Certified QuickBooks ProAdvisor — Questions and Answers

Question 1: In QBO, which Balance Sheet section would you find 'Accounts Payable'?

Equity
Long-Term Liabilities
Current Liabilities (Correct answer)
Assets

Correct answer: Current Liabilities

Accounts Payable represents amounts owed to vendors that are typically due within one year, classifying it as a current liability on the Balance Sheet.

Question 2: A ProAdvisor is setting up QuickBooks Online for a client and needs to enable the 'Location Tracking' feature. Where is this setting found?

Gear > Account and Settings > Advanced (Correct answer)
Gear > Account and Settings > Sales
Reports > Custom Reports
Gear > Chart of Accounts

Correct answer: Gear > Account and Settings > Advanced

Location Tracking (and Class Tracking) are enabled under Gear > Account and Settings > Advanced in the Categories section.

Question 3: A client received a single bill from a contractor for work done on three separate projects. To ensure accurate job costing, how should this bill be entered in QuickBooks Online?

Pay the full amount and later create journal entries to allocate the costs.
Use the 'Item details' or 'Category details' section to add multiple lines, assigning each line's cost to the appropriate Customer/Project. (Correct answer)
Enter one bill and use the 'Memo' field to describe the cost breakdown per project.
Create three separate bills, one for each project, and estimate the amounts.

Correct answer: Use the 'Item details' or 'Category details' section to add multiple lines, assigning each line's cost to the appropriate Customer/Project.

On a Bill, Expense, or Check transaction form, the 'Item details' or 'Category details' grid allows the user to add multiple lines. Each line can be assigned to a different Customer/Project. This is the correct method for allocating costs from a single vendor transaction to multiple projects, ensuring precise profitability tracking for each one.

Question 4: A QBO company uses classes to track sales by department. Where do you assign a class when creating an invoice?

Only through a journal entry after the invoice is saved
In Company Settings before saving the invoice
In the customer profile under Payment and billing
On each line item or in the header of the invoice form (Correct answer)

Correct answer: On each line item or in the header of the invoice form

When class tracking is enabled, a Class column appears on each line item of the invoice (or in the header if set to one class per transaction).

Question 5: A client used their company debit card to purchase office supplies at a store and wants to record the transaction immediately. Which transaction type in QuickBooks Online is most appropriate for this scenario?

Bill
Expense (Correct answer)
Check
Journal Entry

Correct answer: Expense

An 'Expense' is the correct transaction for a purchase that is paid for immediately, such as with a debit card, cash, or credit card. A 'Bill' is used to record an expense that will be paid later, creating an entry in Accounts Payable. A 'Check' is for payments made with a physical or digital check. While a Journal Entry could be used, it is not the standard workflow for a simple expense and is more prone to error.

Question 6: Which report in QBO shows all outstanding bills grouped by how many days they are past due?

Vendor Balance Detail
Accounts Payable Aging Summary (Correct answer)
Unpaid Bills
Transaction List by Vendor

Correct answer: Accounts Payable Aging Summary

The Accounts Payable Aging Summary groups outstanding bills into aging buckets (Current, 1-30, 31-60, etc.) to show overdue amounts.

Question 7: A client has several customers who paid with checks and cash throughout the day. To efficiently record these payments and ensure the bank deposit matches, what is the recommended final step in the QuickBooks Online sales workflow?

Individually record each payment using the 'Receive Payment' screen and deposit them directly to the bank account.
Create a single Sales Receipt for the total amount and deposit it to Undeposited Funds.
Hold the checks and cash until the end of the week and then create separate deposit slips for each payment.
Use the 'Bank Deposit' feature to group the payments received from Undeposited Funds into a single deposit transaction. (Correct answer)

Correct answer: Use the 'Bank Deposit' feature to group the payments received from Undeposited Funds into a single deposit transaction.

