🧾 QuickBooks Online Tip: How to Categorize Transactions (For Office Staff & Team Members)

If you're supporting a small business behind the scenes—whether as an office manager, admin assistant, or team lead—accurate bookkeeping is one of the best ways you can add value.

One of the most helpful things you can do in QuickBooks Online (QBO)? ✅ Properly categorize transactions.

Why It Matters

• Keeps reports clean and reliable

• Makes tax season smoother

• Helps the business owner understand where money is going

• Prevents confusion with vendors, clients, and the IRS

📌 How to Categorize Transactions in QBO

1. Go to the Banking tab
   Start with downloaded transactions waiting to be reviewed.

2. Choose the correct category

   • Client payments → “Service Income”

   • Subscription software → “Office Expenses”

   • Vendor payments → “Cost of Goods Sold”

3. Use bank rules to automate
   Save time by setting recurring categories for repeat charges like utilities or software.

4. Add notes for clarity
   Example: “Invoice for June HVAC job” or “Monthly Canva subscription for social media posts.”

5. Double-check and reconcile
   After categorizing, compare against bank statements to make sure everything matches.

Team Tips

• Always double-check if a purchase was business-related before categorizing

• Use consistent categories across the team to avoid messy reports

• Communicate with the owner or bookkeeper if you're unsure about a charge

• Track all payments received—especially cash or check payments that need to be recorded manually

FAQ

What if I’m not sure how to categorize something?
Flag it for review or add a note. It’s better to ask than guess.

How often should I categorize transactions?
Weekly is ideal—monthly at the very least to stay on top of things.

Can team members be trained on QBO?
Yes! DBR offers QuickBooks training inside the DBR Bookkeeping Skool Community.

What if we need help cleaning up old transactions?
Book a free call and we’ll walk you through a cleanup plan.

📅 Book a free call with Dr. Bryan Raya, QuickBooks ProAdvisor:
👉 https://calendly.com/dbr_bookkeeping/book-a-free-call-with-dbr

Let’s start Doing Business Right.

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