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 商业, 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 会计 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 商业.

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.
• 笔记： 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 数据 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 之后.
• 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 即刻.

Alternatives to QuickBooks

Quickbooks Compared

• QuickBooks 与 Puzzle IO 对比这款软件专注于为初创企业提供人工智能驱动的财务规划。它的对应产品则面向个人理财。
• QuickBooks 与 Dext这是一个用于记录收据和发票的商业工具。另一个工具用于追踪个人支出。
• QuickBooks 与 Xero 的比较这是面向小型企业的热门在线会计软件。它的竞争对手是面向个人用户的。
• QuickBooks vs Synder该工具可将电子商务数据与会计软件同步。其替代版本则专注于个人理财。
• QuickBooks 与 Easy Month End 的比较这是一个用于简化月末工作的商业工具。它的竞争对手是用于管理个人财务的工具。
• QuickBooks 与 Docyt一个应用人工智能进行企业记账和自动化，另一个应用则将人工智能用作个人理财助手。
• QuickBooks 与 Sage这是一个功能全面的企业会计软件。它的竞争对手是一款更易于使用的个人理财工具。
• QuickBooks 与 Zoho Books 的比较这是一个面向小型企业的在线会计工具。它的竞争对手是面向个人用户的。
• QuickBooks 与 Wave 的比较这款软件为小型企业提供免费的会计软件。它的对应版本则面向个人用户。
• QuickBooks 与 Quicken两者都是个人理财工具，但这款工具提供更深入的投资追踪功能，另一款则更简单易用。
• QuickBooks 与 Hubdoc该公司专门从事簿记文档采集。它的竞争对手是一款个人理财工具。
• QuickBooks 与 Expensify 的比较这是一个企业费用管理工具。另一个是用于个人费用跟踪和预算的工具。
• QuickBooks 与 AutoEntry 的比较该软件旨在实现企业会计数据录入的自动化。它的替代产品是一款个人理财工具。
• QuickBooks 与 FreshBooks这是面向自由职业者和小企业的会计软件。它的替代版本则用于个人理财。
• QuickBooks 与 NetSuite这是一个功能强大的企业管理套件，适用于大型企业。它的竞争对手是一款简单的个人理财应用。

结论

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!

常见问题解答

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.
• 人工智能帮助： There is a smart “AI sidebar” that lets you ask questions in plain English. It also helps you sort your expenses.
• 银行关系： 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.
• 团队访问权限： 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.
• 入门： 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.