, your balance sheet updates automatically.
💡 Action Steps
Check the Inventory asset account dropdown
How do I enter Sales information?
In the Sales information section, write a description that your customers will see on their invoices. Then, enter your Sales price or rate. If the price varies, you can leave this blank and fill it in manually when you create an invoice.
💡 Action Steps
Type the customer-facing description
Enter the Sales price/rate
How do I choose the correct Income account?
The Income account dropdown is where you tell QuickBooks which account tracks the money you make from this sale. Typically, this is set to Sales or Service Income. Selecting the right account here is vital for an accurate Profit and Loss report.
💡 Action Steps
Select the account from the Income account dropdown
How do I track Purchasing information?
If you buy this item from a supplier, check the 'I purchase this product/service from a vendor' box. You can then enter the Cost you pay and the Description that will appear on purchase orders and bills.
💡 Action Steps
Check the box for vendor purchases
Enter the unit Cost
How do I save the new product?
Once you have filled out all the necessary fields, click the Save and close button at the bottom. If you have more items to enter immediately after, you can click the arrow next to it and select Save and new to keep the window open for the next entry.
💡 Action Steps
Click Save and close or Save and new
Step 2 - Raising An Invoice
It is super quick to raise an invoice; this one-minute video shows you how.
This guide provides a comprehensive walk-through on how to create, customize, and send invoices within QuickBooks Online. You will learn how to manage customer details, add products or services, and track payments efficiently.
How do I start a new invoice in QuickBooks?
To get started with a new invoice, click on the '+ New' button located in the top left corner of your dashboard. From the dropdown menu, select 'Invoice' under the Customers column. This will open up a blank invoice form where you can begin entering your transaction details.
💡 Action Steps
Click the '+ New' button
Select 'Invoice' from the menu
How do I select or add a customer?
In the 'Customer' field at the top left, you can click the dropdown to select an existing customer from your list. If you are invoicing someone new, click 'Add new' and enter their name and email address. Using an email address is important because it allows you to send the invoice directly through QuickBooks later on.
💡 Action Steps
Click the 'Customer' dropdown
Select an existing customer or click 'Add new'
Enter the customer's email address
What are the invoice terms and dates?
Once your customer is selected, check the 'Invoice date' to ensure it matches when the work was performed or the sale was made. Move to the 'Terms' dropdown to choose when you expect to be paid, such as 'Net 30' or 'Due on receipt'. QuickBooks will automatically calculate the 'Due date' based on the terms you select here.
💡 Action Steps
Verify the 'Invoice date'
Select a payment term from the 'Terms' dropdown
Confirm the calculated 'Due date'
How do I add products and services to the invoice?
Go down to the 'Product/Service' column in the main table. Click in a blank row and select the item you are billing for. If the item isn't there, you can add it on the fly. Enter a description if needed, and then fill in the 'Qty' for quantity and the 'Rate'. QuickBooks will automatically calculate the 'Amount' for that line item.
💡 Action Steps
Select a line item from the 'Product/Service' column
Enter a description for the work
Input the 'Qty' and 'Rate'
How do I apply sales tax to an item?
If the product or service you are selling is taxable, make sure the 'Tax' checkbox is selected for that specific row. QuickBooks uses your company address and the customer's shipping address to calculate the correct sales tax rate automatically. You can see the total tax breakdown at the bottom right of the invoice above the total.
💡 Action Steps
Check the 'Tax' box for taxable items
Review the calculated tax in the summary section
How can I customize the message on the invoice?
At the bottom of the invoice form, you will find a field labeled 'Message on invoice'. You can type a personalized note here, such as 'Thank you for your business!' This message will be visible to your customer on their copy of the invoice. You can also add a 'Message on statement' for your internal records or customer statements.
💡 Action Steps
Type a note in the 'Message on invoice' box
Add an optional 'Message on statement'
How do I attach files to an invoice?
