Made your mind switch to the QuickBooks accounting software, but not sure how to setup the QuickBooks Desktop application? This post will guide you on how you can setup QuickBooks from scratch and start using it to manage your business accounting. QuickBooks is one of the most applauded accounting software that offers several competitive advantages over the accounting tools available in the market. Small to mid-sized business owners can harvest the potential of QuickBooks to streamline the core competencies of their financial management operations. Reading this post until the end will help you with the comprehensive steps to set up the QuickBooks Desktop. Let’s dive in!

Steps To Setup QuickBooks For The First Time

If you want to switch from your legacy accounting system to QuickBooks, you need to move your data to it. However, getting started with QuickBooks can help you in managing your complex accounting jobs with the utmost ease. Its user-friendly interface allows the users with minimal technical knowledge to work with ease using the software. Below is how you can setup the QuickBooks Desktop for the first time:

Step 1: Choose The Right Version For Your Business

Different versions of the QuickBooks are available for the users based on their specific requirements. The list includes QuickBooks Pro, QuickBooks Premier, QuickBooks Enterprise, and various others. Before getting started, it is crucial to choose the best version of the program for your business. Here, you can get help from a QuickBooks expert in choosing the right version of the program for your business. After making a thorough assessment of your business, they can tell you which one to choose.

Step 2: Register For QuickBooks Application

After understanding the QuickBooks variants and their features and selecting one, you need to register for the QuickBooks application. It takes less than a minute to register for the program. You can use the trial version and, thereafter, select any QuickBooks package.

Step 3: Configure Your Account & Company Preferences

Now from within QuickBooks, you need to setup your account preferences. Here, you need to add the contact details for the company and configure the required settings. It may involve the changes, such as credit card payments, time tracking, payroll, and various others. Once done, you can proceed further to the next step.

Step 4: Import Data in QuickBooks

Thereafter, you need to import your existing accounting data to the QuickBooks application. You can use Excel to import your data, such as customer data, bank account transactions, charts of accounts, and various others. All you need to do is to select the Company tab and choose a particular drop-down menu. Choose More and then Import Data to get the task accomplished. Below is what you need to keep in mind when importing data to QuickBooks:

• There is a myriad of options you can choose when it comes to uploading the file to QuickBooks. In QuickBooks, you can move your data with the utmost ease with its simple options. You need to match each field with the field in QuickBooks to ensure an error-free data shifting.

• The list of the business data to be imported in QuickBooks may include customer or vendor data, a chart of accounts from Excel, company file data, products & services from excel, and transactions from your bank.

• You may also get errors when moving data into QuickBooks. In such a case, you can get help from experienced QuickBooks professionals, and they will help you override the data import issues.

• You may experience that QuickBooks categorizes some of the businesses. It will help you keep your business data more comprehensive.

Step 5: Add Bank Account To QuickBooks

After having all the crucial financial data in the program, you can move ahead to merge your bank account to the QuickBooks application. To do it, you need to select the Banking tab, and it will link your bank account to the software automatically. Next, you need to select Download Transactions, and it will open a window wherein you can add your bank details. QuickBooks will sync with the bank details you have added.

Moving ahead, a new window will open up wherein you will see a prompt “Fill your particular bank details” with which you want to perform the account sync. You can use your online login credentials, and it will sync your account with QuickBooks software. Once synced, your bank transactions will be sent to QuickBooks automatically.

A step further, you can also attach vendor and customer names with every transaction, which will help you to get insightful data on your debit and credit info.

Step 6: Add Credit Card to QuickBooks

Now that you have merged your bank accounts to QuickBooks merge your credit card to the program as well. Go to the Banking tab, choose More and then Register using the drop-down list.

After adding bank account info, you can select the Credit Card option in the popup you are seeing on your screen. When you click on this option, QuickBooks will open the credit card setup wizard. From the top end of the menu, choose More and then Register it. It can help when you setup the QuickBooks Desktop for the first time.

Step 7: Create Custom-Tailored Invoices

After merging bank and credit card accounts to QuickBooks, you have to customize your particular invoice with Company Banking.

From within the Customers tab in QuickBooks, go to the Customization menu and choose to Create Invoices. You may choose the desired invoice template. Besides, you can also make changes to the chosen invoice by utilizing the Formatting tab and further selecting on Customize Date layout. In Addition, you can customize the design and layouts along with adding the logo to it.

