Part 1
This video guide provides a comprehensive walkthrough of the essential settings and configurations required for an international QuickBooks account. You will learn how to set up company information, tax details, and regional preferences.
How do I start the international company setup?
To begin, you will need to log in to your QuickBooks account and navigate to the Account and Settings area via the gear icon. This is where you establish the core identity of your business for an international context, ensuring all your documentation is professional and accurate.
💡 Action Steps
Click the Gear icon in the top right corner
Select Account and Settings
How do I configure basic company information?
In the Company tab, you need to click on the Company name section to enter your official business name and legal name. It is important to upload your company logo here as well, as this will appear on all your outgoing invoices and estimates for your international clients.
💡 Action Steps
Select the Company tab
Click the Pencil icon to edit Company name
Upload a business logo
Enter Legal name if different from Company name
What is the process for setting contact details?
You must scroll down to the Contact info section to provide a company email address where customers can reach you. Provide a business phone number and a website URL if applicable. These details ensure that your international customers have the correct channels to communicate with your billing department.
💡 Action Steps
Enter Company email address
Input Business phone number
Add Website URL
How do I set the business address and location?
Next, go to the Address section. You need to enter your primary business address, which dictates your regional tax settings. If your legal address for tax filings is different from your physical business location, be sure to uncheck the 'Same as company address' box and enter the specific legal address.
💡 Action Steps
Enter the Company address
Specify the Legal address
Save the address changes
How do I enable multi-currency support?
For international operations, you need to navigate to the Advanced tab and find the Currency section. Click the edit icon and select your Home Currency. To track transactions in other currencies, you must toggle the Multi-currency switch to 'On'. Note that once this is enabled, it cannot be turned off.
💡 Action Steps
Navigate to the Advanced tab
Click the Currency section
Select your Home Currency from the dropdown
Toggle Multi-currency to On
How do I manage regional tax settings?
To set up your taxes, click on the Taxes menu on the left-hand navigation bar. You will need to click 'Set up tax' to configure your VAT or GST based on your specific country's requirements. This allows you to track tax collected on sales and tax paid on purchases automatically.
💡 Action Steps
Click Taxes in the left navigation menu
Click the Set up tax button
Select the appropriate tax agency and reporting period
How do I customize the Chart of Accounts for international use?
Click on Transactions and then Chart of Accounts. You want to ensure your accounts are mapped correctly for your region. You can add new accounts by clicking 'New' in the top right, choosing the account type, and assigning it a name that aligns with your local accounting standards.
💡 Action Steps
Go to Transactions
Select Chart of Accounts
Click the New button
Choose Account Type and Detail Type
How do I format dates and numbers for my region?
Back in Account and Settings, go to the Advanced tab and look for the Other preferences section. Here you can change the Date format and Number format. This is crucial for international users to ensure dates like '01/02/2023' are interpreted correctly according to your local customs.
💡 Action Steps
Select the Advanced tab
Edit the Other preferences section
Choose the preferred Date format
Choose the preferred Number format
How do I set the start of the financial year?
In the Advanced tab, under the Accounting section, you must define the 'First month of fiscal year'. Not every country follows a January to December calendar, so select the specific month that marks the beginning of your financial reporting period.
💡 Action Steps
Locate the Accounting section in Advanced settings
Select the First month of fiscal year from the dropdown
How do I update customer and vendor language preferences?
When dealing with international clients, you can set specific languages for your invoices. Go to the Sales tab in settings and look at the Language options. This ensures that the system-generated text on your forms is translated for your customers' convenience.
💡 Action Steps
Select the Sales tab
Navigate to the Language section
Choose the default language for forms
Part 2
This guide explains how to set up and manage your products and services list in QuickBooks. You will learn how to add individual items, select item types, and track inventory.
How do I access the Products and Services list?
To get started with your items, go to the Sales menu and select Products and Services. This is where you can see everything you sell and provide to your customers. If you're starting fresh, you can click New to begin adding your very first item.
💡 Action Steps
Click on the Sales menu
Select Products and Services
Click the New button
What are the different types of items I can add?
When you click New, you have to choose what kind of item you're creating. You can choose Inventory if you want to track stock levels, Non-inventory for things you buy or sell but don't track the quantity of, or Service for things like consultations or labor. Choose the one that best fits what you are setting up right now.
💡 Action Steps
Select Inventory, Non-inventory, or Service type
How do I enter the basic product information?
Now you need to give your product a Name. This is what you and your customers will see. If you use internal tracking, you can enter a SKU. You can also use the Category dropdown to group similar items together, which makes your reports much easier to read later on.
