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Using QuickBooks Online’s Income List

You won’t find this helpful feature in QuickBooks desktop versions.

QuickBooks Online has grown tremendously since its introduction several years ago. Though its interface and navigational tools are very different from the desktop versions, the two share many features. A QuickBooks training course can help you understand the differences in detail.

The web-based edition, though, has a unique feature that you won’t find in QuickBooks Pro or Premier: the Income List. It’s based on a simple concept, but it can give you or your accounts receivable person a quick, insightful view of your income situation.

To find it, click Customers | Income List. The screen is divided into three parts at the top: Unbilled, Unpaid and Paid. These sections are divided further, into:

  • Unbilled: Estimates and Unbilled Time & Costs. These two horizontal bars will display the total number of transactions and amount due for each. Click on one to filter the list, create a new transaction or perform a batch action.

You can set up a filter to see a specific group of estimates here.

  • Unpaid: Displays a list of Open Invoices. Overdue invoices will appear in red, in a small box. Filter options here include Payment Status and Delivery Status.
  • Paid: Transactions that were settled within the last 30 days. You can filter the list to see only estimates, invoices, sales receipts, credit memos or unbilled income, and view by customer.

Batch actions vary depending on which tab is active. For example, if you have a list of Unbilled Time & Costs open, you can select some or all and create invoices. For your Open Invoices, you might want to print packing slips or print/send transactions.

The Income List first appears using a default set of columns. You might want to display more or fewer. To do so, click the down arrow next to Edit Columns. You’ll see something like this:

You can change the way your results list is displayed by adding or hiding columns.

Your Income List displays 50 entries at one time, but you can change this to show 150 or 300. More can be displayed on subsequent pages. You’re also able to print these lists and export them to Excel.

The beauty of using either QuickBooks desktop or QuickBooks Online lies in their ability to get you up and running quickly, thanks to a simple design and easy-to-use tools. But a QuickBooks training course will help you use the applications to the fullest extent.

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