Managing Products and Services in QuickBooks Online

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Customers may be the lifeblood of your business, but they wouldn’t exist without the products and services you sell. It doesn’t matter whether you’re a mineral specimen dealer who does one-off sales, a reseller who sells items you make or buy wholesale in large lots, or a provider of services. You must always know what you have available to offer buyers – goods, designing websites, or offering lawn care services in your community, for example.

QuickBooks Online can keep you in the know about what you have available to sell, and it can manage the forms and transactions you need to do business with your buying audience. If you were doing your accounting and customer management manually, you might be using index cards and large wall calendars and file folders stuffed with product lists and schedules. You’d spend a lot of time digging through item drawers and closets, counting your inventory by hand, and shuffling paper invoices and sales receipts and payment documentation.

Instead, what if all of that is automated, saving time, reducing errors, and increasing your chances of success? Here’s a quick look at some of the basics.

Are You Ready?

We’ve written about product and service management a lot. So you should know that to get ready to sell, you have to have made sure QuickBooks Online is set up to handle any inventory you might have. Click the gear icon in the upper right corner and then click Account and settings under Your Company. Click Sales in the toolbar and scroll down to Products and services. Make sure the first, fourth, and fifth options are turned on, as pictured below (the other two are optional). If they’re not, click the pencil icon in the upper right corner and change them. Be sure to click Save when you’re finished, then Done in the lower right corner.
Make sure your Products and services settings are correct.

Have you created your product and service records? You can do this on the fly as you’re entering transactions, but it’s much better to do it ahead of time. That way, too, you’re not as likely to skip the details, which will be important later on when you’re running reports, for example. We’ve gone over the steps before. Click New in the upper left corner, then Add product/service under Other. A vertical panel slides out from the right, and you simply select from options and enter data. 

Warning: Be very precise when you’re dealing with inventory information. If you haven’t gone through this process before, it might be worth scheduling a session with us to go over this important step.

Using Your Records in Transactions

Let’s go through the process of entering a sales receipt. Click New in the upper left corner, and then Sales receipt under Customers. . Choose a Customer from the drop-down list and complete any other fields necessary in the upper section of the form. Select the Service Date in the first column by clicking the calendar, then select the Product/Service in the next column (or click + Add new). The Description should fill in automatically.

QuickBooks Online provides inventory information as you’re completing sales forms.

The QTY (quantity) defaults to 1. If you mouse over or click in that field, a small window will pop up containing numbers for Qty. on hand and Reorder point, as pictured above.

Tip: If you know that you have more in stock that is showing, you can cancel out of the transaction, find the item record in the list on the Products & services page, and click Edit at the end of the row. You’ll be able to adjust the quantity or the starting value. Be very careful with this. Please contact us if you’re not very confident about how to handle this.

Enter any additional items and/or services needed and save the transaction.

The Products and Services Page

QuickBooks Online offers numerous reports related to products and services and inventory tracking (you’ll find them under Reports | Sales and customers), but you can learn a lot from the Product and Service page (Sales | Products and Services). At the top of the screen (where you can’t miss them) are two colored circles containing the number of items that are Low Stock or Out of Stock. 

This important information appears at the top of the Products and Services page.

Click on either of these, and the list below will change to only display these items. You can get a lot of information about your products and services on this page, including Sales Price and Cost, Qty On Hand, and Reorder Point. You can also create new records or import databases of records in CSV, Excel, and Google Sheet format. We can help you prepare to do this.

Your business depends on accurate, real-time information about your inventory, and QuickBooks Online can supply it. This element of the site, though, requires precision and regular upkeep. If you’re struggling with it, let us step in and help. We’re available to troubleshoot one-time problems, but we can also take a more active role in your accounting.

Managing Business Debt: Strategies for Maintaining Financial Health

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Debt is a common and often necessary part of running a business, providing opportunities to expand operations, invest in new equipment, or navigate periods of low cash flow. However, managing debt effectively is critical to maintaining financial health and ensuring long-term success. Poor debt management can lead to cash flow issues, damaged credit, and even business failure. In this article, we explore strategies to help businesses manage debt responsibly and maintain financial stability.

