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.

Can You Trust Your Books? A Monthly QuickBooks Health Check

As a business owner, you rely on your financial information to make important decisions. But how do you know that information is reliable?

In Episode 41 of QuickBooks Mastery for Small Business Success, Erica Northrup and Lee Davis discuss what it really means to trust your books.

Listen to Episode 41!

The goal isn’t necessarily to have perfect books. Perfection can be difficult, especially for a busy small business.

The goal is to have a process that gives you confidence that the major pieces are accurate.

Can you answer questions such as:

Are my bank accounts accurate?
Does my Profit and Loss reflect what actually happened in the business?
Do my customers really owe the amount shown in Accounts Receivable?
Do my vendor balances accurately show what I owe?
Do my payroll liabilities make sense?
Are there transactions or accounts nobody can explain?
Can I trust these numbers enough to make a business decision?

If you can’t answer these questions, it may be time for a bookkeeping health check.

Your Books Don’t Have to Be Perfect

One of the most important points from this episode is that your books don’t have to be perfect to be useful.

What matters is having a process for checking the areas that have the greatest impact on your financial statements.

For some businesses, that may mean cleaning up the books before they can truly understand what the numbers are saying.

Once the cleanup is done, the next step is maintaining the books through regular reviews.

A monthly health check can help you catch problems before they become bigger problems.

1. Are All of My Bank Accounts Reconciled?

Start with your bank and credit card accounts.

Ask:

Are all of my accounts reconciled through the most recent statement?

A bank reconciliation compares what QuickBooks says you have with what the bank says you have.

If your bank statement shows one amount and QuickBooks shows another, you want to identify the difference.

Reconciliation can uncover:

Missing transactions
Duplicate transactions
Incorrect amounts
Transactions recorded in the wrong account
Other bookkeeping errors

Don’t simply assume the balance is correct because the bank account is connected to QuickBooks.

Reconcile it.

2. Is Anything Old or Unexplained Sitting in the Bank Feed?

Bank feeds can be helpful, but they shouldn’t become a place where transactions sit indefinitely.

Review transactions that are still waiting in the bank feed.

An old transaction may have been:

Categorized incorrectly
Duplicated
Entered previously but not matched
Left unresolved because nobody knew what to do with it

The longer unexplained transactions sit there, the harder it can become to understand what your books are telling you.

Make reviewing the bank feed part of your regular process.

3. Does Accounts Receivable Represent Money You Actually Expect to Collect?

Accounts Receivable represents money your customers owe you.

But the balance in QuickBooks isn’t automatically a guarantee that you’ll collect all of it.

Look at your Accounts Receivable Aging report.

Ask:

Who owes us money?
How long have they owed it?
Are these customers still active?
Are there old balances we don’t understand?
Are there amounts we realistically expect to collect?

An old balance can make your Accounts Receivable look larger than the amount you are actually likely to collect.

If your books say customers owe you $50,000, but a significant portion of that balance is several years old and unlikely to be collected, the report isn’t telling the full story.

Your books should help you understand reality, not just display numbers.

4. Does Accounts Payable Really Represent What We Owe?

The same principle applies to Accounts Payable.

Ask:

Does Accounts Payable accurately represent what the business currently owes?

Look for old balances.

If a bill has been sitting in Accounts Payable for months or years, determine why.

Is it still owed?

Was it already paid?

Was it entered twice?

Was there a mistake in how the payment was recorded?

Old Accounts Payable balances can distort your understanding of your obligations and cash needs.

5. Do My Payroll Liabilities Make Sense?

Payroll is another area that deserves regular attention.

Payroll doesn’t simply create an expense. It can also create liabilities that the business needs to pay.

Review your payroll liability balances at month-end.

Ask:

Are there old payroll liabilities sitting on the books?
Do the balances make sense?
Were payroll taxes and other liabilities actually paid?
Are there amounts that nobody can explain?

If old liabilities continue accumulating, don’t ignore them.

They may indicate that payroll was recorded incorrectly or that payments were not properly connected to the liabilities.