💡 Action Steps
Enter the Name of the item
Fill in the SKU field
Select or create a Category
How do I set up inventory tracking?
If you selected an inventory item, you need to tell QuickBooks how much you have on hand. Enter the Initial quantity on hand and the As of date. You also need to set an Inventory asset account so QuickBooks can track the value of your stock on your Balance Sheet.
💡 Action Steps
Enter the Initial quantity on hand
Select the As of date
Choose an Inventory asset account
How do I add a description and sales price?
In the Sales information section, write a description. This is what will show up on your invoices and sales receipts. Enter your Sales price or rate, and then select the Income account where you want to track the money you make from selling this item.
💡 Action Steps
Type a description in the Sales information field
Enter the Sales price/rate
Select an Income account from the dropdown
How do I configure tax settings for the product?
You need to decide if this item is taxable. Look at the Tax section and select the appropriate tax category. If you aren't sure, you can usually leave it as the standard rate or consult your accountant to ensure your sales tax is being calculated correctly on every transaction.
💡 Action Steps
Review the Tax section
Select the correct Tax rate or category
How do I track purchasing information for items?
If you buy this item from a supplier, check the box that says 'I purchase this product/service from a supplier.' You can then enter a purchase description and the Cost you pay for it. Make sure to link this to an Expense account or a Cost of Sales account to track your spending.
💡 Action Steps
Check the 'I purchase this product/service' checkbox
Enter the purchase description
Enter the Cost
Select an Expense or Cost of Sales account
How do I save and finish my new product?
Once you have filled in all the details, you have a few options. You can click Save and close if you are finished, or if you have a long list of items to get through, click Save and new to immediately start working on the next product in your list.
💡 Action Steps
Click Save and close to finish
Click Save and new to add another item
Part 3
This video provides a step-by-step walkthrough for creating, customizing, and sending invoices within the non-US version of QuickBooks Online. You will learn how to manage customer details, add line items, and adjust tax settings.
How do I start a new invoice?
To get started with a new invoice, go to the sidebar and click on the 'New' button, then select 'Invoice' from the Customers column. This opens up the blank invoice form where you can begin entering your transaction details.
💡 Action Steps
Click the '+ New' button
Select 'Invoice' under the Customers column
How do I select or add a customer?
In the 'Customer' dropdown menu, you can select an existing customer from your list or click 'Add new' to create a new profile. Once a customer is selected, their email address and billing address will automatically populate based on the information saved in their profile.
💡 Action Steps
Click the 'Customer' dropdown
Select a customer or click 'Add new'
Verify the email and billing address fields
How do I set the invoice date and terms?
You can adjust the 'Invoice date' using the calendar icon. Then, use the 'Terms' dropdown to select the payment deadline, such as Net 30 or Due on receipt. The 'Due date' will calculate automatically based on the terms you choose.
💡 Action Steps
Select the 'Invoice date'
Choose a value from the 'Terms' dropdown
Confirm the 'Due date'
How do I add products or services to the invoice?
Go to the 'Product/Service' column and select the items you are billing for. You can enter a description, specify the quantity, and set the rate. If you have previously set up your products, the description and price will fill in for you automatically.
💡 Action Steps
Select an item from the 'Product/Service' grid
Enter or edit the 'Description'
Input the 'Qty' (Quantity)
Set the 'Rate'
How do I apply tax to line items?
For each line item, you can select the appropriate tax rate from the 'Tax' dropdown menu. QuickBooks will then calculate the total tax amount based on the rates selected for the individual products or services listed on the invoice.
💡 Action Steps
Click the 'Tax' column dropdown for each row
Select the applicable tax rate
How do I add a message or attachment?
If you want to include a personalized note, type it into the 'Message on invoice' box. This text will appear on the PDF copy your customer receives. You can also upload files, such as receipts or contracts, by dragging and dropping them into the 'Attachments' box.
💡 Action Steps
Type a note in 'Message on invoice'
Drag and drop files into the 'Attachments' area
How do I review the invoice totals?
At the bottom right of the screen, you will see the subtotal, the total tax amount, and the final balance due. Review these figures to ensure all discounts and tax applications are correct before you proceed to send the document.
💡 Action Steps
Review the 'Subtotal'
Check the 'Total' including tax
Verify the 'Balance due'
How do I save and send the invoice?
Once you are ready, click 'Save and send' at the bottom right. This opens a preview window where you can see exactly what the email and invoice will look like for your customer. If everything looks good, click 'Send and close' to deliver the invoice.