1. Evaluate and Prioritize Debt

The first step in managing business debt is to evaluate all outstanding obligations. Create a comprehensive list of loans, credit lines, and other liabilities, noting the interest rates, repayment terms, and balances for each. Once you have a clear picture, prioritize debts based on factors like interest rates and due dates.

  • High-interest debt (such as credit card balances or short-term loans) should typically be paid off first, as it can quickly grow out of control.
  • Secured loans (like those tied to equipment or property) may need to be a higher priority if missing payments could lead to asset repossession.
  • Consider renegotiating terms with lenders if you’re struggling to keep up with multiple debt obligations.

2. Refinance or Consolidate Debt

Refinancing or consolidating debt can be an effective strategy for reducing monthly payments and lowering interest rates. Here’s how each option works:

  • Refinancing: This involves replacing an existing loan with a new one that offers better terms, such as a lower interest rate or extended repayment period. This can ease cash flow constraints and make it easier to manage payments.
  • Debt consolidation: This option combines multiple debts into a single loan, simplifying payment schedules and often resulting in lower overall interest rates. It can reduce the mental burden of managing multiple loans while potentially saving money over time.

Both options are worth exploring, especially if your business has improved its credit score since the original loans were taken out.

3. Improve Cash Flow Management

Effective cash flow management is critical to ensuring that your business has the funds available to meet debt obligations. Here are some strategies to improve cash flow:

  • Speed up collections: Consider offering incentives for early payments from customers or implementing more aggressive collection policies for overdue invoices.
  • Negotiate longer payment terms with suppliers: This can help align outgoing payments with incoming cash, giving you more flexibility in managing debt.
  • Review and reduce expenses: Conduct a detailed audit of your business expenses and identify areas where you can cut costs. Every dollar saved can be used to pay down debt more quickly.

Improving cash flow will allow you to meet your debt obligations more comfortably while keeping the business running smoothly.

4. Use Debt Responsibly

It’s important to take a proactive approach to debt and avoid relying on it for everyday operational expenses. Here’s how to use debt responsibly:

  • Borrow for growth, not survival: Use debt to fund strategic growth initiatives—such as purchasing equipment, expanding to new locations, or investing in marketing campaigns—rather than as a band-aid for cash flow problems. This helps ensure that the debt is tied to activities that will generate returns.
  • Avoid overleveraging: Overleveraging occurs when a business takes on too much debt relative to its revenue or assets. This increases the risk of default, especially during economic downturns or business slow periods. Aim to maintain a healthy balance between debt and equity, ensuring that debt levels are manageable even during challenging times.
  • Track key financial ratios: Use financial ratios like the debt-to-equity ratio and interest coverage ratio to monitor your company’s leverage and ability to meet debt payments. These metrics provide valuable insights into your business’s financial health.

5. Build an Emergency Fund

Having an emergency fund is essential to managing business debt effectively, as it provides a financial cushion during times of uncertainty. An emergency fund can be used to cover unexpected expenses, such as repairs, legal fees, or temporary downturns in revenue, helping you avoid taking on additional debt.

Aim to set aside at least three to six months’ worth of operating expenses in a separate savings account. This safety net will reduce the need to rely on credit lines or high-interest loans during periods of financial strain.

6. Maintain Strong Business Credit

A solid business credit score can make a significant difference when it comes to managing and reducing debt costs. Lenders offer more favorable interest rates and terms to businesses with strong credit, reducing the cost of borrowing and making it easier to secure financing in the future. To build and maintain good credit:

  • Pay bills on time: Late payments negatively impact your business credit score. Set up automated payments or reminders to ensure timely payment of invoices and loans.
  • Keep credit utilization low: Use only a portion of your available credit limit to keep your credit utilization ratio low, which positively impacts your credit score.
  • Monitor your credit report regularly: Ensure that your business credit report is accurate and address any discrepancies promptly.

Conclusion

Managing business debt effectively is a key component of maintaining financial health and ensuring long-term success. By evaluating and prioritizing debt, considering refinancing options, improving cash flow management, and using debt responsibly, businesses can reduce financial stress and free up resources for growth.

Remember, debt can be a useful tool when managed properly, but it requires careful planning, disciplined financial management, and a proactive approach. By taking these steps, your business can stay financially sound while leveraging debt to achieve its goals.