If you have a contract, a photo of the work, or a receipt that you want to share with the customer, use the 'Attachments' box at the bottom left. You can drag and drop files directly into this area or click the paperclip icon to browse your computer. If you want the customer to see these, make sure to check the 'Attach to email' box.
💡 Action Steps
Drag and drop files into the 'Attachments' area
Check 'Attach to email' if you want the customer to receive the files
How do I preview the invoice before sending?
Before you finish, it's a good idea to see exactly what your customer will see. Click 'Print or Preview' at the bottom of the screen. This opens a PDF view of the invoice. Check for any typos or errors in the totals. If everything looks correct, you can close the preview to return to the edit screen.
💡 Action Steps
Click 'Print or Preview'
Review the PDF document for accuracy
How do I save and send the invoice?
When you are ready to send the invoice to your customer, click the green 'Save and send' button in the bottom right corner. This opens an email preview window where you can customize the subject line and the body of the email. Once you are satisfied, click 'Send and close' to email the invoice and record the transaction in your books.
💡 Action Steps
Click 'Save and send'
Review the email subject and body
Click 'Send and close'
How do I track the status of my invoices?
To see the status of your sent invoices, go to the 'Sales' menu and select 'Invoices'. Here you can see a list of all your invoices and their current status, such as 'Sent', 'Viewed', or 'Overdue'. This dashboard helps you stay on top of your receivables and know exactly who has opened their invoice and who still owes you money.
💡 Action Steps
Go to the 'Sales' header
Select the 'Invoices' tab
Review the status column for each invoice
Note: You can add more than one invoice to a single booking by selecting different products on each invoice. BriteBiz will not allow you to choose the same product on multiple invoices.
Note - All BriteBiz edits will be updated in QuickBooks immediately. All edits in QuickBooks, including reconciliations, will be updated overnight. To manually pull in edits, click on the "Sync with QuickBooks" button in the BriteBiz invoice. More details on syncing in Step 3 below.
Step 3 - Recording Payments
There are two way payments can be recorded.
By the client using the Pay Now button in the Client Portal.
You can manually mark payments as receviced, so that they are available in Quickbooks for reconciliation, and this is covered in the video.
This guide explains how to manually record and manage payments within the system. You will learn how to navigate to the payment interface, enter transaction details, and ensure your records are accurately updated.
How do I access the payments section?
To get started with recording a new transaction, you need to navigate to the main dashboard and locate the financial or payments tab. Once you are there, you will see an overview of your current ledger and the option to add a new entry.
💡 Action Steps
Navigate to the main dashboard
Click on the Payments tab
What is the first step to add a new payment?
You will want to click on the button labeled 'Add Payment' or the plus icon located at the top right of the screen. This action opens the payment entry form where you can begin inputting the specific details for the transaction you are recording.
💡 Action Steps
Click the Add Payment button
How do I select the correct customer or account?
In the 'Customer' or 'Account' field, start typing the name of the individual or company. The system will provide a dropdown list of matches; simply click on the correct name to link this payment to their specific record.
💡 Action Steps
Click the Customer/Account field
Select the correct name from the dropdown list
How do I enter the payment amount and date?
Next, you need to go to the 'Amount' field and enter the total value of the payment received. After that, move to the 'Date' field and select the day the payment was actually made using the calendar picker to ensure your reporting is accurate.
💡 Action Steps
Enter the value in the Amount field
Select the date from the calendar picker
What payment methods can I choose from?
You should now select the 'Payment Method' from the available options in the dropdown menu. This usually includes choices like Credit Card, Bank Transfer, Check, or Cash, which helps you track how the money was moved.
💡 Action Steps
Open the Payment Method dropdown
Select the applicable payment type
How do I apply the payment to a specific invoice?
If this payment is intended for a specific bill, look for the 'Outstanding Invoices' section. You can check the box next to the invoice number you wish to pay off, and the system will automatically allocate the funds to that balance.
💡 Action Steps
Locate the Outstanding Invoices section
Check the box next to the relevant invoice
Can I add notes or references to the payment?
