Big Gear

Quick reference

• 00:04 In this video, I want to talk to you about the settings.
• 00:08 In the upper right hand corner of your QuickBooks screen you have what I refer to
• 00:12 as the big gear.
• 00:13 When you click on the big gear you have four columns.
• 00:16 The first column is the your company column.
• 00:19 The second column is lists.
• 00:21 Then there's tools and profile.
• 00:24 I want to deep-dive into a couple of these things just to make sure you know
• 00:28 what's hidden behind the menu and
• 00:29 how to get to some things that I think you might really benefit from knowing.
• 00:34 Under the column called your company, I'm going to click on account and settings.
• 00:39 When I do this, I have a whole another menu that appears on the left-hand side.
• 00:44 So Company is a place to change the settings for your company.
• 00:47 It's also a place to notice that you don't need your EIN
• 00:51 in order to set up your QuickBooks.
• 00:54 Then there's Billing and Subscription.
• 00:56 That's where you'd go if you wanted to verify the subscription you have
• 01:00 which edition of QuickBooks Online.
• 01:01 And then if you wanted to change the edition,
• 01:03 that's where you'd go to make those changes.
• 01:06 Usage is where you would go if you wanted to look and see how much of the software
• 01:11 you've used, and how close you are to reaching your list limits.
• 01:14 I'm going to click on that so you can see it.
• 01:17 So I've used one account of my 250 in my Chart of accounts.
• 01:22 I have one billable user out of five billable users.
• 01:25 You really won't spend much time looking here, but I want you to see it.
• 01:29 When I come into sales, there's some really neat stuff I can do here,
• 01:33 like I can customize the look up my invoices.
• 01:37 I can change some default settings on my invoices.
• 01:40 If I scroll down far enough, I've got a spot for messages and
• 01:44 I can change the default messages for my invoices.
• 01:48 So I'll click on the pencil and kind of show you.
• 01:51 So this is my sales form, my invoice and
• 01:54 this is the default message to go with my invoice.
• 01:57 This is my sales receipt and the default message to go with my sales receipt.
• 02:01 So kind of gives you a sense of what's happening there.
• 02:05 On the left hand side,
• 02:06 if I click on payments, you can see there's this option at the top for
• 02:09 QuickBooks payments and I can click Learn more to learn more about the payments.
• 02:14 In this case, it's a place to learn more about QuickBooks payments.
• 02:18 But if you already had it set up, if you set up your QuickBooks so that you could
• 02:22 take credit card payments, email-up the invoice they pay you with a credit card.
• 02:26 Instead of this saying Learn more,
• 02:28 it would give you a link to access your payments account.
• 02:32 So that's kind of useful if you want to see who's paid money or
• 02:36 if you want to refund someone.
• 02:37 This is just a convenient portal or access point to get there.
• 02:42 And let me click on Advanced and show you what's happening behind this one.
• 02:47 This is where you're going to change settings such as if your accounting method
• 02:51 is an accrual and its cash, you'd click the pencil and
• 02:54 change that from accrual to cash and then save.
• 02:56 So there's a handful of settings you can change in here.
• 02:59 I just wanted you to see this.
• 03:01 I'm going to click Done because I want to show you a couple other things
• 03:04 behind the gear.
• 03:06 So back to the gear we go.
• 03:08 The second option under your setting is Manage users.
• 03:12 I think Manage users is really helpful to see it.
• 03:15 So right now I have two users, right?
• 03:17 I myself, I'm the master admin in my QuickBooks.
• 03:20 I have 1 of 5 billable users.
• 03:22 What that means is that I'm currently using the QuickBooks Online plus edition,
• 03:26 which gives me five users and two accounting users.
• 03:30 For your business, if you'd like to add a user,
• 03:32 you'll pop into here, you'll go to users and you'll click on Add user.
• 03:37 If you want to add your accountant, bookkeeper or tax preparer,
• 03:40 whatever, you click on accounting firms and then again, Add User.
• 03:44 Let me go back to the gear and show you just a couple more things.
• 03:49 So there's custom form styles.
• 03:52 That's just another way to navigate to customize the way your invoice looks.
• 03:57 There's products and services.
• 03:58 I'm going to click on that and show you.
• 04:02 So, it says add product or service here.
• 04:04 We'll deep dive into the products and services when we start generating
• 04:09 invoices, but it's the place you'll go to to look at a list of the products and
• 04:13 services you can sell your clients.
• 04:16 That's all defined by you.
• 04:17 All right, so back to the gear.
• 04:19 Couple other things.
• 04:21 There's budgeting over here on the right.
• 04:23 Budgeting we're really not going to get into in this video series but
• 04:27 I did want you to know it's here.
• 04:28 Budgeting is available for the plus and
• 04:30 the advanced editions of QuickBooks Online.
• 04:33 All right, that's a brief overview of the gear.
• 04:37 I hope this was useful for you.
• 04:39 The places I think you're going to spend the most time is accounts and settings and
• 04:43 manage users.
• 04:45 That's really where you're going to spend a lot of your time

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