From Our Blog

Lee Davis and Company Blog

The goal of the Lee Davis and Company Blog is to keep you updated on all things Quickbooks and ideas to improve your business. We will update the Lee Davis and Company blog every other week, so stay tuned for our updates.

Blogging Topics

Lee Davis and Company Blog explores all kinds of different topics from business advice, to personal development, to Quickbooks tips. It is our hope that you will use our blog as a way to grow as a person and entrepreneur.

Business Advice

Lee Davis has over 30 years of experience managing businesses, both large and small and in a variety of industries. If you need advice for your business, this is a good blog to get it from. Find out more about Lee Davis.

Learning from his clients:

As the president of Lee Davis and Company, Lee works with 40 different companies in Quickbooks, business advising and business management. This give him the unique opportunity to learn from his clients, which continually adds to his experience and knowledge about small businesses.

Personal Development

Transferring personal development to the business world:

Thus, she takes what she has learned from her blog and brings that to the Lee Davis and Company Blog. She loves using what she has learned in personal development and applying it to the business world. She truly believes that there is nothing that you can’t achieve if you have the right teacher and motivation.

Quickbooks Tips

Lee Davis, as a Quickbooks Pro-Advisor, is an expert on Quickbooks. In fact, he teaches training courses on Quickbooks. If you can’t make it to those, you should check out our blogs on some of our students and clients issues with Quickbooks.

Learning from your questions:

Because Lee answers all of his students and clients questions about Quickbooks, he is very familiar with any problems you might have with Quickbooks. Thus, he writes about common problems on this blog.

QuickBooks Adjustments: When to Use Credit Memos, Vendor Credits and Journal Entries

In Episode 38 of QuickBooks Mastery for Small Business Success, Erica Northrup and Lee Davis tackle a topic that makes many business owners uncomfortable: QuickBooks adjustments, credit memos, vendor credits, and journal entries.

The word “journal entry” can sound intimidating, especially if you don’t have an accounting background.

But business owners don’t need to be afraid of journal entries.

The key is understanding what happened in the business, choosing the correct QuickBooks form, and knowing when a journal entry is necessary.

Listen to Episode 38!

QuickBooks Usually Does the Accounting for You

One reason QuickBooks is so useful is that you don’t have to manually calculate every debit and credit.

When you use the correct form, QuickBooks generally handles the accounting behind the scenes.

For example, when you create an invoice, QuickBooks knows which accounts need to be affected. When you receive payment, QuickBooks knows that the customer’s Accounts Receivable balance needs to be reduced.

The problem occurs when you aren’t sure which form to use.

That’s why one of the most important questions you can ask is:

What actually happened in the business?

Once you understand the transaction, you can determine which QuickBooks form is appropriate.

Credit Memos: When a Customer Gets a Credit

A Credit Memo is used when you’re giving a customer a credit against an amount they owe you.

The important distinction is that a credit does not mean you’re giving the customer money back.

Instead, you’re reducing what the customer owes.

Creating a Credit Memo

In QuickBooks, you can:

Go to the Create menu.
Select Customer Credit / Credit Memo.
Review the original invoice.
Connect the credit to the appropriate product or service.
Post the credit memo.
Apply the credit to the customer’s balance.
Send the customer a copy.

Connecting the credit to the appropriate product or service helps keep your accounting records accurate.

Credit vs. Refund: What’s the Difference?

This is an important distinction for business owners.

A Credit

A credit reduces what the customer owes you.

No money leaves the business.

A Refund

A refund means money actually leaves your business and goes back to the customer.

Think of it this way:

Credit = reduce what they owe.

Refund = give their money back.

Choosing the wrong option can create problems in your customer balances and financial reports.

How Does a Customer Refund Work?

If a customer has a credit balance and you want to return that money, you can issue a refund.

In QuickBooks, you can generally:

Go to the Create menu.
Select Refund Receipt.
Choose the customer.
Select the appropriate account.
Select the appropriate product or service.
Enter the refund.

One advantage of using the appropriate QuickBooks form is that QuickBooks handles the accounting behind the transaction.

In some circumstances, however, a refund may require a journal entry to properly clean up the accounting.

Vendor Credits: The Other Side of the Transaction

A Vendor Credit works in a similar way, but instead of being related to a customer, it involves someone your business owes money to.

For example, a vendor might give you a credit because:

You returned something.
You were overcharged.
A product was damaged.
You received an adjustment on your bill.

A vendor credit reduces the amount you owe that vendor.

It’s important to record the credit correctly so your Accounts Payable balance accurately reflects what you actually owe.