Retirement Tax Planning: Why It Matters as Much as Ever

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For most of us, retirement planning revolves around saving and investing enough to enjoy a comfortable, worry-free life once we stop working. But many retirees overlook a key piece of the puzzle: tax planning. Even after retirement, tax management plays a crucial role in stretching your savings and making the most of your retirement income. Ignoring taxes during your golden years can significantly erode your savings and affect your lifestyle.

Here’s why tax planning in retirement is just as important as when you were working:

1. Taxes Don’t Retire When You Do

Retirement doesn’t mean an end to tax obligations. In fact, many of your retirement income sources—including traditional IRAs, 401(k)s, and pensions—are taxed as regular income when withdrawn. If you don’t have a tax-efficient strategy, you could be hit with higher taxes than expected. For example, withdrawing large amounts from tax-deferred accounts could push you into a higher tax bracket, leading to unexpected tax bills.

2. Social Security Benefits May Be Taxed

Many retirees don’t realize that up to 85% of their Social Security benefits may be taxable, depending on their income level. If you have other substantial sources of income—such as from part-time work, pensions, or retirement accounts—your Social Security benefits could be taxed, reducing your overall income.

3. Required Minimum Distributions (RMDs)

Once you reach age 73 (as of 2023), you are required to take minimum distributions from traditional IRAs and 401(k)s, which are taxed as ordinary income. Failing to plan ahead for RMDs could mean higher tax liabilities down the line, especially if these distributions push you into a higher tax bracket.

4. Healthcare Costs and Medicare Premiums

Your taxable income in retirement can affect more than just your taxes. Higher income levels can lead to increased Medicare Part B and Part D premiums, often called “income-related monthly adjustment amounts” (IRMAA). This is another reason to manage your taxable income strategically to avoid unexpected healthcare cost increases.

5. Estate and Inheritance Taxes

If you’re thinking about passing on wealth to your heirs, tax planning can help minimize estate taxes and ensure your loved ones receive more of your assets. Without proper planning, estate taxes could eat up a significant portion of what you leave behind, especially for high-net-worth individuals.

How to Effectively Manage Taxes in Retirement

Here are a few strategies to help manage taxes effectively in retirement:

  • Diversify Retirement Accounts: By having a mix of tax-deferred accounts (like traditional IRAs and 401(k)s), Roth accounts (which offer tax-free withdrawals), and taxable investment accounts, you can have more control over your tax liabilities each year.
  • Strategic Withdrawals: Consider drawing from Roth IRAs or taxable accounts first to manage your tax bracket, leaving your tax-deferred accounts for later years.
  • Tax-Loss Harvesting: If you have taxable investments, you can sell losing investments to offset capital gains and reduce your overall tax liability.
  • Work with a Financial Advisor: Tax laws are complicated, and even more so during retirement. A financial advisor specializing in tax-efficient retirement planning can help you navigate these complexities and create a plan that reduces your tax burden.

Just because you’re no longer working doesn’t mean you should stop planning for taxes. Without careful tax management, your savings could diminish faster than expected, leaving you with fewer resources in your later years. By integrating tax planning into your retirement strategy, you can protect your financial future and ensure that your golden years are as financially stress-free as possible.

Business Tax Planning for Tax Cuts and Jobs Act (TCJA) Sunset

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The Tax Cuts and Jobs Act (TCJA) of 2017 introduced substantial tax reductions and incentives for businesses, many of which are set to expire by the end of 2025. As this sunset approaches, businesses must engage in strategic tax planning to mitigate potential financial impacts. This article outlines key considerations and strategies for businesses to prepare for the post-TCJA landscape.