Note: Before saving, make sure that the logo is aligned perfectly and doesn’t look cropped when using it in the invoices.

Step 8: Move All Your Contact To QuickBooks

Moving all your contacts to the QuickBooks software can help you in keeping an intelligible track of your vendors and customers. To do so:

First thing first, choose Company and click More. After that, select Import data and choose Vendors or Customers based on the data you want to import. You can use a CSV or Excel file to import the data into QuickBooks, and the program will extract the information itself. Once entered, you can verify whether your data is correct or not.

Important Things To Consider When Setting Up QuickBooks For The First Time

When you are setting up QuickBooks for the first time and not aware of the process, considering the below-given important points can help to make the most out of your accounting software:

Don’t Use Invoices & Estimates

It is advised for first-time users to avoid using the estimates and invoices in the program until they are fully aware of these QuickBooks functionalities. Using these functions makes all the accounting activities posted automatically. Before getting started with these features, you need to know how the amounts are generated in QuickBooks. Thereafter, you can start using in-built estimates and invoices with the utmost accuracy.

Have a Separate Business Account

When getting started with the QuickBooks application, make sure that you are setting up a dedicated account for your business wherein you are not making any personal transactions. It will keep track of your income and expenses on your business.

Utilize Payroll Function With QuickBooks

Payroll management is considered one of the most daunting tasks while it shouldn’t be. QuickBooks enables users to manage their payroll tasks accurately and efficiently. You can sync payroll programs with QuickBooks and stay updated with the latest state and federal tax rates and keep penalties at bay.

Get Professional Assistance

When you setup the QuickBooks Desktop for the first time, you may not be aware of the multiple features and functions in the program. If they are configured properly, you may face various issues every now and then. Sometimes, one feature in the program directly affects the others causing inevitable discrepancies. In such a scenario, it is wise to get professional assistance. Our team of experienced professionals can guide your way through the QuickBooks setup process so that you can harvest its potential to the fullest.

Read Also: How to Solve QuickBooks Error 103

Final Words!

The solutions discussed in this post can help set up your QuickBooks Desktop application if you are doing it for the first time. At various stages of the account setup process, you may experience some issues. No need to feel stuck in such a situation. Get in touch with our QuickBooks experts, and they can guide you at every step on how to setup the Quickbooks Desktop. Besides, you can also get a full range of assistance, from choosing the right version of the program to installing it on your device and using it to handle your day-to-day business accounting.


1: What are the different plans for the QuickBooks application?

In the beginning, you can use QuickBooks for free for a trial period of 30 days. Thereafter, you can choose from any of its paid plans as mentioned in the below-given list:

A: Simple Start Plan

The simple start plan costs 5$ per month that can help small businesses with the basic functionalities of the QuickBooks application.

B: Essentials Plan

Essentials Plan will cost you $10 a month, which includes all the features of the Simple Start plan, including access to bill payment and multi-user mode features.

C: Plus Plan

The Plus Plan comes with the most features and can be accessed at a price of $21 per month.

2: Why add your bank account to QuickBooks?

Adding a bank account to QuickBooks will make all the bank transactions be sent to the program automatically. Besides, you can add vendors and customers for all the transactions to get more intuitive data on your income, expenses, and overall cash flow. Furthermore, you can reconcile your bank account with QuickBooks to ensure that there are no discrepancies in your account transactions to what is recorded in QuickBooks.

3: How to setup a new company file in QuickBooks?

QuickBooks company file is where the program stores all your business accounting data, and it also enables users to access it. When getting started with the QuickBooks program, you need to setup your company file from scratch. First of all, you need to clean up your company data. Once done, you need to subscribe to the service to get started with the program.

4: Is it possible to sync payroll programs with QuickBooks?

Yes! You can sync payroll programs with QuickBooks and handle the core competencies of your business payroll operations. Besides, you can keep updated with the new tax laws and charges in order to prevent penalties.

5: How to activate the QuickBooks application?

In the first place, you need to install the QuickBooks application on your computer. Once done, QuickBooks will prompt you to activate the program. You also activate the program manually by following the below-given steps:

• Launch QuickBooks.
• Go to the Help menu and select Activate QuickBooks Desktop option.
• Now follow the on-screen instructions to get the job done.