What About a Bad Check?

Returned or “bad” checks can create another accounting challenge.

If a customer’s payment is returned, the customer’s balance needs to be restored.

One approach is to create an invoice to return the payment to the customer’s balance and properly account for any bank fee associated with the returned check.

The important thing is to make sure the customer’s Accounts Receivable balance accurately reflects what they still owe.

Bad Debt Write-Offs

Sometimes a customer simply isn’t going to pay.

When that happens, you may need to write off the receivable as bad debt.

Lee and Erica discuss creating a Product and Service called “Bad Debt” and using it for the credit adjustment.

There is an important accounting consideration here: cash-basis and accrual-basis businesses can treat bad debt differently.

For example, a business using the accrual method may record a bad debt expense and reduce Accounts Receivable.

A cash-basis business generally doesn’t receive the same deduction for an amount it never actually recognized as income.

This is an area where it’s especially important to consult your accountant about your specific situation.

When Do You Need a Journal Entry?

So when should you actually use a journal entry?

The simplest answer is:

When the transaction doesn’t fit one of the standard QuickBooks forms.

QuickBooks has forms for many common business transactions:

Invoices
Sales receipts
Receive payments
Bills
Pay Bills
Expenses
Checks
Deposits
Credit memos
Refund receipts
Vendor credits

When none of these forms accurately represents what happened, a journal entry may be necessary.

Examples of When Journal Entries May Be Used

Journal entries can be useful for:

Payroll adjustments
Accounting adjustments
Year-end adjustments
Summary transactions
Depreciation
Prepaid expenses
Loan adjustments
Transactions involving multiple accounts
Certain equipment purchases

Accountants may also provide adjusting journal entries at the end of a month or year to make sure the financial statements accurately reflect the business.

Don’t Guess at Debits and Credits

One reason business owners are afraid of journal entries is that they don’t know how to work with debits and credits.

That’s understandable.

If you haven’t been trained in accounting, the terminology can feel like a foreign language.

That’s why the goal shouldn’t be to randomly enter debits and credits until QuickBooks balances.

Instead, start with the business transaction.

Ask:

What happened?

Then ask:

Which QuickBooks form represents what happened?

If there is a standard form that handles the transaction correctly, use it.

If there isn’t, that’s when you may need a journal entry.

Talk to Your Accountant About Adjustments

If your accountant gives you adjusting journal entries, don’t simply enter them without understanding what they accomplish.

Ask questions.

For example:

Why are we making this adjustment?
Which accounts are being affected?
What does this change on the financial statements?
Is this a recurring adjustment?
Do I need to make this adjustment every month?

Understanding the reason behind an adjustment can help you become more comfortable with your financial statements.

It also helps you recognize patterns in your business.

Document Your Journal Entries

Whenever you create a journal entry, document why you created it.

This is particularly important when a journal entry is unusual or won’t be immediately obvious to someone reviewing your books later.

Your documentation can explain:

What happened
Why the entry was necessary
Which accounts were affected
Who recommended the adjustment
What supporting documentation exists

Good documentation makes future bookkeeping and accounting reviews much easier.

The Right Form Makes a Difference

A recurring theme throughout QuickBooks Mastery for Small Business Success is that choosing the right form matters.

The forms in QuickBooks aren’t just different ways to enter information. They tell QuickBooks how the transaction should affect your accounting records.

Using the wrong form can create problems in:

Accounts Receivable
Accounts Payable
Income
Expenses
Assets
Liabilities
Equity
Financial reports

That’s why slowing down before entering a transaction can save you significant cleanup later.

Don’t Be Afraid of Journal Entries

Journal entries aren’t something business owners should be afraid of.

They are simply another accounting tool.

The most important thing is to understand the transaction before you enter it.

Know what happened in the business.

Use the correct QuickBooks form.

If a standard form doesn’t accurately represent the transaction, consider whether a journal entry is appropriate.

And when you’re unsure, ask your accountant or a trained QuickBooks professional before making the entry.

The goal isn’t to become an accountant overnight. It’s to understand your QuickBooks well enough to know what you’re trying to accomplish and when you need help.

Final Thoughts

Credit memos, refunds, vendor credits, and journal entries all serve different purposes in QuickBooks.

Understanding the difference can help you avoid unnecessary mistakes and keep your financial reports accurate.

The best place to start is always with the same question:

What happened in the business?

Once you answer that question, choosing the right form becomes much easier.

And if you’re faced with a transaction that doesn’t fit into one of QuickBooks’ standard forms, don’t guess.