There is a 'Reference' or 'Notes' field provided for any additional information. You can type in a check number, a bank confirmation code, or just a brief description of what the payment was for to make reconciliation easier later on.
💡 Action Steps
Type details into the Reference field
Add internal notes if necessary
How do I save and finalize the record?
Once you have verified that all the information is correct, you will click the 'Save' or 'Submit' button at the bottom of the form. This will officially commit the payment to the system and update the customer's balance immediately.
💡 Action Steps
Review all entered data
Click the Save button
How do I confirm the payment was added successfully?
After saving, you should see a confirmation message at the top of the screen. You can also go back to the main payment list or the specific customer's ledger to see the new entry appearing at the top of the history.
💡 Action Steps
Look for the success notification
Verify the entry in the payment history list
Note: All payments recorded by a client in the client portal or manually added will be associated with the invoice in BriteBiz and will be reflected in QuickBooks immediately.
Note - Click on the QuickBooks icon beside the payment at any time to see the payment in QuickBooks.
Unreconciled Payments
If you see a red "!" exclamation mark beside the payment, it means it is not yet reconciled in QuickBooks. Once reconciled in QuickBooks, this "!" will go (reconciliations are pulled in overnight).
Manually Sync One Invoice
You can manually pull in reconciliations by clicking on the "sync with QuickBooks" button on the bottom left of every invoice in BriteBiz.
Manually Sync Everything Between QB and BBiz
To manually pull in all changes in QuickBooks, go to Payments and then "Not Reconciled". On the right of the page, you will see the QuickBooks icon. Hover over the icon to see when the last sync was done, and click on the icon to do a new manual sync.
Step 4 - Importing Invoices & Payments Already in QuickBooks
This video is very important during the ONBOARDING PROCESS. It shows you how to IMPORT INVOICES AND PAYMENTS that have already been set up in QuickBooks.
This guide demonstrates how to use the import utility to bring historic invoices and payment records into the system. You will learn how to map your data and ensure records are correctly allocated.
How do I access the invoice and payment import utility?
To get started with your data migration, go to the main navigation menu and select the Import option. From the list of available import types, choose Invoices & Payments to open the dedicated upload interface.
💡 Action Steps
Click on the main navigation menu
Select the Import option
Choose Invoices & Payments
What file format should I use for importing data?
You need to ensure your data is saved in a CSV format. Download the provided template from the import screen to see exactly how your columns should be structured, including required fields like Invoice Number, Client Name, and Date.
💡 Action Steps
Download the CSV sample template
Format your data into the CSV structure
Ensure columns for Invoice Number and Client Name are filled
How do I map the columns in my file to the system fields?
Once you upload your file, you'll see a mapping screen. Go through each dropdown menu to match your CSV headers to the corresponding fields in the system. Make sure the 'Total Amount' and 'Balance' fields are mapped correctly to avoid discrepancies.
💡 Action Steps
Upload your CSV file
Use the dropdown menus to match system fields
Check the mapping for Total Amount and Balance
How can I import payments alongside my invoices?
If your file contains payment information, you must ensure the 'Amount Paid' column is populated. The system will automatically create a payment record and link it to the specific invoice number provided in the same row.
💡 Action Steps
Populate the Amount Paid column in your CSV
Include the matching Invoice Number for each payment line
What happens if there are errors in my import file?
Before the final import, the system runs a validation check. If there are missing fields or incorrect data types, you'll see a red error notification. You should click on the error log to see which rows need to be fixed before proceeding.
💡 Action Steps
Run the validation check
Review any red error notifications
Open the error log to identify specific rows
How do I finalize the import process?
Once the validation is successful and no errors remain, click the Import button at the bottom of the screen. You will see a progress bar, and a confirmation message will appear once all records have been successfully created.
💡 Action Steps
Verify that no errors remain
Click the Import button
Wait for the confirmation message
Where can I view the imported invoices and payments?