💡 Action Steps
Click the 'Save and send' button
Review the email preview
Click 'Send and close'
Part 4
Learn how to set up and manage QuickBooks Payments to accept credit card and ACH bank transfers directly through your invoices. This guide covers the account connection process and how to track your incoming deposits.
What is QuickBooks Payments?
QuickBooks Payments allows you to get paid faster by giving your customers the ability to pay their invoices online using a credit card, debit card, or an ACH bank transfer. When you send an invoice, your customer sees a 'Pay Now' button, and once they pay, QuickBooks automatically records the payment and tracks the fees for you.
💡 Action Steps
Review the online payment options
Identify the 'Pay Now' button on customer invoices
How do I sign up for QuickBooks Payments?
To get started, go to the Gear icon and select Account and Settings. From there, click on the Payments tab. You will see a button to 'Learn More' or 'Connect' your payments account. You'll need to provide some basic information about your business, your bank account for deposits, and your personal details to verify your identity.
💡 Action Steps
Click the Gear icon
Select Account and Settings
Navigate to the Payments tab
Click Learn More or Connect
How do I choose which payment methods to accept?
Once your account is active, you can choose the default payment methods for all your invoices. In the same Payments tab, you can toggle on or off the options for Credit Cards and Bank Transfers. You can also change these settings on a case-by-case basis directly on individual invoices before you send them to your customers.
💡 Action Steps
Toggle Credit Card settings
Toggle ACH/Bank Transfer settings
Adjust settings on individual invoices
How do I send an invoice with online payment options?
Create a new invoice as you normally would by clicking '+ New' and then 'Invoice.' Fill out the customer details and the services provided. Look at the 'Online Payments' section at the top of the invoice to ensure the payment methods you want are selected. When you're ready, click 'Save and Send' to email the invoice to your customer.
💡 Action Steps
Click + New
Select Invoice
Check the Online Payments header section
Click Save and Send
What does my customer see when I send an invoice?
Your customer receives an email with a summary of the invoice and a link to view it online. When they open the link, they see the full invoice and a 'Pay Now' button. They can then enter their credit card information or their bank account details securely. Once they complete the transaction, they receive a receipt immediately.
💡 Action Steps
View the customer email notification
Access the online invoice portal
Select the Pay Now button
How do I track my deposits and processing fees?
After a customer pays, QuickBooks handles the heavy lifting. To see your money's progress, go to Sales and then the Deposits tab. Here you can see which payments are being processed and when they are expected to hit your bank account. QuickBooks automatically accounts for the processing fees, so your books stay balanced without extra manual entries.
💡 Action Steps
Go to the Sales menu
Select the Deposits tab
Review processing status and estimated deposit dates
Part 5
This guide explains how to use the import tools to bring your historical invoice data and payment records into the system. You will learn how to prepare your files and map specific fields to ensure your financial data transfers accurately.
How do I get started with the import process?
To begin importing your financial data, you need to navigate to the settings menu and locate the import tools section. This is where you can select the specific type of data you want to bring in, such as sales invoices or customer payments. Before you upload anything, make sure you have your CSV or Excel files ready and organized according to the system requirements.
💡 Action Steps
Navigate to the Settings menu
Select the Import Tools section
Choose either Invoices or Payments as the data type
How should I prepare my invoice file for import?
You need to ensure your spreadsheet contains all the mandatory columns required by the system. This includes the invoice number, the customer name or ID, the date of the invoice, and the total amount. If you are importing line items, make sure each row represents a single line on the invoice with the correct tax codes and account nominals assigned to them.
💡 Action Steps
Verify the spreadsheet contains Invoice Number and Customer Name
Ensure Date and Total Amount fields are populated
Check that tax codes and nominal accounts are included for line items
How do I upload the data file?
Once your file is ready, click on the upload button and select the document from your computer. The system will then scan the file to ensure it's in the correct format. If the file is accepted, you'll be moved to the mapping screen where you can align your column headers with the fields in the database.
💡 Action Steps
Click the Upload button
Select the prepared CSV or Excel file
Proceed to the Mapping screen
How do I map the headers to the correct fields?
On the mapping screen, you will see a list of system fields on the left and your spreadsheet headers in a dropdown on the right. You need to match them up exactly. For example, match your column titled 'Inv No' to the system field 'Invoice Number'. If the system recognizes the header names automatically, they will be pre-filled for you, but you should always double-check these for accuracy.
💡 Action Steps
Review the System Fields list
Select the corresponding spreadsheet header from the dropdown menus
Confirm that mandatory fields like Customer and Date are correctly mapped
How do I handle the import of historical payments?