Get help, document the adjustment, and make sure you understand why the journal entry is being made.

Your QuickBooks file should tell the story of your business accurately. Using the right tools and forms is how you make sure that story is correct.

If you liked the podcast, you will like our training course. Click on the link below to join our upcoming course.

Join our Zoom Class

Bank Reconciliation: Your QuickBooks Report Card

In Episode 37 of QuickBooks Mastery for Small Business Success, Erica Northrup and Lee Davis discuss one of the most important—and sometimes overlooked—parts of keeping accurate books: bank reconciliation.

If you want to trust your financial reports, reconciliation is essential. It provides a way to compare what actually happened in your bank account with what has been recorded in QuickBooks.

Think of it as a report card for your bookkeeping.

Listen to Episode 37!

What Is a Bank Reconciliation?

When you reconcile an account, you’re comparing two sets of information.

Most commonly, you’re comparing:

Your bank statement
with
Your QuickBooks records

The goal is to determine whether the transactions that cleared your bank were properly recorded in QuickBooks.

You’re asking important questions:

Did every transaction that cleared the bank get entered?
Was it entered for the correct amount?
Are any transactions missing?
Did anything get entered more than once?
Was each transaction assigned to the correct account?

These questions may sound simple, but they can uncover significant problems in your financial records.

Why Does Reconciliation Matter?

If you haven’t reconciled your accounts, you should be cautious about relying on your financial statements.

You might look at your QuickBooks balance and assume it is accurate. But if you haven’t compared it with your actual bank activity, you don’t really know.

Reconciliation gives you the opportunity to find errors before they affect your decision-making.

That matters because your financial reports influence decisions about:

Spending
Hiring
Cash flow
Pricing
Loans
Owner pay
Growth

If your underlying transactions aren’t accurate, your reports won’t be accurate either.

The Bank Feed Isn’t a Replacement for Reconciliation

QuickBooks’ bank feed can be a helpful tool for bringing transactions into your accounting system.

But the bank feed shouldn’t replace the reconciliation process.

You still need to review what’s coming into QuickBooks and make sure transactions are being recorded correctly.

The bank feed can help verify your books, but you need to understand what QuickBooks is doing with the information.

Even Good Businesses Find Reconciliation Problems

Reconciliation issues don’t necessarily mean that your entire bookkeeping system is broken.

Even Lee Davis and Company has encountered transactions that needed to be investigated and corrected.

For example, Lee discussed situations where Paychex created duplicate transactions.

There were also instances where transactions were posted to the wrong bank account.

In another situation, Paychex contributed to a negative balance appearing in a bank account.

The important point is that reconciliation helped uncover these problems.

Without reconciliation, they could have remained hidden.

Common Problems Reconciliation Can Reveal

Duplicate Transactions

A transaction may accidentally be entered twice.

This can make expenses appear higher than they actually are and distort your Profit & Loss Statement.

Transactions Posted to the Wrong Account

Money may have moved through one bank account but been recorded in QuickBooks under another.

That can create inaccurate balances and make your Balance Sheet difficult to trust.

Missing Transactions

Sometimes a transaction simply didn’t make it into QuickBooks.

If you’re comparing your records against the bank statement, missing activity becomes much easier to identify.

Incorrect Amounts

Even when the right transaction is recorded, the amount could be wrong.

Reconciliation gives you a chance to catch those differences.

Your Reconciliation Is Your Report Card

Lee describes reconciliation as your report card.

That’s a useful way to think about it.

When you reconcile your account, you’re essentially asking:

Does what QuickBooks says happened match what actually happened at the bank?

If the answer is yes, that’s a good sign.

If the answer is no, you’ve identified something that needs attention.

What If Your Reconciliation Doesn’t Come to Zero?

One of the most frustrating situations for a business owner is reaching the end of a reconciliation and discovering that the difference isn’t zero.

Don’t panic—and don’t force the reconciliation.

Instead, work through the difference.

Start at the End of the Bank Statement

Look at the transactions near the end of your statement.

Sometimes a transaction simply hasn’t made it into QuickBooks yet.

Look for Duplicates

Check for transactions that may have been entered more than once.

Duplicate transactions are especially common when businesses use both manual entries and the bank feed.

Use “Clear All” Carefully

If you’re working through a reconciliation and need to start reviewing the selected transactions again, the Clear All option can help you reset the selections.

But don’t use it to simply make the numbers work. The goal is to identify what is actually causing the difference.

Don’t Force a Reconciliation

This is one of the most important lessons from the episode:

Don’t force a reconciliation just to make the difference disappear.

