QuickBooks Online new features and improvements—July 2023

With summer in full swing, we hope your work/life balance includes a good amount of time doing the activities you love—backyard BBQs, pick-up games, and everything in between. This month, you’ll find several updates that can help preserve that balance.

Share QuickBooks updates with your clients—send them this link for QuickBooks innovations relevant to business owners and admins.

In the Know Webinar

Register today for the next In The Know Webinar on Thursday, July 20 at 11:00 AM PT, a monthly webinar for accountants to learn more about the latest and greatest product feature updates. This month we’re covering new feature rollouts in QuickBooks Online Advanced and QuickBooks Online Payroll. Reserve your spot

Your Feedback in Action

Check out the first video edition of Your Feedback in Action! Our regular blog series where we share product updates driven by feedback from accountants has moved to video this month. You can now watch short demos of some of our latest improvements in QuickBooks Online, Online Advanced, and QuickBooks Payroll.

What’s new in July

Set employee permissions in QuickBooks Online Accountant

Clients can customize their business overview dashboard

Create multi-condition approval workflows in QuickBooks Online Advanced

New diagnostic dashboard in My Apps

Spreadsheet Sync custom reports in QuickBooks Online Advanced

See recommended QuickBooks Check matches in transactions

Attach receipts to transactions in real time with QuickBooks Checking

Higher mobile check deposit and transfer limits in QuickBooks Checking

More complete employee records and photos in QuickBooks Online Payroll

Simplified Payroll item management

Set employee permissions in QuickBooks Online Accountant

In a nutshell: Starting this month, you can manage team members’ access to QuickBooks Online Accountant with more confidence, using advanced roles and permissions.

Give your employees access to only the data they need with more permission options for your firm’s data. This allows you to assign more specific duties within your team, and lets your firm provide a range of accounting services with less risk of team members encountering sensitive information.

For each of your team members in QuickBooks Online Accountant, you’ll be able to set what they can see and do within the separate areas of Sales, Expenses, Inventory, Payroll, and more.

Clients can customize their business overview dashboard

In a nutshell: To help clients see their top priorities first, they can now customize the modules in their business overview. They can resize and rearrange modules, as well as remove select modules they don’t use and add modules in their place.

This new, flexible layout can help your clients optimize their overview in a way that makes sense for their business and their goals. Rather than keep one static design, they can change it anytime as their needs evolve. Learn more

Create multi-condition approval workflows in QuickBooks Online Advanced

In a nutshell: Recently, QuickBooks Online Advanced workflows began supporting multiple conditions, allowing you and your clients to more easily reflect real-life invoice approval scenarios. The addition of the visual workflow builder also makes it easier to create and edit a workflow by giving you a visual representation of it.

 With Advanced, you can now route approvals to different approvers by including multi-condition approvals. For example, if an invoice must be approved by different managers based on amount, location, or projects, you can specify that in your workflow. This added flexibility makes workflows more practical and usable for clients who need multi-condition approvals. It also helps reduce repetitive tasks and chances for error.

New diagnostic dashboard in My Apps

In a nutshell: QuickBooks Online has a library of 750+ apps that help you and your clients add industry-specific functionality and answer specific business needs. When adding any new apps to a client’s tech stack, it’s especially important to know the data is syncing back and forth and everything’s working well together.

You can now stay better informed on any connection issues that come up with the apps you’ve added. From My apps (within Apps), you’ll be able to better detect and understand any errors related to their app integrations, so you can resolve them. You’ll have a centralized dashboard where you can manage your apps, quickly see the status of their connections, and receive notifications about syncing errors. You’ll find out about any errors right away so you can resolve them, rather than continuing to miss out on important functionality and valuable insights.

With this update, your clients have better control over their apps and how they’re working together, so they can get more accurate real-time data and make better decisions.

Spreadsheet Sync custom reports in QuickBooks Online Advanced

In a nutshell: Your clients with QuickBooks Online Advanced subscriptions may already be using Spreadsheet Sync to edit their data and run reports through a two-way sync with Excel. Now they can also view their custom reports in Spreadsheet Sync.

If your client isn’t getting the report formatting they want through the custom report builder, they’ll find more enhanced options in Spreadsheet Sync. With it, they can use Excel’s native formatting to create their preferred composition.