If you are importing payments against existing invoices, you must ensure the payment file references the correct invoice numbers. This allows the system to automatically allocate the payment to the outstanding balance. Choose the Payments import option and map the 'Payment Date', 'Amount Received', and 'Invoice Reference' fields specifically.
💡 Action Steps
Select the Payments import category
Map the 'Invoice Reference' field to link payments to invoices
Ensure 'Date' and 'Amount Received' are mapped correctly
How do I validate the data before finalizing?
After mapping the fields, click the validate button. The system will check for any errors, such as duplicate invoice numbers, missing customers, or incorrect date formats. If any errors are found, they will be highlighted in red. You will need to click on the error to see the details, fix them in your source file, and then re-upload or edit them directly in the preview grid.
💡 Action Steps
Click the Validate button
Check the error report for red highlights
Correct any data errors in the preview grid or source file
How do I complete the import process?
Once the validation is successful and no errors remain, you can click the 'Import Now' button. A progress bar will show the status of the data being written to the database. When the process finishes, you will receive a confirmation message and a summary of how many records were successfully created.
💡 Action Steps
Click 'Import Now' once validation is clear
Monitor the progress bar until completion
Review the import summary message
How can I verify the imported invoices?
To make sure everything imported correctly, you should go to your Sales or Ledger view. Search for a few of the invoice numbers from your spreadsheet to confirm they appear in the list with the correct totals and customer details. If you imported payments, check the 'Paid' status or the 'Balance' column to ensure the allocations were applied as expected.
💡 Action Steps
Navigate to the Sales or Ledger view
Search for specific imported Invoice Numbers
Check the 'Balance' column for correct payment allocation
Part 6
This guide covers the various action buttons and workflows available in the Quickbooks integration. You will learn how to manage transactions, sync data, and handle common QuickBooks tasks directly within the interface.
How do I access the QuickBooks action menu?
To get started with your QuickBooks actions, you'll first need to navigate to the main integration dashboard. From here, you can see the status of your records and access the specific action buttons located on the right-hand side of each line item. Selecting these will open up the workflow options available for that specific record.
💡 Action Steps
Navigate to the QuickBooks integration dashboard
Locate the action buttons on the right-hand side of the record
How do I sync individual transactions to QuickBooks?
If you want to push a specific transaction manually, click on the 'Sync' button next to the entry. This initiates an immediate data transfer to your QuickBooks account. You'll see a loading icon while the system communicates with the API, and once successful, the status will update to 'Synced' with a timestamp of the action.
💡 Action Steps
Click the Sync button next to an individual entry
Wait for the status to update to Synced
What is the process for mapping accounts?
Before you can perform certain actions, you must ensure your accounts are mapped correctly. Click on 'Account Mapping' to open the configuration window. Here you will select the corresponding QuickBooks ledger account for each of your internal categories. Make sure to hit 'Save Mapping' before exiting to ensure your future actions route to the correct place.
💡 Action Steps
Click on Account Mapping
Select the corresponding QuickBooks ledger account for each category
Click Save Mapping
How do I handle errors during the sync process?
If an action fails, a red warning icon will appear in the status column. To resolve this, click on the 'View Error' action to see the specific message returned by QuickBooks. This often relates to missing data fields or disconnected permissions. Follow the prompts in the error log to correct the information and then click 'Retry Sync' to attempt the action again.
💡 Action Steps
Click View Error on the red warning icon
Read the error log for specific missing data or permission issues
Click Retry Sync after correcting the data
How can I disconnect or refresh the QuickBooks link?
If you need to reset the connection, go to the 'Settings' tab within the QB Actions menu. You have the option to 'Refresh Connection' which re-authorizes the token without losing your settings. If you need to stop the integration entirely, you can click 'Disconnect'. You’ll be asked to confirm this action before the link is severed between the two platforms.
💡 Action Steps
Go to the Settings tab
Click Refresh Connection to re-authorize the token
Click Disconnect to end the integration link
How do I perform bulk actions on multiple records?
To save time, you can perform actions in bulk by using the checkboxes on the left side of the grid. Once you have selected all the items you wish to process, go to the 'Bulk Actions' dropdown menu at the top of the list. From here, you can select 'Bulk Sync' or 'Bulk Archive' to process all selected records at once.
💡 Action Steps
Select checkboxes on the left side of the record grid
Open the Bulk Actions dropdown menu
Select Bulk Sync or Bulk Archive
Quick Guide
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. |