If QuickBooks doesn’t reconcile, there is probably a reason.

Forcing the reconciliation may make the screen look finished, but it doesn’t solve the underlying problem.

And that problem could continue affecting your financial reports.

Run the Reconciliation Report

Even after you reach zero, your work may not be finished.

Lee recommends printing or reviewing your reconciliation report.

The report can help identify transactions or other issues that still deserve attention.

Reaching zero is important, but understanding why you reached zero is even more valuable.

Duplicate Transactions Can Change How You See Your Business

This is where reconciliation becomes more than a bookkeeping exercise.

Imagine your business has $20,000 in expenses that were accidentally entered twice.

Your Profit & Loss could make it appear as though you’re spending far more money than you actually are.

That could influence how you think about:

Profitability
Pricing
Hiring
Cash flow
Spending
Growth

You could make a business decision based on information that isn’t accurate.

That’s why reconciliation matters.

Build Reconciliation Into Your Monthly Routine

Bank reconciliation shouldn’t be something you do only when your accountant asks for it.

Make it part of your regular month-end process.

A consistent process might look like this:

Receive your bank statement.
Compare the statement with QuickBooks.
Match cleared transactions.
Investigate missing transactions.
Look for duplicates.
Check for transactions posted to the wrong account.
Resolve differences.
Complete the reconciliation.
Review the reconciliation report.
Review your financial statements.

The goal is to catch problems while they’re still manageable.

Final Thoughts

You can’t have confidence in your financial reports if you don’t have confidence in the transactions behind them.

Bank reconciliation provides one of the most important checks on your QuickBooks data.

It helps you identify missing transactions, duplicates, incorrect amounts, and transactions that were posted to the wrong account. More importantly, it gives you confidence that the numbers you’re using to run your business are based on reality.

As Erica Northrup and Lee Davis emphasize in Episode 37 of QuickBooks Mastery for Small Business Success, reconciliation is your report card.

Don’t ignore it. Don’t rush it. And most importantly, don’t force it.

Take the time to understand what’s happening in your books. When your QuickBooks and your bank agree, you can move forward with greater confidence in your numbers—and greater confidence in your business.

If you liked the podcast, you will like our training course. Click on the link below to join our upcoming course.

Join our Zoom Class

Is Your Chart of Accounts Throwing Off Your Financial Reports?

In Episode 36 of QuickBooks Mastery for Small Business Success, Erica Northrup and Lee Davis continue their discussion about one of the most important parts of QuickBooks: the Chart of Accounts.

In the previous episode, they explained what the Chart of Accounts is and why it provides the foundation for your bookkeeping. This episode takes that discussion one step further by looking at how your Chart of Accounts directly affects your Profit & Loss Statement and Balance Sheet.

When accounts are set up incorrectly, the problem doesn’t stay in one place. It can affect your financial reports, your understanding of your business, and ultimately the decisions you make.

Listen to Episode 36!

How Does the Chart of Accounts Affect Your Reports?

The Chart of Accounts determines where financial information appears on your Profit & Loss and Balance Sheet.

Everything is driven by the account type and the description of the account.

If an account is set up incorrectly, QuickBooks may put the transaction in the wrong place. That means your reports may look reasonable at first glance but tell the wrong story about your business.

This is why getting the Chart of Accounts right from the beginning is so important.

Your Reports Provide Checks and Balances

There are ways to determine whether something might be wrong with your books.

One of the most important is reconciling your bank and credit card accounts.

When your QuickBooks balance doesn’t agree with your actual bank statement, that’s a signal that something needs to be investigated.

Reconciliation isn’t simply a bookkeeping task. It’s one of the checks and balances that helps you determine whether your financial information is accurate.

Six Common Chart of Accounts Mistakes

Erica and Lee identify several mistakes that can create problems in your QuickBooks reports.

Mistake #1: Recording a Credit Card Payment as an Expense

When you use a credit card to purchase something, you’ve created a liability.

The purchase itself needs to be categorized appropriately, but when you make a payment toward the credit card, you’re paying down a liability.

Recording the credit card payment as another expense can cause you to double-count the transaction.

Mistake #2: Recording Loan Proceeds as Income

Getting a loan puts money into your bank account, but that doesn’t mean you’ve earned income.

Loan proceeds create a liability because the business now owes that money to the lender.

If you record loan proceeds as income, your Profit & Loss can be overstated and your financial position can be misleading.

Mistake #3: Recording Owner Draw as an Expense

Business owners need to understand the difference between taking money out of the business and creating a business expense.