To take advantage of this new feature, select ⚙️ to open your settings, choose Spreadsheet Sync, and follow the prompts to get started. How to use Spreadsheet Sync

See recommended QuickBooks Check matches in transactions

In a nutshell: If you’ve ever manually matched check transactions using a bank feed, you know how tedious it can be. QuickBooks Online now recommends the right match for each transaction paid with a QuickBooks Check, reducing the time you or your clients spend matching and recording these transactions.

QuickBooks surfaces one high-confidence match for each QuickBooks Check, using its reference number. This eliminates the need for a laborious manual step of sorting through similar-looking checks and cross-referencing multiple check numbers.

You or your clients can confirm each match right in QuickBooks for a more seamless accounting experience.

Attach receipts to transactions in real time with QuickBooks Checking

In a nutshell: Recording expenses just got simpler. When your clients make a transaction with their QuickBooks Checking debit card, they’ll get a notification to photograph the receipt for attachment to the expense.

Since the IRS requires receipts for every expense over $75 and basic info for the ones under that amount, chasing information to avoid an audit can create a lot of busywork for you. With this update, each transaction triggers a notification—and every uploaded receipt can save you time. 

Note: This feature is only available to QuickBooks Checking account holders who have the QuickBooks app on their mobile device with notifications turned on.

QuickBooks and Intuit are a technology company, not a bank. Banking services provided by our partner, Green Dot Bank.

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QuickBooks Checking Account opening is subject to identity verification and approval by Green Dot Bank.

QuickBooks Checking account: Banking services provided by and the QuickBooks Visa® Debit Card is issued by Green Dot Bank, Member FDIC, pursuant to license from Visa U.S.A., Inc. Visa is a registered trademark of Visa International Service Association. Green Dot Bank operates under the following registered trade names: GoBank, GO2bank and Bonneville Bank. Registered trade names are used by, and refer to, a single FDIC-insured bank, Green Dot Bank. Deposits under any of these trade names are deposits with Green Dot Bank and are aggregated for deposit insurance coverage up to the allowable limits. Green Dot is a registered trademark of Green Dot Corporation. ©2023 Green Dot Corporation. All rights reserved. QuickBooks products and services, including Instant Deposit, QuickBooks Payments, Cash flow planning / forecasting are not provided by Green Dot Bank.

Higher mobile check deposit and transfer limits in QuickBooks Checking

In a nutshell: Your clients using QuickBooks Checking can now deposit bigger checks and transfer more money to and from their accounts.

New mobile check deposit limits:

• Up to $10,000 per check or per day.
• Up to $30,000 per week.

New ACH transfer limits:

• Up to $500,000 per day in transfers from another bank to QuickBooks Checking.
• Up to $100,000 per week in transfers from QuickBooks Checking to another bank.

QuickBooks and Intuit are a technology company, not a bank. Banking services provided by our partner, Green Dot Bank.

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QuickBooks Checking Account opening is subject to identity verification and approval by Green Dot Bank.

Mobile remote deposit capture: Limited availability to existing customers on iOS and Android. Features may be more broadly available soon, but represents no obligation and should not be relied on in making a purchasing decision. Mobile deposits may take up to 5 business days. Limits on the dollar amount(s) and/or number of checks that may be deposited may apply. QuickBooks Checking account’s Deposit Account Agreement applies.

More complete employee records and photos in QuickBooks Online Payroll

In a nutshell: If you or your clients use QuickBooks Online Payroll, you can now create more complete employee records. Along with the recent additions of emergency contact information and the ability to upload HR documents like contracts and HR records, employers can store even more important data right inside QuickBooks.

To document an employee’s manager and department, you no longer need to rely on other systems or complicated files and folders. These fields have already been added for each employee in Payroll, and an employer can now add this data along with profile photos. An employee can also add their photo while setting up their Workforce employee profile, or anytime afterwards.

Simplified Payroll item management

In a nutshell: Your clients can now save time by updating or assigning payroll items in one place, rather than visiting each individual employee’s profile. 

Currently, most payroll items or attributes are created and assigned to each employee in their individual profile. That makes managing more than a few items time-consuming and more susceptible to human error. As your clients’ teams grow, they’ll need an easier way to manage these administrative tasks.

Within Payroll, your client can go to Payroll items to:

• View pay types, deductions, contributions, and garnishments.
• View employee assignments and policy details like hourly rates and contributions.
• Manage assignment details for employees.
• Filter assignments by work location, employee status, or employee type.
• Filter assignments by department.