6. Is There Anything Unusual on the Balance Sheet?

Your Balance Sheet can reveal problems that aren’t obvious when you’re only looking at your bank account.

Review it for unusual items such as:

Negative balances
Very old balances
Accounts you don’t recognize
Accounts nobody can explain
Unexpected asset or liability balances

A Balance Sheet should tell a logical story about what the business owns, what it owes, and the owner’s equity.

If something looks strange, investigate it.

7. Does My Profit and Loss Make Sense?

Next, look at the Profit and Loss.

Don’t just look at whether the business made money.

Ask whether the numbers make sense based on what actually happened during the period.

For example:

Does the income look reasonable?
Did sales increase or decrease as expected?
Are expenses consistent with business activity?
Are there unusual changes?
Did any expense category suddenly increase?

You know your business.

Your Profit and Loss should generally reflect what you experienced.

If something doesn’t make sense, that’s a reason to investigate—not simply accept the report.

8. What Expenses or Costs Have Increased?

Comparing your current numbers with historical information can reveal changes that aren’t obvious when looking at one month by itself.

Compare this year to last year.

Look for expenses and costs that have increased significantly.

A change may have a perfectly reasonable explanation. Perhaps you hired an employee, expanded, purchased equipment, or experienced higher material costs.

But you want to know why the number changed.

This is where accurate historical QuickBooks data becomes especially valuable.

9. Are There Mystery Accounts or Transactions?

Every business eventually encounters transactions that don’t immediately make sense.

But mystery transactions shouldn’t remain mysteries forever.

Look for items such as:

Unapplied income
Unapplied payments
Uncategorized transactions
Accounts nobody recognizes
Old balances without an explanation

If nobody can explain a transaction, don’t simply leave it sitting there.

Find out what happened.

A small unexplained item may not have a major impact. But a pattern of unexplained transactions can indicate a larger bookkeeping problem.

10. Do I Trust These Numbers Enough to Make a Business Decision?

This may be the most important question of all.

Do I trust these numbers enough to make a business decision?

Can you use your financial statements to determine:

Whether the business is profitable?
Whether sales are improving?
Whether expenses are increasing?
Whether you can afford to hire?
Whether you have enough cash?
Whether pricing needs to change?
How the business is performing compared with previous periods?

If you don’t trust your numbers, you’re forced to make decisions based on guesswork.

That defeats one of the biggest benefits of using QuickBooks.

Don’t Forget Personal Transactions

Another important part of reviewing your books is checking for personal transactions.

Personal and business expenses should not be mixed together.

Review transactions to make sure personal purchases aren’t being recorded as business expenses.

This is particularly important because incorrectly categorized personal expenses can distort your Profit and Loss and make the business appear more or less profitable than it really is.

Review Loan Payments

Loan payments also deserve attention.

A loan payment isn’t necessarily one expense.

Typically, part of a payment goes toward principal, while another portion goes toward interest.

The principal reduces the loan liability, while the interest is an expense.

If the entire payment is recorded incorrectly, both the Profit and Loss and Balance Sheet can be affected.

Review loan balances and payments regularly to make sure they make sense.

Don’t Ignore Cash Transactions

Cash transactions can be easy to overlook, especially when a business uses both bank and cash activity.

Make sure cash transactions are recorded appropriately and that the balances make sense.

If cash is being withdrawn, spent, or deposited without being properly recorded, your books can quickly become difficult to understand.

Build a Monthly Habit

Trusting your books isn’t about looking at QuickBooks once a year when your tax return is due.

It’s about developing a regular habit.

At the end of each month, take time to review the major pieces:

Bank accounts → Bank feed → Accounts Receivable → Accounts Payable → Payroll liabilities → Balance Sheet → Profit and Loss → Expense changes → Mystery transactions → Business decisions

This doesn’t have to take hours every month once the process is established.

The important thing is consistency.

What If Your Books Aren’t Reliable?

If you go through this health check and find problems, don’t panic.

You may need to clean up your books before you can rely on the financial statements.