The correct workflow is to first receive payments against invoices (or create sales receipts) and direct these funds to the 'Undeposited Funds' account. Then, when the physical deposit is made at the bank, use the 'Bank Deposit' screen to select all the individual payments that constitute that single deposit. This ensures that the deposit amount in QuickBooks matches the actual bank deposit, simplifying bank reconciliation.

Question 8: A client runs a marketing agency and frequently uses freelance graphic designers. To ensure proper tracking for 1099-NEC forms at year-end, what is the correct way to set up these individuals in QuickBooks Online?

Create a journal entry for each payment made to the designers.
Add them in the 'Vendors' list and collect a Form W-9. (Correct answer)
Set them up under the 'Projects' feature without adding them as a vendor.
Add them as employees but mark them as "statutory" and exempt from withholdings.

Correct answer: Add them in the 'Vendors' list and collect a Form W-9.

Independent contractors must be set up as Vendors in QuickBooks Online. It is crucial to collect a Form W-9 from them to get their Taxpayer Identification Number (TIN) and other necessary details. Within the vendor's profile, the user must check the box to 'Track payments for 1099' to enable QBO to properly report the payments at year-end.

Question 9: Which status is NOT a standard task status option in the QBOA Work tab?

Escalated (Correct answer)
Awaiting client
In progress
Not started

Correct answer: Escalated

Standard task statuses in QBOA Work include Not started, In progress, Awaiting client, and Complete — 'Escalated' is not a built-in option.

Question 10: When reconciling a credit card account in QBO, what does the 'Payments' section in the reconciliation screen represent?

Payments made to reduce the credit card balance (Correct answer)
Bank transfers only
Refunds from vendors
Charges made to the card

Correct answer: Payments made to reduce the credit card balance

The Payments section shows credits to the credit card account, which reduce the amount owed.

Question 11: A company wants to require manager approval before any vendor bill over $1,000 is paid. QBO's native workflow supports this through:

Restricting bill payment permissions to managers only
QBO Advanced's Workflow Automation feature (Correct answer)
Purchase Order mandatory linkage
Custom transaction approval rules in settings

Correct answer: QBO Advanced's Workflow Automation feature

QBO Advanced includes Workflow Automation that can route transactions above specified thresholds for approval before payment.

Question 12: What is the correct sequence to record a sale when a customer pays at the time of service in QBO?

Invoice → Receive Payment → Bank Deposit
Estimate → Invoice → Receive Payment
Delayed Charge → Invoice
Sales Receipt (single step) (Correct answer)

Correct answer: Sales Receipt (single step)

A Sales Receipt combines the sale and payment into one transaction, making it the correct single-step form when payment is collected immediately.

Question 13: In QBO Payroll, what triggers the Additional Medicare Tax (0.9%) withholding for an employee?

The employer's total payroll exceeds $500,000 annually
Medicare wages exceed $100,000 for the calendar year
Medicare wages exceed $200,000 for the calendar year from that employer (Correct answer)
The employee's total household income exceeds $250,000

Correct answer: Medicare wages exceed $200,000 for the calendar year from that employer

Employers must withhold an additional 0.9% Medicare tax once an individual employee's wages from that employer exceed $200,000 in a calendar year.

Question 14: A company pays for office supplies with a debit card. In QBO, which transaction type is most appropriate to record this?

Check
Purchase Order
Expense (Correct answer)
Bill Payment

Correct answer: Expense

An Expense transaction in QBO is designed for immediate payments (cash, debit card, credit card) with no prior bill entered.

Question 15: A business operates a coffee shop and a separate bookstore, and wants to generate a Profit & Loss statement for each business segment to assess individual profitability. Which feature must be enabled and consistently used on all sales and expense transactions to achieve this?

Projects
Bank Accounts
Sub-customers
Location Tracking (Correct answer)

Correct answer: Location Tracking

Location Tracking is the feature designed to track income and expenses for different business segments, departments, or physical locations. By assigning a location to each transaction, the business can run a 'Profit & Loss by Location' report to see a side-by-side comparison of each segment's performance.

