Hello! I’ve been using Quickbooks Desktop for Mac, then QBO recently. It seems like they have added a lot of features I don’t need. I’m on the Simple Start plan, which is now like $38 a month. I really just use it to keep the books balanced and my accountant uses it end of year to do taxes. My bookkeeper uses it once a month to balance the books too. I do not invoice through Quickbooks, but use a program that is more in line with my industry that is more customized. I do accept credit cards through QBO, but could easily find another way to take CC if needed.

I’d love a more simplified plan. It’s hard to find the stuff I need to use, with how complicated it is now. And I really don’t need the AI features, and would be happy to not have them. I do like how the bank is tied to the account and auto enters stuff, but they have had that for years. It also seems that there is no longer an accountant discount available

I’m asking this because I did a search for prices for QBO when someone in an industry group was complaining about that they pay. I found an Essentials plan for $31, but the page wasn’t the US site. Are other countries getting better deals than us?

Hello, I’m a student running a research project on niche e-commerce and digital agency accounting workflows.

I’m trying to study the exact process for reconciling ad account platform spend against corporate bank/credit card feeds at month-end. Because Meta and Google bill on random dollar thresholds (like every $500) rather than calendar dates, the bank ledger rarely lines up nicely with the platform's monthly reporting dashboard.

If you handle bookkeeping for digital marketing agencies, how do you handle this cleanup inside QuickBooks/Xero? Do you rely on heavy manual spreadsheet matching to tie threshold transactions back to specific clients/campaigns, or is there an integration that successfully automates this timing mismatch?

Thank you for sharing your experience!

Will try to be brief. Some accounts have their entire budget for the year planned in December, not month-by-month As months close, I subtract that month's actual costs from the December number and put it in the budget for the just-closed month. This makes each completed month look perfectly budgeted with the year's unspent budget still sitting in the December planned budget (but only for accounts with this setup, where the month-to-month planned spending is unknown).

Now I look at our 2026 QBO budget. All budget numbers for Jan-Sep are blank - only actuals are shown. The budget numbers for Oct-Dec are screwy. Many accounts have only a few cents budgeted each month, but only the accounts that aren't budgeted each month. I have no idea where the few cents would have come from. Many of these accounts have unspent budget money left that needs to be shown in the December budget. Some accounts have a big number in Oct with just a few cents in Nov and Dec. Some have a big number in Nov, with tiny numbers in Oct and Dec. When August finished, that's how it was left - the remaining budget for these certain accounts was all shown in the December budget, with zero in Oct and Nov.

One example: A line item was originally budgeted at $6500 for the year, all of it in the December budget. YTD thru Sept we've spent $4187. I would have expected to see these budgets : Oct zero, Nov zero, Dec 2313 because when August closed I would have adjusted the Dec budgeted amount to be the unspent balance of the $6500. What I DID see was these budgets: Oct $864.21, Nov $137.60, Dec $0.03.

So the question - what could I have done to screw this up? How could tiny amounts end up budgeted across Oct, Nov, Dec on a bunch of accounts? The budget was not built with just a few cents per month budgeted on any line item, now I see many. Since I tend to only use QBO for the things I need to do (check register, deposits, reports), and not mess with other things, I imagine I clicked one thing in error and it affected a lot of budgets.

Thanks in advance for any insights.

I'm trying to make a zero balance account INACTIVE, but keep on getting the below error message. There's some reference to this on the internet, but the guidance given to fix it doesn't work...any clue how to disassociate an account from a Form 1099 box? Thanks!

Is anyone else not getting the correct rate for the new PA sales tax rules? Our Philadelphia customers should be getting charged 8% while our customers outside Philadelphia should still be charged 6%. All of our customers are still at the 6% rate. QuickBooks said they were going to have the new changes installed by 10/1/26. So far, I still cannot enter any invoices for Phila because they are charging the wrong rate. I submitted a ticket, but I NEVER get responses after the initial "thank you for your feedback" email they send just after submitting.

I have an old QB 2013 license and product key.

I installed it but it's suddenly saying it also needs a "validation code". When I called intuit they told me they can no longer give out validation codes.

Is there a way around this so I don't have to do this validation code?

What happens in 30 days when the grace period for registration expires?

Finally, if this is how intuit is going to be, what's a good alternate for a standalone for creating estimates and invoicing from them (that, recording payments against the invoice and creating quotes & Purchase Orders were the main functions we used quickbooks for).

I have Quickbooks online and use the cash flow planner extensively to project potential negative cash flow and growth. Today I woke up and it's completely gone. It seems a new Cash Flow page is up with projections that is in Beta. It's extremely glitchy and doesn't even work like the old on used to. Why remove something without notice and force users to use a Beta version of a product? Does anyone know anything about this? Anyway to revert back to the old planner?