An Owner Draw is not an expense.

It is an equity transaction.

If you record your owner’s draw as an expense, you could make your Profit & Loss look worse than it actually is.

Mistake #4: Recording a Customer Payment as New Income

This is another common QuickBooks mistake.

When you have already created an invoice, you have already recorded the income.

When the customer pays, you need to use Receive Payment to apply that payment to the customer’s outstanding balance.

Simply recording the deposit as new income can result in the sale being recorded twice.

This is particularly important for businesses using the accrual method of accounting.

Mistake #5: Expensing Large Equipment Purchases

Large equipment purchases require special attention.

If equipment costs more than $2,500 and has a useful life of more than one year, it may need to be recorded as an asset rather than simply being treated as an ordinary expense.

Lee recommends keeping documentation such as the purchase or sale agreement for significant equipment purchases.

Properly recording these purchases is important for both accurate financial reporting and tax planning.

Mistake #6: Creating Too Many Accounts

More accounts don’t necessarily mean better bookkeeping.

In fact, creating too many accounts can make your financial reports confusing and difficult to use.

If you need to track multiple locations, divisions, or business activities, QuickBooks classes may provide a better way to organize that information than creating a separate account for everything.

Your Chart of Accounts should provide useful information—not overwhelm you with unnecessary detail.

Warning Signs Your Chart of Accounts Needs Attention

How do you know if your Chart of Accounts might need some cleanup?

There are several warning signs.

Your Bank Balance Doesn’t Match QuickBooks

If your bank says you have one amount but QuickBooks shows something significantly different, you need to investigate.

An Asset Account Has a Negative Balance

A negative balance in an asset account can be another warning sign that something has been entered incorrectly.

These problems don’t necessarily mean your entire QuickBooks file is a disaster. But they are signals that something needs to be reviewed.

What Should You Do If Your Books Are a Mess?

The first step isn’t to start clicking around and changing transactions.

Instead, write down your concerns.

What doesn’t look right?

What balance doesn’t match?

Which report doesn’t make sense?

What transaction are you unsure about?

Once you’ve identified the problems, consider getting help from someone who understands both accounting and QuickBooks.

Sometimes having another person look at the file can quickly identify an issue that has been difficult for you to see.

Start With One Month

One of Lee’s practical suggestions is surprisingly simple:

Reconcile one month.

You don’t necessarily have to fix everything in your QuickBooks file at once.

Start with one month and see what you discover.

Reconciling that month can help identify duplicate transactions, missing transactions, incorrect entries, or other issues that are affecting your records.

Once you understand what’s wrong, you can develop a plan to move forward.

When Should You Ask for Help?

There is no reason to wait until your books are completely out of control before asking for assistance.

Consider getting help if:

You feel like you’re over your head.
Your reports don’t make sense.
Your bank balances don’t match QuickBooks.
You’re preparing to apply for a loan.
You’re making a major business purchase.
You’re entering a new phase of growth.
You aren’t sure whether transactions are being categorized correctly.

Getting help doesn’t mean giving up control of your business.

In fact, Lee’s message to business owners is the opposite.

Stay at the Helm

Lee wants business owners to stay at the helm of their QuickBooks.

You don’t necessarily need to become an accountant. But you should understand enough about your financial system to know what you’re looking at and recognize when something doesn’t seem right.

Your bookkeeper or accountant can help you. They can clean things up, explain what’s happening, and teach you how to use QuickBooks more effectively.

But ultimately, these are your business numbers.

You should be comfortable asking questions about them.

Final Thoughts

Your Chart of Accounts isn’t just a list of categories sitting inside QuickBooks. It controls how your financial information flows into your Profit & Loss and Balance Sheet.

When accounts are categorized correctly, your reports become useful tools for managing your business.

When they’re categorized incorrectly, even perfectly entered transactions can produce misleading financial statements.

The good news is that you don’t have to fix everything at once.

Start by identifying what concerns you. Reconcile one month. Look at your reports. And if you feel like you’re getting in over your head, ask for help.

The goal isn’t to take QuickBooks away from you. It’s to help you understand it well enough to stay in control.

As Lee Davis and Erica Northrup emphasize throughout QuickBooks Mastery for Small Business Success, your financial reports should give you confidence—not confusion.

If you liked the podcast, you will like our training course. Click on the link below to join our upcoming course.

Join our Zoom Class

The Chart of Accounts: The Foundation of Your QuickBooks

In Episode 35 of QuickBooks Mastery for Small Business Success, Erica Northrup and Lee Davis take a closer look at one of the most important—and often misunderstood—parts of QuickBooks: the Chart of Accounts.