Start with the biggest issues.

Reconcile the bank accounts. Investigate old receivables and payables. Review payroll liabilities. Look at unusual Balance Sheet accounts. Clean up unexplained transactions. Make sure personal expenses aren’t mixed with business expenses.

You don’t have to fix everything at once.

Take small steps toward accurate books.

And if you find yourself in deeper waters, getting help can save time and prevent additional problems.

Trust Your Numbers Before You Act on Them

QuickBooks is a tool for understanding your business, but the software can’t tell you whether every number makes sense.

That requires a process.

A monthly health check helps you move beyond simply entering transactions and toward actually understanding your financial information.

Your books don’t have to be perfect.

They need to be reliable enough to tell you the truth about your business.

When your bank accounts reconcile, your receivables and payables make sense, your payroll liabilities are accurate, your Balance Sheet is logical, and your Profit and Loss reflects what actually happened, you can have greater confidence in your decisions.

And that’s ultimately what trustworthy books are about:

Knowing your numbers well enough to use them.

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

Where Are Your Costs Creeping Up? How to Take Control of Business Expenses

One of the most frustrating questions a business owner can ask is, “Why am I not making more money?”

Sometimes the answer isn’t a lack of sales. Sometimes costs are quietly creeping up.

Vendor prices increase. Insurance premiums change. Payroll costs rise. Discounts disappear. Product costs go up a little at a time. Individually, these changes may not seem significant, but together they can have a major impact on your bottom line.

In Episode 40 of QuickBooks Mastery for Small Business Success, Erica Northrup and Lee Davis discuss how business owners can identify creeping costs and take intentional steps to protect profitability.

Listen to Episode 40

A Real-World Example: When a Discount Disappears

This conversation came from a real experience at Lee Davis and Company.

One of their clients unexpectedly lost a payroll discount that they had been receiving through Lee Davis and Company. Lee recognized the impact and pushed to have the discount reinstated.

That experience highlights an important lesson:

You have to pay attention to what your vendors are charging you.

If you aren’t watching your expenses, you may not notice when a discount disappears, a price increases, or a service changes.

And when you don’t know your costs have increased, you may continue operating as though your old pricing and profit margins are still working.

Don’t Just Look at Your Bank Feed

One of the best ways to understand your costs is to actually enter your expenses into QuickBooks correctly.

That means using the appropriate forms, such as bills and checks, instead of simply relying on the bank feed to tell you what happened.

When you properly enter your expenses, you create a much clearer record of what you are spending and why.

The bank feed can help you verify transactions, but it shouldn’t replace a bookkeeping process.

Accurate records give you the ability to ask better questions:

What am I spending?
Which vendors have increased their prices?
Which expenses are increasing the fastest?
Are my product costs reducing my margins?
Am I still receiving the value I expected from a vendor?
Is this expense necessary?

You can’t effectively control costs if you don’t know what they are.

The Cheapest Option Isn’t Always the Best Option

Cost control doesn’t mean choosing the cheapest possible vendor every time.

Lee and Erica emphasize the importance of considering quality as well as price.

A lower-priced product or service isn’t necessarily a better deal if it creates more problems, takes more time, performs poorly, or results in unhappy customers.

Business owners need to understand the value they’re receiving for what they’re spending.

The goal isn’t simply to spend less.

The goal is to spend intentionally.

Review Your Insurance

Insurance is another area where costs can creep up, and it can be easy to simply renew a policy without taking a close look at what you’re paying for.

Read the fine print. Understand your coverage. Know what has changed.

It can also be helpful to work with an insurance agent who is willing to shop around for you.

The cheapest policy isn’t necessarily the right policy, but neither should you automatically assume that your current policy is still the best option.

Your business changes over time, and your insurance needs can change with it.

Watch Cost of Goods Sold and Gross Profit

For businesses that sell products or have significant direct costs, Cost of Goods Sold (COGS) deserves special attention.

If the cost of the products or materials required to generate your revenue increases, your gross profit can shrink even if your sales remain steady.