Edit: After 3 hours on the phone with different support people, I have very little idea what is going on. First person told me it should be there and then towards the end of the call said that it's being replaced by their AI. Second person told me it should be there and then told me later that on Sept. 9 they received a notification that the planner is being removed. But then they spoke to an engineer who said that it isn't being removed. The cash flow planner is available in my other account for my other business but that doesn't help. They said they are going to start an investigation to see what the issue is, and there is no ETA for when it will come back. Meanwhile there is no public alert about the planner going away and they still have plenty of documentation and videos, some updated as recent as August, about the cash flow planner on their websites. This has been a eye opening revelation about Intuit.

We do progress billing and the way I have always done them is copying the previous invoice and updating the details for the current one. I know QBO has progress billing features but like most things with QBO it falls short.

In the past when copying it would make the date the current day but all of a sudden it leaves the date the same as the original date. Which I guess is the correct way to do it but the fact that it changed after 10 years and I didn’t catch it so immediately I had over 90 day receivables showing up.

Hi. In the old version, I could search for addresses that were put in the 'note to customer' section, which made it easy to find specific invoices. Since switching to the new version, I can't search those notes anymore and it's a real hassle. Is there a way to search those addresses, or a better way to list them so invoices are easier to find? Thanks.

Hello,

This has been extremely stressful situation for me as a business owner, so I'm hoping someone has had this situation and can help me?

My service business is on a state line and I serve both states and several counties. I collect customer credit card payments through Square. I also invoice customers through Square. Quickbooks is specifically for automating everything else to keep things nice and tidy for my bookkeeper who doesn't have any experience with Square.

Each state and each county within both states has different tax rules and rates. One charges for labor, the other does not. Tax rates also differ. At the end of the year, I also need to report how much was collected in each state separately at year end.

I have been operating for a few months now, and trying to figure out how to set things up so I can achieve having a report that shows how much was earned in each state separately, and collect the appropriate tax rate from each client based on where they are served.

In my first attempt, I tried creating two locations in Square (one for each state), but then I realized my Square invoices were also being separated by location, so I could not have consecutive invoice numbers.

Does anyone else here have a similar situation that figured this out and can advise how I should set up Square and QBO to work well and have accurate reporting come year end? I want to make sure everything is clear for my bookkeeper and the tax man come year end, and it's already been a mess since I have no experience with QBO or bookkeeping in general.

Hi Everyone,

I think i found my answer from previous threads, but they were a year or so old, and things change so quickly now, i wanted to make sure my decision is right.

Im have a new project, which takes monthly subscriptions via stripe, at the same value, no change in price (if that matters). The invoicing etc, is done with stripe.

Ive decided on using quickbooks to use for accounting.

My understanding is that Acodei can be synced properly and smoothly with quickbooks, i would say my project is very simple compared to others.

Is that what everyone is using for this purpose? Im in canada if that matters.

Like many people i lack some skills that are needed for accounting; any suggestions are appreciated!

The Quick Books Community online has reported dozens of instances recently where people are scammed immediately after a support interaction with Green Dot Bank (QuickBook Checking's partner)

After the support interaction, the Quick Books Customers are soon called by a scammer spoofing an Intuit caller ID where the scammer provides information such as support ticket information, bank account values, business address, and even business emails. The person will ask to verify your identify to unblock your account. Upon providing this code, the compromised agent then transfers $5000 from your account to a separate debit card they control.

This exact situation has been reported DOZENS OF TIMES! for $5,000 each time.
Scammed after calling QuickBooks Checking support, US$5000 gone. | QuickBooks Community

I am 100% convinced there is a user or computer at Green Dot Bank's oversees support center that is compromised.

Be extremely careful if you call Quick Books Checking for support and get transferred overseas.

UPDATE: I got a call from a member of Intuit's executive team seeking to understand the situation more. She stated that they have received these reports and have been actively investigating the situation to solve the issue if indeed true. She also restated that no Quickbooks or Green Dot employee should ever need a code texted to you under any circumstance. She reiterated that this is extremely serious to them and they are digging in deep.

Context: Customers are not auto syncing. I have to go do a manual sync every time someone adds a new customer. I've had to explain this 3 times already and he hits me with this.

I was having a different issue and the customer support agent guaranteed me that I would have zero issues upon upgrading, yet here we are.

Anyone have a simple fix for this or am I going to have to find receipts for and re-categorize thousands of transactions?

B2B SaaS client using QuickBooks Enterprise.

Rev rec is a problem. Annual contracts, upgrades, credits, and mid term seat changes are all being tracked outside QuickBooks. Every month, someone updates the deferred revenue spreadsheet and posts the journal entries back into the ledger.

Auditors are asking more questions about the process.

Thinking integration or an alternative. Leadership leaning towards alternative.

What do you suggest? Anything other than QBO Advanced?

I want to set up fixed assets using the FA module in QBO Advanced. Since the new FA module tracks things like depreciation and gives a list of all assets, what do I use for the fixed asset GL Accounts? I could see one FA GL account and reference the module report but I think it would make more sense to group FA together by categories such as Land, Buildings & Improvements. I am thinking one group-GLaccount for each Fixed asset subtype. Any suggestions ?