If your Chart of Accounts is set up incorrectly, problems can show up throughout your financial reports. But when it is structured properly, it becomes a powerful tool for understanding your business, preparing for taxes, and making better financial decisions.

Listen to Episode 35

What Is the Chart of Accounts?

Think of the Chart of Accounts as the filing system for your business finances.

When you first set up QuickBooks, you are asked what type of business you have. That information helps QuickBooks create an initial Chart of Accounts.

But the Chart of Accounts is more than just a list of categories.

Each account belongs to a particular financial category, or “family,” and each one answers a different question about your business.

Imagine having a physical filing cabinet for your business. You might have one file for advertising, another for vehicle expenses, another for loans, and another for sales.

Those transactions are different because they tell different stories about your business.

QuickBooks uses the Chart of Accounts to organize those stories.

Six Questions Your Chart of Accounts Should Answer

Erica and Lee explain the Chart of Accounts by looking at the questions it should help your business answer:

What does the business own?
What does the business owe?
How does the business make money?
What belongs to the owner or shareholders?
What does it cost to deliver the product or service?
What is the business’s tax activity?

Understanding these questions makes it much easier to understand why your accounts are organized the way they are.

What Does the Business Own?

The first category involves your assets—things the business owns that have value.

Examples include:

Bank accounts
Petty cash
Prepaid expenses
Prepaid insurance
Security deposits
Vehicles
Computers
Property

Cash in your business bank account is an asset. So is equipment that your business owns.

These accounts appear on the Balance Sheet, which gives you a snapshot of what your business owns at a specific point in time.

What Does the Business Owe?

The next question is about liabilities.

Liabilities represent money your business owes to someone else.

Examples include:

Credit cards
Accounts payable
Sales tax payable
Payroll liabilities
Lines of credit
Vehicle loans
Equipment loans
Mortgages
Notes payable

One important area where business owners can get confused is loans.

A loan payment isn’t simply an expense.

You generally need to separate the principal portion of the payment from the interest portion. The principal reduces the loan balance, while interest is treated differently for accounting and tax purposes.

If the loan is not set up correctly in QuickBooks, your financial reports can be misleading.

What Belongs to the Owner?

The Chart of Accounts also needs to account for equity—what belongs to the owner or shareholders after liabilities are considered.

Examples include:

Owner’s Draw
Owner’s Capital
Retained Earnings

This can be confusing for business owners because they see money moving in and out of their accounts and naturally assume every transaction affects profit.

But that’s not necessarily the case.

For example, an owner’s draw is not a business expense. It is an equity transaction.

Understanding the difference between an expense and an owner’s draw is critical to having accurate financial reports.

How Does the Business Make Money?

Your Chart of Accounts also needs to clearly show how your business generates revenue.

This is where your income accounts come into play.

A business may have several different sources of income, such as:

Service revenue
Product sales
Project revenue
Other business income

How much detail do you need?

The goal isn’t to create hundreds of income accounts.

Instead, you want enough detail to understand the major areas of your business and compare them over time.

For example, being able to compare service revenue from this year to last year can help you determine whether that part of the business is growing.

Products and Services Matter

Your Products and Services in QuickBooks also need to be connected to the correct income accounts.

If products or services are categorized incorrectly, your revenue reports will not tell the right story.

That’s why the Chart of Accounts and Products and Services work together.

What Does It Cost to Deliver Your Product or Service?

Another important category is Cost of Goods Sold (COGS).

COGS represents the costs directly associated with producing the product or delivering the service.

Depending on the business, this could include:

Materials
Resale products
Freight
Direct labor
Wages associated with delivering the work

Understanding your COGS is especially important because it helps you understand your margins.

If you don’t know what it costs to deliver your product or service, it becomes much harder to determine whether your pricing is profitable.

How Does the Chart of Accounts Help With Taxes?

The Chart of Accounts also plays an important role in tax preparation.

A properly organized Chart of Accounts helps categorize financial activity so your accountant can more easily determine what needs to be reported.

It can help identify things such as:

Sales taxes
Payroll taxes
Income-related activity
Deductible business expenses
Assets and equipment
Loan activity

The goal isn’t simply to make tax preparation easier.

Accurate categorization throughout the year gives you a better understanding of what your business owes and what financial obligations are coming.

Don’t Create Too Many Accounts

One of the common problems Lee and Erica discuss throughout QuickBooks Mastery for Small Business Success is creating too many accounts.

More detail isn’t always better.

