How to Use QuickBooks Without Hiring an Accountant in 2026?

Handling business money is tough.

You open the software, and it just looks confusing.

Mistakes can cost you real cash. If you mess up your taxes, you could get in trouble.

That stress keeps you up at night.

You want to run your business, not fight with numbers.

We can help. This guide shows you exactly how to use QuickBooks the easy way. We break it down step-by-step.

You will set up accounts and send invoices in no time.

Let’s make accounting simple today.

QuickBooks

Join over 7 million small businesses. Save an average of 40 hours per month on bookkeeping. Start using QuickBooks today and get paid 4x faster.

Try QuickBooks now Read full review QuickBooks alternatives

QuickBooks Tutorial

This tutorial breaks down the basics for you.

We show you how to navigate the dashboard and set up your company file.

You do not need a finance degree.

Just follow along to master the tools quickly.

How to Use Project Profitability

Running small businesses is hard work.

You need to know if a specific job makes money or loses money.

This is where Intuit QuickBooks helps you.

The Project Profitability feature tracks every dime.

It helps you closely monitor your cash flow. You can see your sales and costs in one place.

Whether you use QuickBooks Desktop or Online, tracking projects is smart.

Step 1: Turn on Projects

You need to enable this feature first.

It might be off by default in QuickBooks Online.

• Click on the Settings menu. It looks like a gear icon.
• Select Account and Settings from the list.
• Click on the Advanced tab on the left side.
• Find the Projects section. Click the pencil icon to edit it.
• Check the box labeled “Organize all job-related activity in one place.”
• Click Save and then Done.

Step 2: Add a New Project

Once you have started QuickBooks projects, you can easily create new ones.

You can do this at your own pace.

• Click on the Projects in the left menu bar.
• Select New Project on the far right side.
• Type in the Project Name (Example: “Smith Kitchen Remodel”).
• Select the Customer connected to this job.
• Add any notes you need.
• Click Save.

Step 3: Track Income and Costs

To keep your records up to date, you must add every transaction to the project.

This includes expenses and labor.

• Open your new Project dashboard.
• Click Add to project to log a new item.
• Select Expense to add costs, such as materials. You can connect your bank accounts to pull these in and save time automatically.
• Select Invoice to bill the client.
• If you use QuickBooks Payroll, you can even use time tracking to add employee hours.
• Intuit makes it easy to see your profit margin right on the screen.

How to Use Inventory Management

Selling products is a big job.

You need to meet customer demand without running out of stock.

Good tracking is essential for your success.

It keeps your income reports accurate.

QuickBooks tracks what you buy and sell for you.

This process gives you confidence in your business.

Step 1: Enable Inventory Tracking

First, you need to turn this feature on. Sign in to your main page or dashboard to get started.

• Click the Gear icon & select Account and Settings.
• Go to the Sales tab and find the “Products and services” section.
• Click edit to change the settings.
• Turn on “Track inventory quantity on hand.” This works automatically.
• Note: Some subscriptions do not have this. You can check your plan details. You can usually cancel or upgrade if needed.

Step 2: Add Inventory Items

Now, tell the system what you sell. This creates the data for your chart of accounts.

• Go to Sales and click Products and Services.
• Click New and select Inventory.
• Enter the item name. This makes it easy to find later.
• Add the date you bought it.
• Fill in the sales price on the correct line.
• This tracks your transactions. If you need to give a refund, the system knows the cost.

Step 3: Monitor Stock Levels

You can check your stock anytime. The system will sync with your bank and sales apps.

• Look at the “Quantity on Hand” list.
• When employees make a sale, the number goes down.
• You can watch videos and tutorials for free if you get stuck.
• Contact support to get all the help you need.
• Check this every week to see what you have.
• Review your financial statement to see the cost saving.
• Join other users who use this tool to stay organized.

How to Use Invoicing and Pay Bills

Cash flow is king. You need to send invoices to get paid.

You also need to pay your own bills to keep the lights on.

This helps your business work smoothly. Learning this part of QuickBooks is vital.

It easily handles thousands of transactions for you.

Step 1: Create a Custom Invoice

Making an invoice is simple. It only takes a few clicks.

• Click the + New button.
• Select Invoice under the Customers column.
• Choose a Customer from the list.
• Set the Invoice Date and Due Date.
• Add the products or services you sold.
• Double-check the total amount to ensure it is correct.

Step 2: Send the Invoice

Once the invoice is built, you need to send it.

