The progress of almost any small organisation is a critical component of QuickBooks. This software helps monitor inventory, sales, and payroll efficiently while providing other valuable products related to the financial report. 

Although this tool enables millions of companies to thrive, many business owners make some common mistakes that cost their company time and money. But, happily, you can quickly correct these errors! Learn more about some of the most common errors in QuickBooks below, as well as ways to prevent or strengthen them.

Don’t Reconcile All of Your Accounts

This first mistake is significant because it depends on all your accounts’ credibility. Any transaction the company makes against bank records, including paying invoices, making deposits, and payments against customer invoices, must be reviewed and matched.  The process is called reconciliation. Reconciling all the accounts (checks and savings, loans, taxes, etc.) guarantees the company account ledger’s correctness. Ensure that you reconcile your statements and savings and your loans and state/federal taxes And asset accounts can be reconciled, like a mortgage escrow account! Tap on the Gear menu and press Reconcile to do this. Pick the bill you’re negotiating with, and hit the Reconcile Now button. As well as your Ending Balance, QuickBooks will be asking for your Ending Date Comment. The lower right corner should (hopefully) read zero after the item in the Checks and Payments column is checked out. If not, to verify your job, that’s a red flag.

Don’t Review the Profit and Loss (P&L) Statement

Your P&L declaration is essential for several variables. Second, it gives insight into your company’s financial health, as it provides a breakdown over a particular period of your income minus expenditures. Secondly, it is a fantastic app to help you find your QuickBooks file errors. To ensure that your expenses and revenue match the average, the P&L helps you to compare previous periods. 

If your expenditure seems to be exceptionally high, you know, it’s something to look deeper into. To add or edit the accounts and categories shown on QuickBooks in your P&L, click the Gear button, then the Account Map, highlight the report and click Edit.

Don’t keep your items list organised

Your products or “items” list can become overwhelming and redundant if not carefully controlled. QuickBooks lets you manage and print your plans and export stuff from the list to a word processing programme (if needed). For your product list, such general housekeeping tips include: 

  • Disable products not sold by you any more 
  • Ensure that each object is labelled correctly 
  • Make sure your inventory statistics are correct. 
  • Updating each object’s cost 
  • When arranging your QuickBooks lists, you need to make sure you are in single-user mode first.

When arranging your QuickBooks lists, you need to make sure you are in single-user mode first. 

  • Click on the diamond (next to the object) and move the item up or down to a new position. To get moving on a thing and all its sub-items. 
  • To make a sub-item for your post, press and move the diamond next to the item to the left. 
  • To build a sub-item object: Shift the item so that it is directly below what you want it to fall under. Next to the thing, click on the diamond and move it to the right. 
  • To alphabetise a list: Press the Name button at the top of your list window. “QuickBooks lists both “A to Z” and reverse “Z to A” for your list of clients, suppliers, accounts. 

Use the Write Checks Window to Pay Payroll Taxes

All QuickBase models allow you to have up to 10 employees on the payroll. It keeps track of how much payroll tax the organisation owes, as payroll is handled in QuickBooks. It then reports it into the account of Payroll Liability. They would not be adequately removed from the Payroll Liability window when payroll taxes are collected using the Write Checks window. 

Remember to pay payroll taxes directly from the Pay Liability slot to avoid this. This will ensure that it is appropriately governed.

Create too many accounts and sub-accounts

While you can help organise your finances by constructing versions and further grouping them into sub-accounts, think carefully about the logical ordering of your account data. Does the expense account of 10+ sub-expenses for paper, pens, ink, etc. for your office supplies need to be broken down? One blanket parent account is enough for most small businesses. Sub-expenditures are only going to make the system difficult. 

Think about what details you need to know about these income accounts to stop this. Keeping it simple also provides more meaningful reports. When you study these files later down the road, this will help save you time and frustration.


In conclusion, the QuickBooks Software is prone to errors and issues but the 5 common mistakes that a user tends to do are detaildly mentioned in this blog so please read the blog till the very end and it will surely help you in some way or the other. 

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