My Favorite QuickBooks Secrets

730472_combination_lockMillions of business owners use QuickBooks for the general accounting and financial management of their company. While it’s one of the easiest programs to learn and use, many users don’t realize how to unleash its full potential.

There are many hidden features, add-ons, and shortcuts that allow accounting professionals and small business owners to customize this program in ways that take it far beyond its day-to-day record keeping capabilities. These features and add-ons can;

  • Add to the functionality of QuickBooks,

  • Save you time and money,

  • Streamline everyday processes,

  • Let you focus more on building your business.

These are some of the QuickBooks secrets that are most favored by QuickBooks users and small-business owners.

Hidden Secrets and Tips

Most users know how to create custom accounts and files in QuickBooks when they install the program and set up their business. However, a majority of them do not know that there are hidden features that allow them to put their most-used functions right at their fingertips.

These are little customization features that make Quickbooks users life and accounting chores a breeze. Let’s discuss some of them in the subsequent paragraphs.

Custom Navigation Options

Did you know that you can customize your program to put the features you use the most right where you need them? Take the icon bar, for example. QuickBooks allows you to create custom icons for reports and other items that you need to access very frequently.

Just go to the ‘View’ menu, select the ‘missing icons’ option, assign a picture to the file, and add the file you need to the icon bar and there you have it; one click access to your most important files. You can even click and drag the icons you need to access the most to the front of the line and then hide the bar to give you more room to work.

List Creation

You can create custom lists using the same click and drag feature as icon placement. Simply access or create a list, grab the little diamond next to the item you need, and reorder the list. You can also create subgroups within list for even better organization.

Custom Invoices

QuickBooks includes a pretty good selection of invoicing options for a wide variety of business types, but there are some additional features that the typical user doesn’t know about. For instance, did you know that you can add subtotals to your invoices to reflect discounts, estimates, and other extras that aren’t available by default? Add this feature and let QuickBooks do the math for you.


QuickBooks is a great program that can be highly customized too. Intuit allows third-party developers to create mini programs that increase the functionality of QuickBooks and add features that let you change the way you do business, saving you time and money. Add-ons are designed to work seamlessly with QuickBooks, eliminating the need for additional and costly software that may or may not be compatible.

For example; imagine having the ability to:

  • Change your inventory cost accounting method

  • Create custom mailing labels that suit your needs

  • Create an email campaign that tracks and records results directly to a file you designate

  • Compares shipping costs to select the most cost-effective option for your needs and makes all of the shipping arrangements for you, then creates and records the appropriate paperwork and billing and much, much more

QuickBooks add-ons make a great program in ways that give you free your time, reduce your workload, and help your business run more efficiently. They are available at a minimal cost and pay for themselves over and over again; you can find the majority of them right in the Intuit App store.

It is suggested you use the free time you get after using these little known features and add-on programs to explore QuickBooks further. You will be amazed at the additional functionality that is available to you, much of it hidden in plain sight.

Bernard Roesch About Bernard Roesch

Bernard Roesch is co-founder and Managing Partner of Mission Consulting. Bernard’s background in the early years of his career was spent in the manufacturing sector, making his QuickBooks perspective a unique one – he understands the intricacies of a complex environment and then applies his strategic skills accordingly.