If you have dozens of accounts that don’t provide meaningful information, your reports can become difficult to understand.

Instead, your Chart of Accounts should be customized to your business and structured around the information you actually need to manage it.

The Schedule C categories can provide a useful starting point for determining how expenses should be organized.

For businesses with multiple locations, divisions, or lines of business, QuickBooks classes can also provide another way to analyze financial information without creating an excessive number of accounts.

Your Chart of Accounts Should Work for Your Business

There isn’t a one-size-fits-all Chart of Accounts.

A landscaping company won’t necessarily need the same structure as a professional services firm, manufacturer, or construction company.

Your Chart of Accounts should reflect:

How you make money
What it costs to deliver your services
What you own
What you owe
How owners are compensated
What information you need for taxes
What information you need to make business decisions

When the structure reflects the way your business actually operates, your QuickBooks reports become much more useful.

Final Thoughts

The Chart of Accounts may seem like a technical bookkeeping topic, but it is really about understanding your business.

When it is set up correctly, your Chart of Accounts can help you answer some of the most important financial questions a business owner faces:

How much are we making?

What does it cost us to make it?

What do we own?

What do we owe?

What belongs to the owners?

What do we need to prepare for taxes?

Your QuickBooks file is only as useful as the structure behind it. Taking the time to build the right Chart of Accounts can give you cleaner reports, better tax preparation, and a clearer picture of where your business stands financially.

As Lee Davis and Erica Northrup emphasize throughout QuickBooks Mastery for Small Business Success, the goal isn’t simply to have your books organized. The goal is to have financial information you can actually use.

If you liked the podcast, you will like our training course. Click on the link below to join our upcoming course.

Join our Zoom Class

Why Service Businesses Need More Than QuickBooks for Invoicing

In Episode 34 of QuickBooks Mastery for Small Business Success, Erica Northrup and Lee Davis discuss one of the biggest challenges facing service-based businesses: how to efficiently capture information from the field and turn it into accurate invoices.

For many service businesses, the problem isn’t a lack of work. It’s managing all the information that comes with that work.

Schedules, job details, customer requests, materials, labor, notes, estimates, and changes can come at a business owner from multiple directions. When that information isn’t captured and organized properly, invoicing becomes difficult—and valuable time and revenue can slip through the cracks.

Listen to Episode 34 Now!

The Information Overload Problem

Erica and Lee hear the same frustrations from their service-industry clients.

Business owners may receive information from their teams in all kinds of ways. Someone might drop a schedule on a desk with 35 customer interactions. A technician may have handwritten notes from a job. Another employee may have information about materials or additional work that needs to be billed.

By the end of the day, the business owner is left trying to piece everything together.

For contractors and service professionals, this can become exhausting.

Eventually, the invoicing gets pushed aside because there simply isn’t enough time.

The result can be:

Delayed invoices
Missed billable items
Customer complaints
Lost revenue
Hours spent tracking down information

And when a customer has a question about a job, the business may have to spend even more time searching for the details.

Having accurate job information readily available can eliminate hours of unnecessary back-and-forth.

QuickBooks Isn’t Designed for Every Part of the Service Workflow

QuickBooks is a powerful accounting platform, but it isn’t necessarily designed around the way a service technician works in the field.

A technician isn’t sitting at a desk thinking about accounting categories and bookkeeping forms.

They’re thinking about:

What job am I going to?
What work needs to be done?
What materials did I use?
How much time did I spend?
What did the customer request?
What additional work needs to be billed?

That’s why Erica and Lee recommend considering a service-management application that integrates with QuickBooks.

ServiceM8: Connecting the Field to QuickBooks

In this episode, Erica and Lee discuss ServiceM8 as a tool designed to help service businesses manage work in the field while integrating with QuickBooks.

The goal is to create a smoother connection between what happens on the job and what eventually appears in your accounting system.

What Can ServiceM8 Do?

ServiceM8 can help service businesses:

Create customer records
Create job cards
Schedule jobs
Build job checklists
Add notes
Track billable items
Create estimates
Manage fees
Send quotes from the field

Instead of waiting until the end of the day—or the end of the week—to reconstruct what happened on a job, information can be captured while the work is happening.

Accuracy and Speed Matter

One of the biggest benefits of a field-service system is improved accuracy.

When technicians record information while they’re actually at the job, there’s less reliance on memory and fewer opportunities for billable items to be forgotten.

That can help businesses capture:

Labor
Materials
Additional services
Fees
Customer requests

The result is a faster and more complete invoicing process.