QuickBooks can help you look at historical information and see how your numbers are changing over time.

Don’t just ask, “How much did we sell?”

Also ask:

“How much did it cost us to generate those sales?”

Understanding your gross profit gives you a better picture of whether your pricing is actually working.

Compare Expenses by Period

Another useful strategy is to compare your expenses from one period to another.

For example, compare your Profit and Loss reports by month.

Look for the five largest increases.

You don’t necessarily need to investigate every single expense at once. Start with the areas that have changed the most.

A significant increase might be completely reasonable. Perhaps you hired someone, purchased new equipment, or experienced a seasonal expense.

But it could also reveal something you didn’t realize had changed.

The important thing is to ask why.

Review Your Expenses Annually

At a minimum, business owners should conduct a thorough expense review every year.

Look at your vendors, subscriptions, insurance, services, supplies, and other recurring costs.

Ask:

Are we still using this?
Is the price still reasonable?
Has the vendor increased the price?
Are we getting the quality we need?
Can we negotiate a better rate?
Is there a better option?
Does this expense still support the business?

Small expenses are easy to ignore. Recurring expenses are especially easy to overlook because they become part of the routine.

But a recurring expense that increases by even a small amount can become significant over a year.

Use Purchase Orders to Stay Ahead of Price Increases

Purchase orders can also help businesses stay organized and monitor product costs.

Creating a purchase order establishes what you intend to purchase and the price you expect to pay.

When the bill arrives, you can match it against the purchase order.

This gives you another opportunity to catch unexpected price changes.

If you expected to pay $X for a product and the bill comes in higher, you now have a reason to ask questions.

Without that comparison, an increase may simply disappear into your expenses.

Negotiation Doesn’t Have to Be Confrontational

If a vendor raises a price, you don’t necessarily have to become combative.

Start a conversation.

Ask questions.

“I noticed our price increased. Can you help me understand why?”

“Is there anything you can do about this rate?”

“Are there other options available?”

Simply bringing up the conversation can make a difference.

Your vendors want your business. Business relationships are partnerships, and a good vendor should be willing to have a conversation about pricing, service, and value.

Be curious.

You may discover a discount, a different pricing structure, a better product, or another solution you didn’t know was available.

And if you need to push back, push back professionally.

Look at Overtime Carefully

Payroll is another significant business cost that deserves attention.

Overtime may be necessary in some situations, but business owners should understand whether the additional hours are actually producing additional value.

Look at your overtime costs and ask:

Is this expense actually moving the needle in the business?

If overtime is increasing but revenue, productivity, or customer satisfaction isn’t improving accordingly, it may be time to look at staffing, scheduling, processes, or workload.

The purpose isn’t necessarily to eliminate overtime.

It’s to understand what you’re paying for and whether you’re getting the result you need.

Use QuickBooks to Find the Increases

QuickBooks becomes much more useful when you use your historical information to identify trends.

One helpful step is to run a Product and Service report and look at increases by percentage.

This can help you identify products or services whose costs have changed significantly.

You can then investigate those changes instead of allowing them to quietly reduce your margins.

Your QuickBooks data should help you ask better business questions.

If a cost has increased, find out why.

If a vendor’s price has changed, ask about it.

If gross profit is shrinking, investigate your COGS.

If overtime is increasing, determine whether it is producing results.

If insurance costs have changed, review the policy.

Clean Up Your Books to Understand the Whole Story

You can’t manage costs effectively when your books aren’t accurate.

That doesn’t mean you need to fix everything overnight.

Take small steps.

Make sure expenses are being entered correctly. Use the right forms. Keep your Chart of Accounts organized. Reconcile your accounts. Review your financial statements regularly.

The cleaner your books are, the easier it becomes to see the whole story.

And when you can see the whole story, you can make better decisions.

Steps to Take Control of Your Costs

Controlling costs doesn’t require one dramatic change. It starts with consistently paying attention.

