How to Use QuickBooks Without Hiring an Accountant in 2026?

Handling business money is tough.

You open the software, and it just looks confusing.

Mistakes can cost you real cash. If you mess up your taxes, you could get in trouble.

That stress keeps you up at night.

You want to run your negocio, not fight with numbers.

We can help. This guide shows you exactly how to use QuickBooks the easy way. We break it down step-by-step.

You will set up accounts and send invoices in no time.

Let’s make contabilidad simple today.

QuickBooks

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QuickBooks Tutorial

This tutorial breaks down the basics for you.

We show you how to navigate the dashboard and set up your company file.

You do not need a finance degree.

Just follow along to master the tools quickly.

How to Use Project Profitability

Running small businesses is hard work.

You need to know if a specific job makes money or loses money.

This is where Intuit QuickBooks helps you.

The Project Profitability feature tracks every dime.

It helps you closely monitor your cash flow. You can see your sales and costs in one place.

Whether you use QuickBooks Desktop or Online, tracking projects is smart.

Step 1: Turn on Projects

You need to enable this feature first.

It might be off by default in QuickBooks Online.

• Click on the Settings menu. It looks like a gear icon.
• Select Account and Settings from the list.
• Click on the Advanced tab on the left side.
• Find the Projects section. Click the pencil icon to edit it.
• Check the box labeled “Organize all job-related activity in one place.”
• Click Save and then Done.

Step 2: Add a New Project

Once you have started QuickBooks projects, you can easily create new ones.

You can do this at your own pace.

• Click on the Projects in the left menu bar.
• Select New Project on the far right side.
• Type in the Project Name (Example: “Smith Kitchen Remodel”).
• Select the Customer connected to this job.
• Add any notes you need.
• Click Save.

Step 3: Track Income and Costs

To keep your records up to date, you must add every transaction to the project.

This includes expenses and labor.

• Open your new Project dashboard.
• Click Add to project to log a new item.
• Select Expense to add costs, such as materials. You can connect your bank accounts to pull these in and save time automatically.
• Select Invoice to bill the client.
• If you use QuickBooks Payroll, you can even use time tracking to add employee hours.
• Intuit makes it easy to see your profit margin right on the screen.

How to Use Inventory Management

Selling products is a big job.

You need to meet customer demand without running out of stock.

Good tracking is essential for your success.

It keeps your income reports accurate.

QuickBooks tracks what you buy and sell for you.

This process gives you confidence in your negocio.

Step 1: Enable Inventory Tracking

First, you need to turn this feature on. Sign in to your main page or dashboard to get started.

• Click the Gear icon & select Account and Settings.
• Go to the Sales tab and find the “Products and services” section.
• Click edit to change the settings.
• Turn on “Track inventory quantity on hand.” This works automatically.
• Nota: Some subscriptions do not have this. You can check your plan details. You can usually cancel or upgrade if needed.

Step 2: Add Inventory Items

Now, tell the system what you sell. This creates the datos for your chart of accounts.

• Go to Sales and click Products and Services.
• Click New and select Inventory.
• Enter the item name. This makes it easy to find más tarde.
• Add the date you bought it.
• Fill in the sales price on the correct line.
• This tracks your transactions. If you need to give a refund, the system knows the cost.

Step 3: Monitor Stock Levels

You can check your stock anytime. The system will sync with your bank and sales apps.

• Look at the “Quantity on Hand” list.
• When employees make a sale, the number goes down.
• You can watch videos and tutorials for free if you get stuck.
• Contact support to get all the help you need.
• Check this every week to see what you have.
• Review your financial statement to see the cost saving.
• Join other users who use this tool to stay organized.

How to Use Invoicing and Pay Bills

Cash flow is king. You need to send invoices to get paid.

You also need to pay your own bills to keep the lights on.

This helps your business work smoothly. Learning this part of QuickBooks is vital.

It easily handles thousands of transactions for you.

Step 1: Create a Custom Invoice

Making an invoice is simple. It only takes a few clicks.

• Click the + New button.
• Select Invoice under the Customers column.
• Choose a Customer from the list.
• Set the Invoice Date and Due Date.
• Add the products or services you sold.
• Double-check the total amount to ensure it is correct.

Step 2: Send the Invoice

Once the invoice is built, you need to send it.

• Look at the bottom of the screen.
• Click Save & send when you are ready.
• Review the email message your customer will see.
• Hit Send and close.
• This sends the bill, allowing your customer to pay you fast.

Step 3: Record a Bill

You need to track what you owe, too.

• Click the + New button again.
• Select Bill under the Vendors column.
• Choose the Vendor you owe money to.
• Enter the Bill Date and Due Date.
• Select the Category (like Rent or Supplies).
• Enter the Amount and click Save and close.