Question 16: A client wants a report showing customer balances grouped by how long they've been outstanding. Which report should you recommend?

Open Invoices Report
Accounts Receivable Aging Detail (Correct answer)
Customer Balance Summary
Transaction List by Customer

Correct answer: Accounts Receivable Aging Detail

The A/R Aging Detail report groups outstanding customer balances into time buckets (Current, 1-30, 31-60, 61-90, 90+).

Question 17: A customer pays only part of an outstanding invoice in QBO. What is the correct way to record this partial payment?

Apply a discount to reduce the invoice to the paid amount
Delete the original invoice and create a new one for the remaining balance
Create a credit memo for the unpaid portion
Receive payment and enter the partial amount, leaving the remaining balance open (Correct answer)

Correct answer: Receive payment and enter the partial amount, leaving the remaining balance open

In QBO you use Receive Payment, enter the partial amount received, and the remaining open balance stays on the invoice automatically.

Question 18: Which user permission level in QBO allows a bookkeeper to enter and pay bills but prevents them from viewing payroll data?

Standard User with limited access (no payroll) (Correct answer)
Standard User with All access
Company Admin
Reports Only

Correct answer: Standard User with limited access (no payroll)

A Standard User role with customized access can grant bills and expense permissions while specifically excluding payroll visibility.

Question 19: Which of the following represents the standard accounts payable workflow in QuickBooks Online for an invoice received from a vendor that will be paid at a later date?

Create Purchase Order -> Create Expense
Enter Bill -> Pay Bill (Correct answer)
Create Expense -> Match to Bank Feed
Write Check -> Print Check

Correct answer: Enter Bill -> Pay Bill

The standard and correct workflow for managing accounts payable is to first enter the vendor's invoice as a 'Bill'. This records the expense in the proper period and creates a liability in the Accounts Payable account. Later, when the payment is made, the 'Pay Bills' function is used to create the payment transaction (like a check or electronic payment), which reduces the Accounts Payable balance and the bank account balance.

Question 20: In QBO, what does the 'Location' tracking field allow you to do that 'Class' tracking cannot?

Assign transactions to a physical business location or profit center (Correct answer)
Track expenses by department
Allocate costs across multiple projects simultaneously
Filter reports by geographic region on a map

Correct answer: Assign transactions to a physical business location or profit center

Location tracking in QBO is designed to segment financials by physical store, office, or profit center, complementing Class which is used for departments or product lines.

Question 21: A client reports their Trial Balance doesn't balance (debits ≠ credits). What is the most likely cause in QBO?

Cash-basis reporting distorts the trial balance
QBO rarely produces an unbalanced trial balance; suspect a corrupted data file or import error (Correct answer)
Payroll tax deposits are not yet recorded
Unpaid invoices are counted twice

Correct answer: QBO rarely produces an unbalanced trial balance; suspect a corrupted data file or import error

QBO enforces double-entry accounting, so an unbalanced trial balance almost always indicates a data import error or file corruption rather than a normal entry mistake.

Question 22: A QBO client needs to charge sales tax on invoices. What must be done before sales tax can appear automatically on a sales form?

Add a sales tax account to the Chart of Accounts
Manually add a sales tax line to every invoice
Enable Automated Sales Tax in Account and Settings and set up the customer's tax location (Correct answer)
Create a separate 'Sales Tax' service item in the Products and Services list

Correct answer: Enable Automated Sales Tax in Account and Settings and set up the customer's tax location

Automated Sales Tax must be turned on in settings, and the customer's shipping or billing address determines the applicable rate automatically.

Question 23: An employee claims exempt from federal income tax withholding on their W-4. How should this be recorded in QBO Payroll?

Leave the withholding fields blank
Enter 'Exempt' in the federal withholding section (Correct answer)
Set withholding amount to $0 as an additional withholding override
Set federal filing status to 'Single' with 10 allowances

Correct answer: Enter 'Exempt' in the federal withholding section

Selecting 'Exempt' in the federal withholding section tells QBO not to withhold federal income tax for that employee.