Here are a few practical steps:

Review your expenses annually.
Compare Profit and Loss reports by month.
Investigate your five largest expense increases.
Monitor Cost of Goods Sold and gross profit.
Use historical QuickBooks information to identify trends.
Create purchase orders and match them to bills.
Enter bills and checks instead of relying entirely on the bank feed.
Review vendor pricing and negotiate when appropriate.
Review insurance coverage and pricing.
Analyze overtime to determine whether it is producing results.
Run Product and Service reports to identify significant increases.
Make purchases intentionally rather than automatically.

Know What You’re Spending

Business owners don’t have to become accountants to become better at controlling costs.

They do, however, need to know where their money is going.

QuickBooks can help you compare prices, identify increases, review historical information, and understand how expenses affect profitability.

The key is to use the information rather than simply record it.

Know what you’re spending. Ask questions. Review your vendors. Watch your margins.

And when something doesn’t make sense, investigate it.

The Bottom Line

Costs rarely announce themselves all at once.

They creep.

A small vendor increase here. A lost discount there. Higher insurance premiums. Rising product costs. More overtime. Additional subscriptions.

Over time, those increases can significantly reduce your profit.

The good news is that you can take control by paying attention to your numbers.

Use QuickBooks to understand your costs, compare periods, identify increases, and ask better questions. Take small steps to keep your books accurate, and use that information to make intentional purchasing and pricing decisions.

Because sometimes the answer to “Why am I not making more money?” isn’t that you need more sales.

It may be that you need to take a closer look at what you’re spending.

Don’t let costs creep up unnoticed.

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

Payroll Is More Than One Expense in QuickBooks

In Episode 39 of QuickBooks Mastery for Small Business Success, Erica Northrup and Lee Davis discuss an area of QuickBooks that can easily become confusing for business owners: payroll.

Payroll may look like one large expense when money leaves your bank account, but that’s not actually how payroll works from an accounting perspective.

Payroll is not one transaction.

It involves multiple expenses, liabilities, and accounts—and understanding the difference is essential if you want your financial statements to accurately reflect what your business is spending.

Listen to Episode 39!

Payroll Is Not Just Payroll Expense

One of the biggest misconceptions about payroll is that the entire amount that leaves your bank account should be categorized as a payroll expense.

That’s not correct.

Some of the money associated with payroll represents actual expenses, while other amounts are liabilities that the business is responsible for paying to government agencies, employees, or retirement plans.

If you want to understand how much your business is actually spending on payroll, you need to look at the breakdown.

Payroll Involves Multiple Accounts

Depending on your business and payroll setup, payroll can involve several different accounts.

These may include:

Wage expense
Payroll tax expense
Federal payroll liabilities
State payroll liabilities
State and federal unemployment liabilities
Medicare liabilities
Social Security liabilities
Retirement contributions

Each of these accounts has a different purpose.

That’s why simply looking at the amount that came out of your bank account doesn’t necessarily tell you how much payroll actually cost your business.

Why Do Payroll Liabilities Matter?

Payroll liabilities represent money that your business has collected or owes but has not yet paid to the appropriate party.

For example, payroll may include amounts withheld from an employee’s paycheck that need to be sent to the government.

Those amounts aren’t additional business expenses.

They are liabilities.

Eventually, when those liabilities are paid, the liability account should be reduced.

This distinction is important because incorrectly categorizing payroll can make your Profit & Loss and Balance Sheet inaccurate.

Two Payroll Reports That Can Help

QuickBooks provides payroll reports that can help business owners understand what is happening with payroll.

Payroll Register

The Payroll Register provides information about employee wages, including gross wages.

It can help you verify what employees were paid.

Payroll Summary

The Payroll Summary provides a broader breakdown of payroll information and can help you understand the different payroll expenses and liabilities involved.

These reports give you more information than simply looking at the amount that left your bank account.

A Common Problem: Too Much Payroll Expense

One of the problems Lee and Erica see is businesses overstating their payroll expense while understating their payroll liabilities.

This can happen when the entire payroll transaction is recorded as an expense.