Step 4: Pay the Bill

When it is time to pay, do not just write a check. Record it here.

• Click + New and select Pay Bills.
• Mark the box next to the bills you want to pay.
• You can change the payment account if you need to.
• Enter the Payment date.
• Click Save and close. The system is updating your records instantáneamente.

Alternatives to QuickBooks

Quickbooks Compared

• QuickBooks frente a Puzzle IOEste software se centra en la planificación financiera basada en IA para startups. Su contraparte es para finanzas personales.
• QuickBooks frente a DextEsta es una herramienta empresarial para registrar recibos y facturas. La otra herramienta registra los gastos personales.
• QuickBooks frente a XeroEste es un popular software de contabilidad en línea para pequeñas empresas. Su competidor es para uso personal.
• QuickBooks frente a SynderEsta herramienta sincroniza datos de comercio electrónico con software de contabilidad. Su alternativa se centra en las finanzas personales.
• QuickBooks vs. Easy Month EndEsta es una herramienta empresarial para agilizar las tareas de fin de mes. Su competidor es la gestión de finanzas personales.
• QuickBooks frente a DocytEste utiliza IA para la contabilidad y automatización empresarial. El otro utiliza IA como asistente de finanzas personales.
• QuickBooks frente a SageEsta es una suite completa de contabilidad empresarial. Su competidor es una herramienta más fácil de usar para finanzas personales.
• QuickBooks frente a Zoho BooksEsta es una herramienta de contabilidad en línea para pequeñas empresas. Su competidor es para uso personal.
• QuickBooks frente a WaveEste software de contabilidad gratuito está diseñado para pequeñas empresas. Su contraparte está diseñada para particulares.
• QuickBooks frente a QuickenAmbas son herramientas de finanzas personales, pero esta ofrece un seguimiento de inversiones más detallado. La otra es más sencilla.
• QuickBooks frente a HubdocEsta herramienta se especializa en la captura de documentos para contabilidad. Su competidor es una herramienta de finanzas personales.
• QuickBooks frente a ExpensifyEsta es una herramienta para la gestión de gastos empresariales. La otra es para el seguimiento y presupuesto de gastos personales.
• QuickBooks vs. Entrada automáticaEstá diseñado para automatizar la entrada de datos para la contabilidad empresarial. Su alternativa es una herramienta de finanzas personales.
• QuickBooks frente a FreshBooksEste es un software de contabilidad para autónomos y pequeñas empresas. Su alternativa es para finanzas personales.
• QuickBooks frente a NetSuiteEsta es una potente suite de gestión empresarial para grandes empresas. Su competidor es una sencilla aplicación de finanzas personales.

Conclusión

You have learned the basics of tracking projects and managing your stock.

You also know how to send invoices to get paid fast.

Managing your business money does not have to be scary.

You do not need to be a math expert to do this right. Just take it one step at a time.

Do not wait to fix your finances. Now is the best time to get started with QuickBooks.

It keeps all your numbers organized in one place.

You will save time and feel less stressed.

Log in today and send your first invoice. You can do this!

Preguntas frecuentes

More Facts about QuickBooks

• New 2026 Features: The latest version of QuickBooks uses smart tools to help you navigate the app and automatically sort your data.
• Ayuda de IA: There is a smart “AI sidebar” that lets you ask questions in plain English. It also helps you sort your expenses.
• Conexiones bancarias: You can link your bank accounts and credit cards to QuickBooks. This lets the software download your spending automatically so you don’t have to type it in.
• Smart Sorting: You can set up “classes” or “locations” to track how different parts of your business are doing.
• Payroll: You can turn on payroll features to pay your employees and organize their tax details right inside the software.
• Custom Accounts: You can customize the “Chart of Accounts” list to meet your business’s specific needs.
• Acceso del equipo: You can invite other people to use your QuickBooks account. You can also control exactly what they are allowed to see or do.
• App Connections: QuickBooks integrates with thousands of other apps to help your business run more smoothly.
• Weekly Check-ins: It is a good idea to spend 10 to 15 minutes every week checking the work the AI did. This stops small mistakes from turning into big problems later.
• Keep Things Separate: Never mix your personal and business money. This keeps you safe from tax and legal trouble.
• Empezando: First, learn how to use the main dashboard. After that, fill in your company’s information.
• Importing Data: If you have business records from before, you can upload them into QuickBooks so you don’t have to start from zero.
• Practice Mode: You can create a “test” company file to practice making transactions without messing up your real business data.
• Matching Records: You should “reconcile” your accounts often. This means checking your QuickBooks numbers against your bank statement to make sure they match.
• Learning More: If you don’t know much about accounting, taking a course like the “QuickBooks ProAdvisor Training” is a great way to learn.