Question 24: When setting up a recurring bill in QBO, which recurrence type creates a bill automatically without any user review?

Reminder
Memorized
Unscheduled
Scheduled (Correct answer)

Correct answer: Scheduled

A Scheduled recurring transaction in QBO creates and posts the bill automatically on the specified interval without requiring user action.

Question 25: What happens when you enter a bank deposit in QuickBooks?

Reduces equity
Creates a vendor payment
Adds funds to a bank account (Correct answer)
Records income and expense

Correct answer: Adds funds to a bank account

When you enter a bank deposit in QuickBooks, you are recording money received and placed into one of your bank accounts. This action directly increases the balance of the selected bank account within QuickBooks. It ensures your internal records accurately reflect the funds available in your real-world bank account.

Question 26: A client's Chart of Accounts has grown unwieldy with over 300 accounts. As a ProAdvisor, what is your first recommended step?

Export and delete all unused accounts immediately
Run a Transaction Detail by Account report to identify accounts with no recent activity (Correct answer)
Merge all similar accounts without reviewing history
Archive the company file and start a new one

Correct answer: Run a Transaction Detail by Account report to identify accounts with no recent activity

Running a Transaction Detail by Account report helps identify dormant accounts safely before taking any action to clean up the chart of accounts.

Question 27: When using the 'Pay Bills' screen in QBO, what does checking the 'Auto' checkbox next to a bill do?

Marks the bill for automatic recurring payment
Applies available vendor credits automatically (Correct answer)
Schedules the payment via bank auto-pay
Splits the payment across multiple bank accounts

Correct answer: Applies available vendor credits automatically

The Auto checkbox on the Pay Bills screen automatically applies any available vendor credits to reduce the amount owed on that bill.

Question 28: A business wants every new invoice to default to a 'Due on Receipt' payment term. Where is this configured in QBO?

Chart of Accounts > Accounts Receivable settings
Account and Settings > Sales > Invoice and delivery preferences (Correct answer)
On each customer's profile individually
Reports > Custom Reports

Correct answer: Account and Settings > Sales > Invoice and delivery preferences

The default payment term for all new invoices is set under Account and Settings > Sales > Invoice and delivery preferences.

Question 29: What is the effect of adding a 401(k) employee contribution in QBO Payroll on the employee's taxable wages?

It reduces all taxable wages including Social Security and Medicare
It only reduces state taxable wages
It has no effect on taxable wages
It reduces federal and state taxable wages but not Social Security and Medicare wages (Correct answer)

Correct answer: It reduces federal and state taxable wages but not Social Security and Medicare wages

Traditional 401(k) contributions are pre-tax for federal and state income tax purposes but are still subject to FICA (Social Security and Medicare) taxes.

Question 30: Which of the following is a list type in QuickBooks Online?

Invoices
Chart of Accounts (Correct answer)
Bank Rules
Reports

Correct answer: Chart of Accounts

In QuickBooks Online, the Chart of Accounts is a primary example of a 'list' type. Lists are fundamental databases that store key information used across the software, such as customer lists, vendor lists, and product/service lists. These lists organize essential data that populates transactions and reports, forming the backbone of your company's data.

Question 31: A firm team member needs access to only one specific client's QBO file, not all clients. How should the firm admin configure this in QBOA?

Use the 'Invite accountant' option within the client's QBO file
Set client-level access restrictions on the team member's QBOA role (Correct answer)
Create a separate QBOA firm account for that client
Add them as a QBO user directly in the client's company

Correct answer: Set client-level access restrictions on the team member's QBOA role

QBOA firm admins can restrict team members to specific clients by setting client-level permissions on their team member profile.

Question 32: What is the difference between a Delayed Charge and an Invoice in QBO?

