Getting Started with QuickBooks Online Accountant Part 2

Starting your own business and getting your first QuickBooks customer!

Now the real fun stuff happens!! We both still remember getting our first clients.  It is super-exciting! 

Special thank you to my buddy and partner, Matthew Fulton of Parkway Business Solutions for joining me on this road map of through the PDF that Cheryl Grindell provided in the new QuickBooks Online getting started section of the Intuit Community. If you’re new to QuickBooks, I highly recommend navigating to that page as there’s so much valuable information in there.

Adding your first client...

Did you know that you can combine both your Desktop and your Online customers to QuickBooks Online Accountant? To add the desktop clients, it’s relatively easy. Just navigate to your books and then go to sales and customer and add the client.

Adding an online customer is very easy too. All you have to do is ask the customer to add you as an accountant user. With my CRM (customer relationship management program), 17 hats, I have preset templates.

When a client reaches out to me via my contact form, I use a workflow to send them a templated email requesting access. The verbiage of the email shown below tells the client to go to the gear, account settings, manage users, accounting firm. And then add my email address. It’s straightforward. If a client struggles with this, I have a video demonstrating this process. I try to keep it as straightforward as possible for the person that may become a potential client.

Sample Client email...

Adding an accountant user...

Getting started in QuickBooks Online Accountant - Part 2

Getting started in QuickBooks Online Accountant - Part 2

Once invited, I accept the invite from the email I received as the accountant. Typically, this step is just a few clicks. However, as you’ll see in the video below, it doesn’t work as planned — Matthew shares some great tips in the video below on how to make sure that this couple of clicks works for you. One suggestion is the make sure that you do not have any instances of anything Intuit open in the browser. Once we closed everything down and then re-click the invite, I was able to access the client.

Additionally, here is the official pdf on how to convert a file from QuickBooks desktop to QuickBooks online.  Be sure to follow all of them. Don’t skip any. Here are some key points:

Our Conversion Tips...

  1. 1
    Be sure to prepare the desktop file first. Reconcile up to the closest date possible. This is a very important step to get the file ready before you process it. 
  2. 2
    I recommend making a portable file of your desktop file and then restoring that as you’re working file. This will be the file that you will convert. Creating a portable file puts the desktop file in excellent order. I know it’s an extra step, but it’s essential to make sure you have a nice sound stable file for conversion.
  3. 3
    Once the data is converted, be sure to re-reconcile where you left off. For the online file, you only have to do one, big reconciliation to re-reconcile it back to where it was in Desktop.
  4. 4
    Run a trial balance in both the desktop in the online versions. Be sure to verify the data by using the date range all in the reporting basis accrual.

Thoughts on Wholesale Billing...

This is where we agree to disagree. At Parkway business solutions, Matthew and team include all subscriptions and apps in their pricing to the client. They bundle everything.

At Artesani Bookkeeping, this was my method. With the recent change in not being able to add existing clients the wholesale billing and get the 50% off benefit, I decided to shift my mindset. Now, I have removed the QuickBooks online and full-service payroll subscriptions from the bundle. This lets the client pay that directly. I was experiencing client pushback at year-end review with my customers.  Often, I would hear, "I paid you that much for bookkeeping?"   The client would forget that the subscriptions a bundled in there.  I have them pay it directly.  

Do not let my way of pricing (non-bundling) dissuade you from using wholesale billing or bundling. Wholesale billing is a great perk that you can pass along to your new client especially if they’re not in QuickBooks online when they come to you. If they come to you and have no accounting software, feel free to add them in and give them the discount. You can also keep it for yourself and include that when you are pricing the job.

Just remember to get paid up front. I can’t stress that enough. Take it from someone who didn’t do it and got stuck a few times.  Any work you do in QuickBooks, in their program is the client's once the job is complete. If you don’t get pre-paid and they don’t pay you, there’s nothing you can do about it.

This is just a best business practice. If they’re hesitant to pay you upfront, offer to have them pay you by credit card. They can always go back to the credit card company by disputing the charge. Once you educate the client about this, it usually will take away their fear of prepaying.

A quick preview of next week...

So we hope these tips were helpful as we start to get deeper into the program and all the other perks involved QuickBooks Online Accountant. Next week will touch upon the training for you and your client, and we will get into looking at getting certified by taking the test and all of the fantastic educational pieces of becoming a ProAdvisor. We cannot stress enough how important it is to take the test and take the Advanced test to rise above everyone else. It’ll also get you listed on the find a ProAdvisor website. That will generate leads. We will talk about our on boarding processes (they are quite different!) and apps!

We look forward to diving into next week with you!

Lynda & Matthew

We would love to have you join our Facebook group.   It is called QB Community Live!  If you have any questions on the content above, feel free to reach out.

Lynda Artesani

Lynda Artesani is the president of Artesani Bookkeeping​ where she uses her expertise and organizational skills to help her clients grow, thrive, and become more profitable. Her firm specializes in working exclusively with the legal industry. She is passionate about helping her attorney-clients migrate from antiquated systems and become future-ready.​ ​ She is a Top 100 ProAdvisor, alumni member of the Intuit Advisory Committee and a member of the Intuit Trainer Writer Network. As the co-creator of QB Community Live, Lynda dedicates her time to mentoring and helping other accountants and small business owners succeed.​ Lynda lives in Southwest Florida. She is a registered yoga teacher and teaches at a local studio called Fusion Yoga and Spa. In her free time, you will find practicing yoga or walking on the beach.​