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Navigating the New QuickBooks Online User Interface

Are you struggling with QuickBooks Online’s new user interface (UI)? You’re not alone. The upgrade that debuted late last fall includes some significant interface and navigation changes, and many savvy users are still getting used to the new version.

Although the site’s core accounting pages were relatively untouched by the overhaul, the opening page looks very different. This article explores some of the prominent changes and offers helpful tips.

The Toolbar

What used to be the New button in the upper left is now labeled Create. Hover your cursor over it, and it opens a list of transactions that you can click to create. There are also some links to housekeeping chores here, such as Task and Add contractor.

You can now “bookmark” individual pages so you can find them easily without clicking multiple times. You can do so either by scrolling through the list provided when you click the Bookmarks icon in the toolbar or by designating them on some pages themselves. Below that is an icon that will open the Home page. This is a busy screen, so you may miss some of your options. Read everything and click links so you know how much work you can do from this screen.

Clicking Feed opens your Business Feed, which also appears at the top of the Home page. This is a list of actions you can take (such as reviewing and sending certain reminders) and insights provided by the site’s AI tools (such as an automatic calculation of your recent profit or loss).

Click the Reports icon to open the list of QuickBooks Online’s pre-formatted, customizable reports. Hover your cursor over All apps to open a directory of the site’s Apps (this is explained below). The final icon in the new toolbar (Customize) opens a window containing your App menu. You can reorder them here and pin your favorites to the top. Don’t want to see the toolbar? Click Ctrl+period (.).

Apps

Apps are the navigation tools you used to see in the left vertical toolbar. They’re multi-level menus that contain your different tasks, transactions and dashboards in specific areas, such as Time, Accounting and Projects. They’re sometimes referred to as hubs or modules. Some of them appear at the top of the Home page, but you can see the complete list by hovering your cursor over All apps in the left vertical toolbar.

QuickBooks Online offers more than one way to do the same thing. That hasn’t changed with this upgrade. Some people like this flexibility, but it’s confusing to others - especially when everything has been moved around on the site’s pages.

The Apps links at the top of the Home page may not be as helpful as those in the All apps menu. You often have to scroll down the page to find what you’re looking for when you use the Home page links. But if you hover over All apps and scroll to the hub you want, you’ll see a list of all the sub-pages, rather than a lot of content you don’t necessarily want to see when, say, you just want a list of customers. Each hub is different, though. Some have action icons at the top of the page or activity shortcuts.

More Navigation Tools

If you’re looking for your old Integrations link, you’ll find it in the upper-right corner. In the same row of icons, you’ll find other links that used to be elsewhere, including Tasks, Notifications, Settings and Help.

Tips for Mastering the New User Interface

You’ve probably already found your way to your most-used screens. However, there may be ways you can make better use of the new QuickBooks Online UI and take full advantage of the built-in AI help. Here are some tips:

Customize the Home page. Click Customize in the upper right and select/deselect “widgets” from the menu that opens. Click one to grab it and move it around if you’d like to rearrange the page.

Use “Insights” in reports. Once you’ve customized a report, click Insights to see what the Accounting Agent recommends.
Look for AI-driven help in bank transactions. QuickBooks Online may make suggestions in your bank transactions register.
Use keyboard shortcuts. Hold down Ctr+Alt+? to see the list.
Define custom fields. They’ve replaced Tags. Click the gear icon in the upper right and select Custom fields under Lists.
Find the audit log. It’s hidden. Open the Home page and scroll down. In the lower-right corner is See all activity.

A new UI can be confusing to navigate. Contact the office if you need assistance or have questions about how the site handles your accounting.

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