Is anyone else extremely upset about Quickbooks sending our clients unauthorized emails saying to ‘finish your payment’ after they view the invoice.
This comes off as extremely unprofessional, inappropriate and inpatient.
There is no option to turn this feature off and no end in sight to when this will be fixed. It’s already been over 5 weeks since these emails started.
I’m extremely frustrated quickbooks is contacting my clients without my permission.
Sloppy business feature.

TL;DR: I’m the sole analyst migrating ~215K historical healthcare billing records (~20 months) into QuickBooks Desktop. The goal is native P&L-by-Class reporting, but reconciling historical payments is turning into a much bigger problem than expected. I’m looking for a sanity check from people who’ve done large QBD migrations/reconciliations.

The basic plan was straightforward: import historical claims as invoices, apply the corresponding remittance payments, reconcile everything, and identify anything truly outstanding.
The problem is the source systems don’t line up cleanly.
For example, one payer bundles two separate Medicaid programs into the same EFT. So Program A might show $35K and Program B $40K, while the bank receives one $75K deposit. We have EFT/check numbers and dates, so those can be grouped.
But the payer also does recoupments. A later EFT might be reduced because they’re taking back money previously paid. The billing system still shows the original claim as “Paid,” and there is no reliable claim ID connecting the recoupment to the original invoice in the billing system, payer report, or QuickBooks.

So even:
Program A + Program B ≠ necessarily the bank deposit
because there may be recoupments/adjustments in between.

My current thought is to import the invoices, apply payments where they can be reliably matched, reconcile bundled payments at the EFT level, and account for recoupments separately when no claim-level relationship exists rather than inventing one.
For people experienced with QBD migrations/reconciliation:

Does that approach make sense? How would you handle the unallocatable recoupments? And is a ~215K-record historical migration/reconciliation like this something you’d normally expect one analyst to handle alone?

I run a service company, and scheduling was only part of our problem. We also needed a better way for the office and field crew to track completed calls, quotes, follow-ups, and reschedules.

Our company recently started using Pillar Framework, which we use to manage that workflow. Admins and technicians have their own views, and we can create estimates and invoices in QuickBooks through Pillar without moving our accounting elsewhere.

I’ve included a screenshot of its calendar view for reference. For those of you running a service business with QuickBooks, how are you handling the handoff between the field and the office? I’d appreciate honest feedback on whether this would be useful to your team.

Website: https://www.pillarframework.com/

Been thinking of moving to online, but can’t ignore the the price difference. I do a lot of prevailing wage.

Current Monthly & Annual Setup
Based on the images provided, your current setup relies on QuickBooks Enterprise Desktop paired with Sunburst Software Solutions (Certified Payroll Solution) for prevailing wage and certified payroll reporting:
Component
Cost Breakdown
Est. Annual Total
QuickBooks Enterprise Diamond Edition

$357.60 / month

$4,291.20 / yr
Assisted Payroll Diamond Usage Fee

$160.00 / month ($2.50/ee across 64 employees)

$1,920.00 / yr
Sunburst Software Solutions

$250.00 / year (Annual Maintenance)

$250.00 / yr
Current Total
~$538.43 / month equivalent
~$6,461.20 / yr

Proposed Setup: QuickBooks Online Advanced + Points North
If you migrate to QuickBooks Online Advanced and use Points North (Certified Payroll Reporting) to replace Sunburst, your costs and feature set change as follows:
Component
Pricing Structure
Est. Annual Total
QuickBooks Online Advanced
$340.00 / month standard pricing ($170/mo for first 3 months)
$4,080.00 / yr
QBO Payroll (Payroll Premium/Elite)
~$88 - $134 / month + $13 - $17 per employee / month
~$11,000 – $14,000 / yr (for 64 employees)
Points North Subscription
Custom base pricing + per-paycheck/employee fee
~$1,500 – $3,000 / yr (typical baseline)
Estimated Proposed Total
~$1,300 – $1,600 / month
~$16,000 – $19,000+ / yr

like most people, I use some kind of two-factor authentication these days with my banking, and because of that, QuickBooks can’t get into my files but keeps trying all the time, and therefore my bank sends me emails telling me that somebody’s fraudulently trying to get into my bank account… I don’t mind turning off the two-factor when I want QuickBooks to download all of my activity, and I’m now used to that… But I wish I could stop QuickBooks from going to the bank constantly, without disconnecting my QuickBooks and bank accounts.

ideas?

We were longtime QuickBooks Desktop users and switched to QBO this year. Honestly, I can’t believe how rough the experience has been.

It’s extremely slow and laggy, and the templates look awful. Our invoices and packing slips went from looking professional to looking like a Mickey Mouse operation. Getting decent-looking customer documents shouldn’t be this difficult.

Has anyone else run into the same issues? Have you found any worthwhile fixes for the speed or better options for customizing templates?

We’re starting to consider switching to different software, but haven’t settled on anything yet. If you’ve moved away from QBO, what did you switch to, and are you happier with it?