Key Provisions Set to Expire

Several significant tax provisions benefiting businesses are scheduled to lapse, including:

  • Corporate Tax Rate Stability – The TCJA permanently lowered the corporate tax rate to 21%. However, potential legislative changes could lead to rate increases, making it essential for businesses to anticipate higher tax burdens.
  • Qualified Business Income Deduction (QBI) – Pass-through businesses (LLCs, S corporations, sole proprietorships) currently enjoy a 20% deduction on qualified business income. This deduction is set to expire, potentially increasing taxable income for these entities.
  • Bonus Depreciation – The TCJA allowed businesses to deduct 100% of the cost of eligible property in the year of acquisition. This provision is set to phase out gradually, reducing to 80% in 2023, 60% in 2024, and fully expiring in 2027.
  • Interest Expense Deduction Limitations – The TCJA limited the deduction of business interest expenses to 30% of adjusted taxable income. With the expiration, businesses may face tighter restrictions, impacting debt-financed operations.
  • Research & Development (R&D) Expensing – The immediate expensing of R&D costs may revert to a five-year amortization schedule, affecting businesses that rely on innovation and technological advancements.

Strategic Tax Planning Approaches

To navigate these impending changes, businesses should consider the following strategies:

  1. Accelerate Deductions and Capital Investments – Taking advantage of the remaining bonus depreciation and Section 179 expensing rules before they phase out can optimize deductions.
  2. Evaluate Business Structure – With the potential expiration of the QBI deduction, pass-through businesses may reassess their entity type and consider whether a C corporation structure is more tax-efficient.
  3. Optimize Interest Expense Planning – Businesses relying on debt financing should explore restructuring loans or increasing equity financing to minimize potential tax liabilities.
  4. Maximize R&D Credits – Companies engaged in research activities should ensure they are fully leveraging available tax credits before the amortization requirement takes effect.
  5. Plan for Potential Rate Increases – If corporate tax rates rise post-TCJA, businesses may benefit from accelerating income recognition under the current lower rates.

Conclusion

The sunset of the TCJA presents both challenges and opportunities for businesses. Proactive tax planning can help mitigate adverse impacts and maximize available benefits. Consulting with tax professionals and financial advisors will be essential in navigating the evolving tax landscape and ensuring continued profitability.

By taking strategic action now, businesses can position themselves for a smoother transition and financial stability in the post-TCJA era.

How to Set Up a Bookkeeping Cycle in QuickBooks Online

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Do you have a regular schedule you follow with your QuickBooks Online work? It can be a good strategy.

Young female financier with calculator working inside office at workplace, businesswoman behind paper work satisfied smiling, good achievement results, working with contract, accounts and charts.

Bookkeeping is cyclical. You tend to do the same things over and over, which may get to be a bit of a drag for you. QuickBooks Online can automate some processes, and it certainly helps minimize duplicate data entry, but you’ll undoubtedly find yourself growing weary of repetitive tasks.

We can’t help you avoid this drudgery completely, but we’d like to suggest a new, more organized way to attack your accounting tasks in 2025. It could be especially helpful if you’re a new QuickBooks Online user and don’t have a routine established yet. But even long-time users might find this routine helpful. It can keep things from slipping through the cracks and simply make you more productive and confident that you’re addressing all of your accounting issues.

Give it a try and see what you think.

What Should You Do Every Day?

Even if you don’t have expenses to enter or invoices to process, it’s a good idea to log into QuickBooks Online every day. If you’ve connected your online bank and credit cards to the site (which you absolutely should), there will probably be transactions to go over. So after you’ve taken a look at your Dashboard (especially your Tasks), hover your mouse over Transactions in the toolbar and click Bank transactions.

Click Update in the upper right to make sure you’re seeing the most recent transactions. If you’re doing this every day, it shouldn’t take long to go over the income and expenses that have been imported since you last logged in.

You should be looking at newly imported transactions daily and completing the fields provided as comprehensively as possible.

If you don’t know what Match or Record as transfer mean, we should schedule a session to go over transaction management in QuickBooks Online.

Every Week

You need to be monitoring your accounts receivable and payables on a weekly basis – at minimum. There are two ways to do this. You can:

Run reports.

• Click Reports in the toolbar and scroll down first to Who owes you. Run Accounts receivable aging summary. QuickBooks will display past-due transactions in several columns (Current, 1-30 days, 31-60 days, 61-90 days, and 91 and over). If you’re keeping up with your receivables, you shouldn’t be seeing numbers in most of the columns, unless you’re in a known collections process.

• Scroll down to What you owe and run Accounts payable aging summary. This works like the aging receivables report. Again, you shouldn’t be seeing much activity here unless you’re in a payment dispute with a vendor.

