QuickBooks Desktop Shortcuts & Efficiency Tips for Accountants
In QuickBooks Desktop for Windows and Mac, there are keyboard shortcuts to help you get stuff done faster. In QuickBooks Desktop, you can use keyboard shortcuts to accomplish a variety of tasks. You can build invoices and switch between windows with only a few keystrokes instead of using the menus. Underlined letters can be found on certain types and buttons. This is a list of shortcut stickers. To use the shortcut, click the underlined letter while holding Alt.
Navigate around QuickBookslog
Action | Keyboard shortcut |
Open the Help window | F1 |
Close current window | Esc |
Open the Product Information window (Product and License number, company file location, etc.) | F2 or Ctrl + 1 |
Open the Find Transaction window (Transactions, invoices, etc.) | Ctrl + F |
Open the Search window (Customers, accounts, transactions, etc.) | F3 or Ctrl + 2 |
Open Tech Help / Technical Info window (System info) | F2 to open the Product Info window, then press F3 |
Data fields on forms
Action | Keyboard shortcut |
Increase or decrease the amount | + or – |
Go to the next data field | Tab |
Go to the previous data field | Shift + Tab |
Copy, paste, undo, cut | Ctrl + C, Ctrl + V, Ctrl + Z, Ctrl + X |
Date fields on forms
Action | Keyboard shortcut |
Open calendar to select a date | Alt + ↓ |
Advance a day | + |
Back a day | – |
Go to today | T |
Go to the first day of the week | W |
Go to the last day of the week | K |
Go to the same day next week | ] |
Go to the same day last week. | [ |
Go to the first day of the month | M |
Go to the last day of the month | H |
Go to the same day of the month following the month | ; |
Go to the same day of the month last month | ‘ (apostrophe) |
Go to the first day of the year (Jan 1) | Y |
Forms and transactions (invoices, expenses, etc.)
Action | Keyboard shortcut |
Record or save a transaction | Enter |
Add a new transaction line | Ctrl + Ins |
Delete selected transaction line | Ctrl + Del |
Copy a transaction line | Highlight a transaction line, then press Ctrl + Alt + Y. *Only available in QuickBooks 2018 and later. |
Paste a transaction line | Highlight a blank transaction line, then press Ctrl + Alt + V. *Only available in QuickBooks 2018 and later. |
Go to the next or previous transaction line | ↑ or ↓ |
Open the full list for the selected dropdown menu (product, service, customer, etc.) | Highlight the ▼ dropdown menu, then press Ctrl + L. Press Ctrl + U to add a selected item from the list to your open form. |
Move between pages on forms and reports | Page Up or Page Down |
Save and close the current form | Alt + S |
Go to your last open form of the same type | Alt + P |
Save and go to the next form of the same type | Alt + N |
Print form (or list) | CTRL + P |
Memorise current form and its transactions | Ctrl + M |
Open Memorized Transaction List | Ctrl + T |
Open transaction history (for current form) | Ctrl + H |
Open transaction journal (for current form) | Ctrl + Y |
Lists (Customer Center, Account Register, Item List, etc.)
Action | Keyboard shortcut |
Go to the first item or last item on a list or register | Ctrl + Page Up or Ctrl + Page Down |
Create a new item on a list (account, customer, product or service, etc.) | Ctrl + N |
Edit an item on a list (account, customer, product or service, etc.) | Ctrl + E |
Delete an item on a list (account, customer, product or service, etc.) | Ctrl + D |
Run a Quick Report for an item on a list | Ctrl + F6 |
Refresh list (You only see this if you are in the multi-user mode. This is useful if multiple users edit the same list.) | F5 |
Start a new task anywhere in QuickBooks
Action | Keyboard shortcut |
Create a new invoice | Ctrl + I |
Create a new check | Ctrl + W |
Open the Customer Center | Ctrl + J |
Open the Chart of Accounts | Ctrl + A |
Open an Account Register | Ctrl + R, then select an account. If you are in an account register, choose to last a transaction and press Ctrl+G. This opens the log for the associated “transfer” account. |
Open, set up, and close QuickBooks
Action | Keyboard shortcut |
Open your company file with no open windows or menus | Hold Alt after you open your company file on the Open Company window |
Close QuickBooks | Alt + F4 |
Open QuickBooks Service Keys (Payroll only) | Ctrl + K |
Set up YTD Amounts for Payroll (Payroll only) | Select the Help menu and then About QuickBooks. When the product screen appears, Ctrl + Alt + Y. |
QuickBooks for Mac
Navigate around QuickBooks
Action | Keyboard shortcut |
Open the Help window | Command +? |
Minimise current window | Command + M |
Open Preferences | Command + , (comma) |
Open the Product Information window (Product and License number, company file location, etc.) | Command + 1 |
Open the Find Transaction window (Transactions, invoices, etc.) | Command + F |
Hide QuickBooks | Command + H |
Data fields on forms
Action | Keyboard shortcut |
Go to the next data field | Tab |
Go to the previous data field | Shift + Tab |
Copy, paste, undo, cut | Command + C, Command + V, Command + Z, Command + X |
Increase or decrease the check or form number by one | + or – |
Delete the character to the left | Delete |
Date fields on forms
Action | Keyboard shortcut |
Advance a day | + |
Back a day | – |
Go to today | T |
Go to the first day of the week | W |
Go to the last day of the week | K |
Go to the first day of the month | M |
Go to the previous day of the month | H |
Go to the first day of the year (Jan 1) | Y |
Go to the last day of the year (Dec 31) | R |
Forms and transactions (invoices, expenses, etc.)
Action | Keyboard shortcut |
Add a new transaction line | Command + Y |
Delete selected transaction line | Command + B |
Open the full list for the selected dropdown menu (product, service, customer, etc.) | Highlight the ▼ dropdown menu, then press Command + L |
Move between pages on forms and reports | FN + ↑ or ↓ |
Print form (or list) | Command + P |
Memorise current form and its transactions | Command and + (plus) |
Open transaction history (for current form) | Command + U |
Lists (Customer Center, Account Register, Item List, etc.)
Action | Keyboard shortcut |
Create a new item on a list (account, customer, product or service, etc.) | Command + N |
Edit an item on a list (account, customer, product or service, etc.) | Command + E |
Delete an item on a list (account, customer, product or service, etc.) | Command + D |
Open an Account Register | Command + R, then select an account |
Start a new task anywhere in QuickBooks
Action | Keyboard shortcut |
Create a new invoice | Command + I |
Create a new check | Command + K |
Open the transaction journal | Command + T |
Open the Chart of Accounts | Shift + Command + A |
Open the Customer Center | Shift + Command + J |
Open the Employee Center | Shift + Command + E |
Open the Item list | Shift + Command + I |
Open the Memorized Transactions list | Shift + Command + M |
Open the Vendor Center | Shift + Command + V |
Open, set up, and close QuickBooks
Action | Keyboard shortcut |
Open a company file | Command + O |
Conclusion
In conclusion, QuickBooks Desktop software is accounting software that has always been widely regarded by various bookkeepers and accountants worldwide. The whole idea of this blog is to help you understand the different shortcuts and tips of QuickBooks Desktop software and the mac version of the same. I hope that this blog helped you in some way or the other and was worth your time.