• Look at the bottom of the screen.
• Click Save & send when you are ready.
• Review the email message your customer will see.
• Hit Send and close.
• This sends the bill, allowing your customer to pay you fast.

Step 3: Record a Bill

You need to track what you owe, too.

• Click the + New button again.
• Select Bill under the Vendors column.
• Choose the Vendor you owe money to.
• Enter the Bill Date and Due Date.
• Select the Category (like Rent or Supplies).
• Enter the Amount and click Save and close.

Step 4: Pay the Bill

When it is time to pay, do not just write a check. Record it here.

• Click + New and select Pay Bills.
• Mark the box next to the bills you want to pay.
• You can change the payment account if you need to.
• Enter the Payment date.
• Click Save and close. The system is updating your records instantly.

Alternatives to QuickBooks

Quickbooks Compared

• QuickBooks vs Puzzle IO: This software focuses on AI-powered financial planning for startups. Its counterpart is for personal finance.
• QuickBooks vs Dext: This is a business tool for capturing receipts and invoices. The other tool tracks personal expenses.
• QuickBooks vs Xero: This is popular online accounting software for small businesses. Its competitor is for personal use.
• QuickBooks vs Synder: This tool syncs e-commerce data with accounting software. Its alternative focuses on personal finance.
• QuickBooks vs Easy Month End: This is a business tool to streamline month-end tasks. Its competitor is for managing personal finances.
• QuickBooks vs Docyt: This uses AI for business bookkeeping and automation. The other uses AI as a personal finance assistant.
• QuickBooks vs Sage: This is a comprehensive business accounting suite. Its competitor is an easier-to-use tool for personal finance.
• QuickBooks vs Zoho Books: This is an online accounting tool for small businesses. Its competitor is for personal use.
• QuickBooks vs Wave: This provides free accounting software for small businesses. Its counterpart is designed for individuals.
• QuickBooks vs Quicken: Both are personal finance tools, but this one offers more in-depth investment tracking. The other is simpler.
• QuickBooks vs Hubdoc: This specializes in document capture for bookkeeping. Its competitor is a personal finance tool.
• QuickBooks vs Expensify: This is a business expense management tool. The other is for personal expense tracking and budgeting.
• QuickBooks vs AutoEntry: This is designed to automate data entry for business accounting. Its alternative is a personal finance tool.
• QuickBooks vs FreshBooks: This is accounting software for freelancers and small businesses. Its alternative is for personal finance.
• QuickBooks vs NetSuite: This is a powerful business management suite for large companies. Its competitor is a simple personal finance app.

Conclusion

You have learned the basics of tracking projects and managing your stock.

You also know how to send invoices to get paid fast.

Managing your business money does not have to be scary.

You do not need to be a math expert to do this right. Just take it one step at a time.

Do not wait to fix your finances. Now is the best time to get started with QuickBooks.

It keeps all your numbers organized in one place.

You will save time and feel less stressed.

Log in today and send your first invoice. You can do this!

Frequently Asked Questions

More Facts about QuickBooks

• New 2026 Features: The latest version of QuickBooks uses smart tools to help you navigate the app and automatically sort your data.
• AI Help: There is a smart “AI sidebar” that lets you ask questions in plain English. It also helps you sort your expenses.
• Bank Connections: You can link your bank accounts and credit cards to QuickBooks. This lets the software download your spending automatically so you don’t have to type it in.
• Smart Sorting: You can set up “classes” or “locations” to track how different parts of your business are doing.
• Payroll: You can turn on payroll features to pay your employees and organize their tax details right inside the software.
• Custom Accounts: You can customize the “Chart of Accounts” list to meet your business’s specific needs.
• Team Access: You can invite other people to use your QuickBooks account. You can also control exactly what they are allowed to see or do.
• App Connections: QuickBooks integrates with thousands of other apps to help your business run more smoothly.
• Weekly Check-ins: It is a good idea to spend 10 to 15 minutes every week checking the work the AI did. This stops small mistakes from turning into big problems later.
• Keep Things Separate: Never mix your personal and business money. This keeps you safe from tax and legal trouble.
• Getting Started: First, learn how to use the main dashboard. After that, fill in your company’s information.
• Importing Data: If you have business records from before, you can upload them into QuickBooks so you don’t have to start from zero.
• Practice Mode: You can create a “test” company file to practice making transactions without messing up your real business data.
• Matching Records: You should “reconcile” your accounts often. This means checking your QuickBooks numbers against your bank statement to make sure they match.
• Learning More: If you don’t know much about accounting, taking a course like the “QuickBooks ProAdvisor Training” is a great way to learn.