• You can also run the Open Invoices report to quickly see the Due date and Open balance entries here. Ditto the Unpaid Bills report.

Consult the All sales page.

Hover your mouse over Sales in the toolbar and click All sales. The colored bars and numbers at the top of the page show you the status of your sales. Click the orange bar in the middle to see a list of overdue invoices. If there are any, you can set a Send reminder by clicking the corresponding down arrow in the Action column. While you’re there, look at estimates and unbilled income and take any action needed.

Every Two Weeks (or more often, depending on product volume)

If you sell products and track inventory in QuickBooks Online, you should keep a close eye on your stock to see if you need to:

• Reorder,

• Bring in a larger supply because something is selling well, or,

• Discount or discontinue a product because it’s not selling.

Click Reports in the toolbar and run Product/Service List under Sales and customers and look at the Quantity on hand column.

Every Month

Reconcile your accounts (Transactions | Reconcile).

It’s really, really important that you reconcile your accounts every month. We can help you with this.

No one likes to do this, but it’s way easier to do regular reconciliations than it is to have to go back several months to track down a problem. If you’ve never done this in QuickBooks Online, it works similarly to how you used to reconcile your accounts by comparing a bank statement and your paper checkbook register. Only you’re comparing your bank or credit card statements to your accounts in QuickBooks Online. Before you start, make sure you’ve matched and categorized all of your downloaded transactions.

Run a Profit and Loss report for the last month.

Click Reports in the toolbar and click Profit and Loss under Business overview. Did you make a profit last month?

Every Quarter

If you’re planning to apply for a loan or looking for an investor, or if you just want a deeper understanding of how your business is doing, consider having us create and analyze standard financial reports for you, like the Balance Sheet and Statement of Cash Flows. You can run these yourself in QuickBooks Online, but it really takes an accountant’s eye to understand and interpret them.

If you decide that you want to work with us in any capacity, like helping you with reconciliation and/or modifying your Chart of Accounts, there’s another way we can help. If you ever have trouble categorizing an expense, select Uncategorized Expenses as the Category. If we’re meeting with you once a month, we can run a report on these and help you categorize them correctly.

What Is a 1031 Like-Kind Exchange?

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Close Up of a House Sold Sign on a Lawn in Front of a Big Modern House with Traditional Architecture. Housing Market Concept with Residential Property in the Countryside.

A 1031 like-kind exchange, named after Section 1031 of the Internal Revenue Code, allows investors to defer capital gains taxes when exchanging one investment property for another of like kind. This tax-deferral strategy is widely used by real estate investors to grow their portfolios and optimize their tax liabilities.

How Does a 1031 Exchange Work?

A 1031 exchange enables property owners to sell a qualified investment or business property and reinvest the proceeds into another like-kind property while deferring capital gains taxes. The process involves several key steps:

  1. Sell a Qualified Property – The property being sold must be held for investment or business purposes.
  2. Identify a Replacement Property – The investor must identify potential replacement properties within 45 days of the sale.
  3. Use a Qualified Intermediary (QI) – A QI facilitates the transaction by holding the proceeds from the sale until the new property is purchased.
  4. Complete the Exchange Within 180 Days – The acquisition of the new property must be completed within 180 days of selling the original property.

Benefits of a 1031 Exchange

  • Tax Deferral – Investors can defer capital gains taxes, allowing them to reinvest more capital into new properties.
  • Portfolio Growth – By continuously leveraging 1031 exchanges, investors can upgrade and diversify their real estate holdings.
  • Wealth Preservation – Since capital gains taxes are deferred, investors can preserve more of their wealth and maximize long-term returns.

Rules and Restrictions

  • Like-Kind Property Requirement – The exchanged properties must be similar in nature and use, though they do not need to be identical.
  • Strict Timeframes – The 45-day identification period and 180-day exchange period must be strictly followed.
  • Qualified Use – Both the relinquished and replacement properties must be held for investment or business purposes.

Conclusion

A 1031 like-kind exchange is a powerful tool for real estate investors looking to defer taxes, grow their portfolios, and preserve wealth. Understanding the requirements and working with experienced tax and legal professionals can help ensure a successful exchange and compliance with IRS regulations.