The Quick Start Guide to QuickBooks 

As a small business owner, setting up bookkeeping for the first time might feel overwhelming — but it doesn’t have to be. Good financial records are key to growing your business, and QuickBooks Online makes it simple to get started.

In this guide, I’ll walk you step-by-step through setting up QuickBooks Online Simple Start. You’ll learn how to connect your accounts, customize your categories, and start coding transactions so you can run accurate reports.

(This post contains affiliate links for products I use and recommend. If you sign up through my link, I may earn a commission at no extra cost to you.)

Why QuickBooks Online Simple Start?

QuickBooks has several plan options, but for most small business owners, Simple Start is the perfect place to begin. It includes all the main features you’ll need: bank connections, expense tracking, invoicing, and reports. If your business grows and you need advanced features, upgrading is seamless — all of your data moves with you.

Skip QuickBooks Self-Employed. It’s missing important features, and the small savings aren’t worth the headaches.

Start QuickBooks Online Simple Start ➝

Step 1: Connect Your Bank and Credit Card Accounts

Connecting your financial accounts is the first (and best) time-saver in QuickBooks. Once connected, QuickBooks will automatically import your transactions going forward. You can also pull in up to 90 days of past data.

From your QuickBooks dashboard:

• Go to My Apps → Accounting → Bank Transactions → Link Account
• Select your bank or credit card company
• Log in with your credentials
• Import transactions

Repeat this for all your business accounts (checking, credit cards, etc.).

Pro Tip: Choose a solid start date for your bookkeeping. Pick the first day of a new month or year to keep things clean.

Pro Tip: Open business checking and credit cards that you use exclusively for business purposes. I recommend Relay or BlueVine for checking, and for credit cards I recommend Chase or CapitalOne.

Step 2: Customize Your Chart of Accounts

QuickBooks comes with a default list of income and expense categories, but tailoring them to your business makes your reports far more useful.

Think of your Chart of Accounts as the backbone of your financial reports. If you sell on multiple platforms or run different income streams, create categories that reflect those.

Examples:

• Etsy Sales, Shopify Sales, Blog Ads (instead of one “Sales” account)
• Graphic Design, Online Tools, Website Hosting (instead of one generic “Office Expenses”)

To edit your Chart of Accounts:

• Click the Gear icon → Chart of Accounts
• Add or edit categories to fit your needs

 I’ve created downloadable Chart of Accounts templates for Bloggers, Etsy, Shopify, eBay, Stripe, TikTok and Amazon which you import to your Chart of Accounts to save time. Download the ones you need!

Step 3: Categorize (Code) Your Transactions

Now comes the heart of bookkeeping: assigning each transaction to the right account. This process is called coding. 

Go to My Apps → Accounting → Bank Transactions

This is the heart of QuickBooks, the page you will turn to most often. You'll see the bank and credit cards you linked to QuickBooks along the top. As you click on each one, you will see all the transactions from that account that you need to code below.

QuickBooks will often help by suggesting an account (category) to you. You can choose to accept their suggestion immediately with the Categorize or Post button on the right of the transaction.

If the suggestion is wrong, click the transaction, choose the correct category, and add the vendor name. QuickBooks will remember for next time.

Pro Tip: Always include the vendor name. It makes finding and editing transactions so much easier later.

You can even create new categories as you go — just start typing a name, hit the plus sign, and QuickBooks will walk you through saving it.

Step 4: Review Your Reports

Once your transactions are coded, QuickBooks automatically builds financial reports. The two you’ll use most are:

• Profit & Loss (P&L): Shows income and expenses — critical for taxes and decision-making
• Balance Sheet: Shows what your business owns (assets) and owes (liabilities)

To find them:

• Go to Reports in the left menu
• Select Profit and Loss or Balance Sheet
• Adjust the date range as needed

Seeing these reports in real time gives you the power to track growth, manage expenses, and prepare for tax season with confidence.

Setting Up QuickBooks Online Checklist

1. Sign up for QuickBooks Online Simple Start
2. Connect your business bank and credit card accounts
3. Customize your Chart of Accounts
4. Categorize your income and expenses
5. Run your Profit & Loss and Balance Sheet reports

That’s it! You’ve set up QuickBooks from scratch and are ready to keep your small business finances organized.

Start QuickBooks Online Simple Start ➝

FAQs: QuickBooks for Beginners

Is QuickBooks Online good for beginners?
Yes! QuickBooks Online Simple Start is designed for small business owners with little to no accounting background.

Which QuickBooks plan is best for small business?
Simple Start works for most. If you need advanced features, you can upgrade anytime without losing data.

How do I start QuickBooks from scratch?
Sign up for Simple Start, connect your bank accounts, set up your Chart of Accounts, and begin coding transactions. This guide walks you through each step.

Can I upgrade later?
Absolutely. Moving from Simple Start to Essentials, Plus, or Advanced is seamless — no lost history.

Do I need an accountant to use QuickBooks?
Not to get started. QuickBooks is built for DIY bookkeeping. But when you’re ready, a bookkeeper (like me!) can help fine-tune your setup and save you time.

Need More Help?

• Watch my free QuickBooks tutorials on YouTube
• Or, if you’d rather hand bookkeeping off completely — check out my monthly bookkeeping services.