Jim Merritt - 11/03/2025

Whether it’s year-end or mid-year, now is the perfect time to give your QuickBooks Online file the TLC it deserves. A well-organized QuickBooks file means fewer surprises, cleaner reports, and easier tax prep.

At QuickTrainer, Inc., we help business owners keep their books accurate, efficient, and compliant—so when tax time rolls around, everything’s ready to go. Here are a few smart QuickBooks Online cleanup tips to make your reporting stress-free.

Reconcile All Bank and Credit Card Accounts

• Reconciliation is the foundation of accurate books. If your bank balances don’t match what’s in QuickBooks, your reports will be off.
• Make sure all transactions are downloaded and matched.
• Double-check for duplicates or missing entries.
• Reconcile each month to stay caught up—don’t wait until December!

💡 Tip: Set a recurring reminder in QuickBooks Online to reconcile monthly. It’ll save hours later.

Review Undeposited Funds and Open Invoices

• One of the most common cleanup issues we see is money “stuck” in Undeposited Funds or open invoices that were already paid.
• Match every customer payment to the correct deposit.
• Close out invoices that have been paid or written off.
• For recurring customers, consider setting up auto-pay to reduce manual entry errors.

Categorize Transactions Properly

• Uncategorized Income or Uncategorized Expense are red flags in any QuickBooks file.
• Review your Chart of Accounts and update descriptions if needed.
• Use Bank Rules to automate categorization for recurring expenses.
• If you’re unsure about a transaction, flag it and ask your bookkeeper or accountant before filing.

Clean Up Vendors and Customers

• Duplicate or inactive names clutter your data and make reporting messy.
• Merge duplicate customers or vendors (carefully—this can’t be undone).
• Mark inactive any contacts you no longer do business with.
• Keep email addresses up to date for invoicing and payment reminders.

Review Key Reports

Once your cleanup is done, run the following QuickBooks Online reports to verify accuracy:

• Profit & Loss – Review income and expenses for missing or miscategorized items.
• Balance Sheet – Confirm your assets and liabilities are correct.
• Aged Receivables/Payables – Follow up on overdue invoices or bills.

📊 Tip: Running these reports mid-year helps you make better financial decisions—before tax season pressure sets in.

Back Up and Secure Your Data

• QuickBooks Online automatically backs up your data, but it’s smart to also:
• Download key reports (P&L, Balance Sheet, General Ledger) for your records.
• Review user access—remove anyone who no longer needs access.
• Turn on two-step verification for an extra layer of protection.

Don’t Be Afraid to Ask for Help

If you find errors, duplicates, or accounts that don’t reconcile, don’t panic—that’s where QuickTrainer, Inc. comes in. We specialize in QuickBooks cleanup, setup, and one-on-one training to help small businesses get their financials back on track.

📞 Call us today at (910) 338-0488 or email: [email protected], to schedule a QuickBooks cleanup session. We’ll help you get organized, stay compliant, and prepare for a stress-free tax season.

Stay Ahead—Not Behind

Don’t wait until year-end chaos hits! A mid-year QuickBooks cleanup not only reduces stress but also gives you clear insight into your business performance. With QuickTrainer’s expert guidance, you’ll move forward with confidence—knowing your numbers are right.

QuickTrainer, Inc. – Your QuickBooks & Accounting Experts!