Better Systems Can Improve the Customer Experience

Technology isn’t just about making bookkeeping easier.

It can also improve the customer experience.

When a customer calls with a question about a service visit, having detailed job information available can make it much easier to respond.

Instead of saying, “Let me find out what happened,” your team may be able to quickly review the job history, notes, charges, and other information.

That creates a more professional experience and builds customer confidence.

Don’t Forget the Accounting Guardrails

Integrating a field-service application with QuickBooks doesn’t mean you can forget about your accounting system.

There still need to be clear accounting guardrails.

One important step is making sure your Products and Services in QuickBooks are accurate and up to date.

Pricing needs to be correct so that technicians and office staff are working from the same information.

Your field team also needs proper training.

A great application won’t solve the problem if employees don’t know how to use it consistently.

Can Service Software Increase Revenue?

According to Lee and Erica, one of the potential benefits of a system like ServiceM8 is increased revenue.

That’s because better information capture can help prevent missed charges.

Consider a technician who completes a job and uses additional materials or performs work beyond the original estimate. If that information isn’t recorded, the business may never bill for it.

A system that captures those details in the field can help ensure the business gets paid for the work it actually performs.

How Do You Know You Need a Service Management App?

One simple exercise is to make a list of everything you need to know when the phone rings.

Ask yourself:

Can I quickly find the customer’s information?
Do I know what work was previously completed?
Can I see what was quoted?
Do I know what was actually performed?
Can I see the materials used?
Do I know what still needs to be invoiced?

If answering these questions requires searching through emails, paperwork, spreadsheets, text messages, and notes, it may be time to consider a more integrated system.

Who Is ServiceM8 Not For?

ServiceM8 may not be the right solution for every business.

It may not be necessary if:

You already have a field-service application that works well.
You don’t need a direct customer interface.
Your business doesn’t have a significant field-service component.

The tool is particularly suited to small and intermediate-sized service providers who need better coordination between field work and accounting.

Who Could Benefit Most?

Service professionals who spend their days moving from job to job may benefit significantly from a system like this.

Examples could include:

Landscapers
Contractors
Maintenance companies
Repair businesses
Other mobile service providers

If your team spends most of its time in the field, capturing information where the work happens can make a significant difference.

How to Roll Out New Software Safely

One of the biggest mistakes businesses can make is implementing new software without first understanding the problem they’re trying to solve.

Erica and Lee recommend a thoughtful rollout process.

1. Define the Problems

Start by identifying what’s currently going wrong.

Are you missing invoices? Losing job information? Getting customer complaints? Spending too much time reconstructing jobs?

2. Review Your QuickBooks Setup

Before connecting another system, make sure QuickBooks itself is organized correctly.

Review your:

Chart of Accounts
Products and Services
Pricing
Existing workflows

3. Set Up the App Carefully

Make sure the field-service application is configured to work with your existing accounting structure.

4. Test It

Don’t immediately roll it out to your entire organization.

Try a few jobs first.

You can even create test customers and test transactions to see how information flows into QuickBooks.

5. Train Your Field Team

Your technicians and employees need to understand exactly what information they are expected to enter.

Training is critical to getting accurate information.

6. Review What Syncs Into QuickBooks

Pay close attention to how customers, products, services, invoices, payments, and other information move between the systems.

7. Adjust the Process

If something isn’t working, change the workflow before expanding the rollout.

Once the process works consistently, roll it out more broadly.

Use Customer Complaints as a Learning Tool

Customer complaints can actually provide valuable information about where your systems are failing.

If customers repeatedly ask:

“Why wasn’t this included on my invoice?”
“Didn’t we already discuss this?”
“Why didn’t your technician know about that?”
“Why did I receive this bill?”

don’t simply treat those complaints as isolated problems.

Look for the system behind them.

The complaint may reveal that information isn’t being captured correctly or isn’t making its way from the field to the office.

Final Thoughts

The goal isn’t simply to buy another piece of software.

The goal is to create a system that captures accurate information, makes your team more efficient, helps you bill for the work you’ve completed, and gives your customers a better experience.

Before implementing any new technology, ask yourself:

What problem am I trying to solve?

Once you know the answer, you can determine whether ServiceM8—or another solution—is the right tool for your business.

As Erica Northrup and Lee Davis emphasize throughout QuickBooks Mastery for Small Business Success, the best technology isn’t necessarily the technology with the most features. It’s the technology that solves a real problem and helps your business operate more efficiently.

If you liked the podcast, you will like our training course. Click on the link below to join our upcoming course.

Join our Zoom Class

12 3 4 Next ›Last »