5 Signs Your QuickBooks Online Needs a Health Check
- Susan Cook
- Mar 28
- 4 min read
Is Your QuickBooks Online Set-up Showing Symptoms of “Financial Sickness”?
Even with powerful tools like QuickBooks Online (QBO), businesses can experience inefficiencies that hinder their growth. These challenges—what we call "financial sickness"—often go unnoticed until they cause significant disruptions. Identifying and addressing these issues early is crucial for maintaining healthy cash flow, accurate reporting, and operational efficiency. Below, we’ll explore common indicators of financial sickness and actionable steps you can take to resolve them.
Symptom 1: Limited Data Visibility and Reporting
Do you find yourself making decisions without clear financial insights? Many businesses fail to fully utilize QuickBooks Online’s real-time reporting features, leaving them blind to trends and potential red flags.
Examples of limited data visibility include:
Struggles to track which products or services are most profitable.
Difficulty pinpointing cash flow gaps that leave you short on funds at critical times.
Overlooking unpaid invoices because your aging accounts receivable reports aren’t up to date.
The Cure: Take advantage of QBO’s custom reports, which can be tailored to your business needs. For instance, you can build a QuickBooks report that shows overdue invoices by customer or monthly expense trends to uncover spending patterns. Advanced reporting add-ons can also help you visualize performance metrics in ways that support better decision-making. We can help with building custom reports and integrating helpful add-ons.
Symptom 2: Struggling to Scale with Growth
Are you noticing that your systems don’t scale well, leading to inefficiencies and frustration? As your business grows, its needs will evolve, and your processes in QuickBooks Online may feel increasingly cumbersome or inadequate.
Common examples include:
A bloated chart of accounts with too many redundant or irrelevant categories that make financial reports confusing.
Inadequate invoicing features or the need for custom workflows and integrations to match industry-specific requirements.
Inaccurate or poorly integrated inventory tracking that results in costly mistakes.
The Cure: Optimize your QBO setup with a scalable chart of accounts tailored to your business. For instance, a construction company could implement class tracking to separate divisions of your business and subaccounts for expanded reporting. Integrating leading, industry-specific third-party tools can streamline operations further.
Symptom 3: Reliance on Manual, Inefficient Processes
Is your team bogged down by repetitive, manual tasks? If so, you’re leaving efficiency, accuracy, and money on the table. QuickBooks can be such an easy tool to use, that many businesses use the same few features to run their accounting operations year after year, without ever taking advantage of automation tools.
Examples of this symptom include:
Manually sending invoices instead of automating recurring billing for regular clients.
Copy-pasting data from bank statements into QBO rather than utilizing bank feeds for automatic reconciliation.
Tracking billable labor, time, and expenses manually instead of using features offered directly within QuickBooks.
The Cure: Pinpoint your most time-consuming or error-causing tasks and reach out to an expert like Account Ability Consulting to learn how they can be automated. For example, activate recurring transactions for subscription-based billing or scheduled reminders for overdue invoices. Or, use the Project feature offered directly within QuickBooks to begin assigning transactions like time, expenses, estimates, and more.
Symptom 4: Low Productivity and Employee Frustration
Are your employees spending more time battling QBO than using it effectively? Low employee morale is a risk most businesses can’t afford to take on in this economy. Poor system configuration or lack of training can lead to decreased productivity and increased errors.
Signs of this symptom include:
Staff complaining about confusing workflows or overly complicated tasks in QBO.
Errors in financial reports due to lack of understanding of system functions.
Time wasted fixing mistakes caused by incorrect initial setup, like inconsistent naming conventions for customers or vendors.
The Cure: Conduct a QuickBooks health check-up to audit workflows and identify areas for improvement. We can analyze your processes, help you refine them, and empower your team through tailored training.
Symptom 5: Integrations and Add-Ons Overwhelm
Are your third-party tools working together seamlessly, or do they cause more confusion? As your business grows, your accounting needs will too. Expanding your tech stack is a natural process in the evolution of your business, but it’s also possible for uncoordinated integrations to create chaos.
Examples of integration issues include:
Sales data from platforms like Shopify or Square not syncing properly, leading to discrepancies in revenue reporting.
Payroll errors due to incomplete integration between QBO and your payroll provider.
Inventory mismatches caused by a disconnect between QBO and inventory software.
The Cure: Audit your current integrations to ensure they are properly configured and supported. Work with a professional team like ours to implement the right tools and direct integrations. A properly integrated system eliminates duplicate entry and ensures real-time data accuracy.
Take Control of Your Financial Health
If your business is experiencing any of these symptoms of financial sickness, don’t wait for the issues to worsen. At Account Ability Consulting, Inc., we specialize in diagnosing inefficiencies in QuickBooks Online and crafting tailored solutions to streamline your workflows, reduce errors, and optimize cash flow.
Contact us today to schedule a personalized QuickBooks Online health check-up. Let’s cure your financial inefficiencies and empower your business to grow with confidence!
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