After the import is finished, navigate to the Billing or Finance module. You can search for the imported records to verify that the totals, dates, and payment allocations have been applied correctly to your client accounts.
💡 Action Steps
Navigate to the Billing or Finance module
Search for a specific imported invoice
Verify payment allocations on the client account
Step 5 - Understanding the integration
We recommend that all account users manage the integration in the format below.
The Rule - All invoices, products, and payments should be created in BriteBiz, and you manage your bank reconciliation in QuickBooks (which updates BriteBiz).
This guide covers the various quick actions available in the QB system to manage your workflow efficiently. You will learn how to navigate the actions menu and execute common tasks.
How do I access the QB Actions menu?
To get started with your workflow, you need to locate the main actions interface. Look for the QB icon or the Actions dropdown menu located at the top of your dashboard. Clicking this will reveal a list of all the available tasks you can perform within the current module.
💡 Action Steps
Locate the QB Actions menu
Click the dropdown arrow to expand options
What is the process for creating a new record?
When you need to add information, select the 'Create New' option from the list. This will open a sidebar where you can input the necessary details. Make sure you fill out all the required fields marked with an asterisk before you proceed to save your changes.
💡 Action Steps
Select 'Create New' from the menu
Enter data into the required fields
Click the Save button
How can I edit an existing entry?
If you need to make changes to something you've already created, find the record in your list and click the Edit button. This allows you to modify the existing text, update statuses, or change assigned users. Once you have finished making your adjustments, click Update to apply them.
💡 Action Steps
Locate the specific record
Click the Edit icon
Modify the necessary fields
Click Update
How do I use the bulk actions feature?
To save time, you can perform actions on multiple items at once. Select the checkboxes next to the items you want to modify, then go to the Bulk Actions menu at the top of the table. You can then choose to delete, move, or update the status for all selected items simultaneously.
💡 Action Steps
Select multiple records using checkboxes
Open the Bulk Actions menu
Choose the desired action to apply to all
What should I do to delete a record?
If a record is no longer needed, you can remove it by selecting the Delete option. A confirmation pop-up will appear asking if you are sure you want to proceed. It is important to remember that this action cannot be undone, so double-check before clicking Confirm.
💡 Action Steps
Click the Delete button next to the record
Review the confirmation message
Click Confirm to permanently delete
How do I export my data?
For reporting purposes, you can export your current view into a spreadsheet. Click on the Export button in the actions bar and choose your preferred format, such as CSV or Excel. The file will then download directly to your computer for you to use in other applications.
💡 Action Steps
Click the Export button
Select the file format (CSV or Excel)
Download the generated fileVideo in Text Format
Process Overview
ACTION BRITEBIZ | ACTION QUICKBOOKS (QB) |
Create Payment ➜➜➜➜ | ✅ Immediately creates the payment in QB |
Create Invoice ➜➜➜➜ | ✅ Immediately creates the invoice in QB |
Create New Product ➜➜➜➜ | ✅ Immediately creates a new product in QB |
✅ Automatically Updates Brite (2-3 Minutes) | ⟸⟸⟸ Record Payment On Invoice in QB |
✅ Automatically Reconciles in BriteBiz (this is a sync that is done overnight). Payments not reconciled have a red icon.
 | ⟸⟸⟸ Payment Reconciled in QB |
What To Do If Edits Are Made In QuickBooks?
Again, we recommend that all edits to invoices and payments be done in BriteBiz. However, if edits are done in QuickBooks, our super Two-Way integration has you covered, and BriteBiz is updated as follows.
ACTION QUICKBOOKS | ACTION BRITEBIZ |
Invoice Edited in QB ➜➜➜➜ | Go to the corresponding invoice in BriteBiz and click on the sync with QuickBooks button.
 You will find this button on the bottom left of the invoice. |
Payment Edited in QB ➜➜➜➜ | ✅No action is required. Updates BriteBiz immediately. |
Create New Product in QB ➜➜➜➜ | ✅No action is required. Updates BriteBiz immediately. |