QuickBooks Desktop Pro provides growing small businesses with robust accounting tools plus special features like inventory management, job costing, and estimating.
Setting up Pro properly from the start ensures you capitalize on these powerful capabilities. Follow this guide to get your desktop Pro file established just right.
Step 1: Purchase and Install QuickBooks Pro
You can buy QuickBooks Pro directly from the Intuit website or through a reseller like Amazon.
Pricing is typically around $450 for a 1-user license. Additional users cost extra per month.
Once purchased, you'll receive a license and product number to activate Pro. The installation process is straightforward - just follow the on-screen guidance.
Be sure to download the latest QuickBooks update after installing. This gives you the newest features and fixes.
Step 2: Plan Your Company File Setup
Now it's time to create your company file where all financial data will be stored. This is a key foundation step.
Think through setup options like:
- Will you utilize inventory tracking or jobs and estimates?
- What fiscal year-end makes sense for your business?
- Will you have multiple users with different permission levels?
- Do you need custom fields or item types?
Having a plan allows you to strategically optimize Pro for your needs upfront.
Step 3: Set Up Your Company File
When creating your actual company file, you'll input information like:
- Legal business name and contact info
- Industry type
- Product/service types you sell
- Accounting basis - cash or accrual
- Fiscal year start month and end month
- Inventory, payroll, and multi-user options
Take time to enter details accurately during the setup interview. You can change some settings later if needed.
Step 4: Review the Chart of Accounts
QuickBooks Pro comes pre-loaded with a detailed chart of accounts relevant for most small business types.
Review and customize this chart to fit your needs:
- Add or hide accounts
- Edit account names
- Create sub-accounts
- Assign account numbers
Having a dialed-in chart of accounts makes accurate categorization easier.
Step 5: Set Up Inventory Items (If Applicable)
If your business sells physical products, take time to set up your inventory items list upfront.
Create items and input details like:
- Item name and description
- Cost
- Sales price
- Vendor info
- Inventory asset account
- Reorder preferences
Accurate items translate to trustworthy tracking as sales occur.
Step 6: Import Historical Data
If you are switching from another system, import historical transactions and lists into Pro:
- QuickBooks Conversion Tool
- IIF File Import
- Excel import using templates
Preserving your history provides continuity and compliance.
Step 7: Customize Preferences
Tailor Pro to your workflows:
- Set up email/text notifications
- Tweak invoice, sales form, and header appearance
- Configure billing and sales tax settings
- Enable inventory and job costing options
- Build out custom fields and templates
Pro allows the depth of customization so you can work your way.
Step 8: Set Up Users and Permissions
Determine who needs access to Pro and at what level.
Configure user permissions like:
- Full admin access or read-only
- Ability to process payroll
- Visibility into sensitive financial data
Granular user permissions are key for data integrity as your team expands.
With your QuickBooks Pro company file created, you're ready to hit the ground running! Use Pro to its full potential with a clean and thoughtful setup. Reach out to the QuickBooks support number team with any setup questions.
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