The result is a financial statement that doesn’t accurately reflect what’s happening in the business.

If you suspect this is happening in your QuickBooks file, go back to your payroll records and compare them with the way the transactions are being recorded.

The goal is to make sure the payroll information is flowing into the correct accounts.

Warning Signs Your Payroll Needs Attention

There are several red flags that can indicate a payroll accounting problem.

1. The Entire Payroll Is Classified as an Expense

If every dollar associated with payroll is being recorded as an expense, it’s worth taking a closer look.

Some portions of payroll may belong in liability accounts rather than expense accounts.

2. Payroll Liabilities Keep Growing

If your payroll liability accounts continue to grow month after month, you need to find out why.

Liabilities should generally be paid down as the associated obligations are remitted.

A growing balance that no one can explain is a warning sign.

3. Old Payroll Liabilities Can’t Be Explained

Look at the age of your payroll liabilities.

If you have old balances sitting in your accounts and nobody knows what they represent, it’s time to investigate.

Don’t simply ignore them because the numbers are on the Balance Sheet.

4. Multiple Wage Accounts Serve the Same Purpose

Another warning sign is having multiple wage accounts that essentially represent the same thing.

Too many duplicate or unnecessary accounts can make your financial statements confusing and make it harder to understand your true payroll costs.

5. Retirement Payments Don’t Reduce the Retirement Liability

If your business makes retirement plan contributions but the corresponding retirement liability isn’t being reduced, something may not be recorded correctly.

The liability should reflect what the business actually owes.

When the payment is made, the liability should be properly accounted for.

6. Payroll Reconciles to the Bank—but the Financial Statements Don’t Make Sense

This is an especially important warning sign.

You might reconcile your bank account and see that everything appears to match.

But that doesn’t necessarily mean your payroll accounting is correct.

Your financial statements also need to make sense.

A transaction can match the bank and still be categorized incorrectly.

Payroll Affects Both Major Financial Statements

Payroll accounting affects both the Profit & Loss Statement and the Balance Sheet.

The Profit & Loss needs to accurately show the expenses associated with payroll.

The Balance Sheet needs to accurately show outstanding payroll liabilities.

If either side is wrong, your overall financial picture can be misleading.

That’s why business owners shouldn’t stop at asking:

“Did the payroll clear the bank?”

A better question is:

“Was the payroll recorded correctly?”

How Do You Know What Your Payroll Is Really Costing?

If you want to understand your true payroll costs, don’t simply look at the bank account.

Review your payroll reports.

Look at:

Gross wages
Employer payroll taxes
Employee withholdings
Payroll liabilities
Retirement contributions
Other payroll-related costs

Then compare those figures to what’s appearing in your financial statements.

This gives you a much clearer picture of what your employees actually cost the business.

Payroll Should Be Reviewed Regularly

Payroll is one of the largest expenses for many businesses.

That makes it especially important to review it regularly.

Don’t wait until tax time to discover that your payroll liabilities have been sitting on your Balance Sheet for months or that your Profit & Loss doesn’t accurately reflect your payroll costs.

A regular review can help you catch problems while they’re still relatively easy to correct.

Final Thoughts

Payroll can be complicated because it involves much more than wages.

There are expenses, liabilities, taxes, withholdings, retirement contributions, and payments that all need to be recorded correctly.

The key takeaway from Episode 39 is simple:

Payroll is not one transaction.

If your entire payroll is being treated as an expense, if liabilities are growing without explanation, or if your payroll numbers don’t make sense on your financial statements, it’s time to take a closer look.

Use your Payroll Register and Payroll Summary to understand the details. Reconcile your accounts, review your liabilities, and make sure the information on your Profit & Loss and Balance Sheet tells the right story.

And if you aren’t sure what you’re looking at, don’t guess. Getting help from someone who understands both payroll and QuickBooks can save you from much bigger cleanup problems later.

Accurate payroll accounting isn’t just about getting the numbers into QuickBooks. It’s about knowing what those numbers mean—and making sure they accurately represent 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

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.

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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

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