There is no functional difference between the two
A Delayed Charge reduces inventory immediately; an Invoice does not
A Delayed Charge is a non-posting placeholder that can be added to a future invoice; an Invoice is posted and affects A/R (Correct answer)
A Delayed Charge is sent to the customer immediately; an Invoice is held for later

Correct answer: A Delayed Charge is a non-posting placeholder that can be added to a future invoice; an Invoice is posted and affects A/R

A Delayed Charge does not post to the general ledger or create an A/R balance; it serves as a reminder to bill the customer and can be pulled onto a future invoice.

Question 33: When creating an invoice for a service that will be performed in the future, what is the correct transaction to use in QuickBooks Online to record a customer's initial deposit?

Create an invoice for the full amount and record a partial payment against it. (Correct answer)
Use a Sales Receipt for the deposit amount.
Create a liability account called 'Customer Deposits' and record the deposit using a Journal Entry.
Create an Estimate and convert it to an invoice once the service is complete.

Correct answer: Create an invoice for the full amount and record a partial payment against it.

The standard workflow is to create an invoice for the full amount of the agreed-upon service. Then, use the 'Receive Payment' function to record the partial payment (deposit) against that specific invoice. This correctly tracks the outstanding balance in Accounts Receivable.

Question 34: When a user selects 'Pay Bills' in QuickBooks Online to pay an outstanding vendor bill, what is the primary DEBIT in the resulting journal entry?

Undeposited Funds
Accounts Payable (Correct answer)
The Bank Account
An Expense Account

Correct answer: Accounts Payable

The initial entry of a 'Bill' creates a credit to Accounts Payable (a liability) and a debit to an expense account. When the bill is paid using the 'Pay Bills' function, the transaction relieves the liability. Therefore, the journal entry for the payment is a DEBIT to Accounts Payable (decreasing the amount owed) and a credit to the asset account used for payment (e.g., Checking Account).

Question 35: What is the primary function of the 'Closing Date' feature in QuickBooks Online?

It password-protects prior-period transactions to prevent unauthorized changes (Correct answer)
It prevents any new transactions from being entered into the company file
It archives transactions older than the closing date
It automatically generates year-end adjusting entries

Correct answer: It password-protects prior-period transactions to prevent unauthorized changes

Setting a closing date in QBO prompts a warning (and optionally requires a password) whenever a user tries to add or edit a transaction in a locked period.

Question 36: A vendor issues a statement showing a balance different from QBO's Accounts Payable balance. Which QBO report best helps you reconcile the difference?

Vendor Balance Summary
Bill Payment List
Accounts Payable Aging Detail (Correct answer)
Transaction List by Vendor

Correct answer: Accounts Payable Aging Detail

The AP Aging Detail report lists every open bill and credit by vendor with dates and amounts, making it easy to match against the vendor's statement line by line.

Question 37: Which QBO feature lets a company bill a customer for time and expenses that were tracked against their name before creating an invoice?

Batch Invoicing
Delayed Charges
Billable Expenses (Add to Invoice) (Correct answer)
Progress Invoicing

Correct answer: Billable Expenses (Add to Invoice)

Marking time entries and expenses as Billable links them to the customer and lets you add them directly to the next invoice with one click.

Question 38: What does the 'Net Income' line on a QBO Profit and Loss report represent?

Gross profit before operating expenses
Owner's equity at the end of the period
Total cash collected from customers
Total revenue minus total expenses for the period (Correct answer)

Correct answer: Total revenue minus total expenses for the period

Net Income is the bottom-line figure showing total revenues minus total expenses, representing the company's profitability for the period.

Question 39: A client runs a Profit and Loss for January and notices income from December is included. What is the most likely cause?

The bank feed imported December transactions into January
The chart of accounts has incorrectly dated entries
The report is set to cash basis and the December invoices were paid in January (Correct answer)
QBO automatically includes the prior month in all P&L reports

Correct answer: The report is set to cash basis and the December invoices were paid in January

On a cash basis P&L, revenue is recognized when payment is received, so December invoices paid in January would appear in the January report.

Question 40: When setting up a QBO company that was previously using spreadsheets, what is the recommended approach for entering historical opening balances?

Enter all prior-year transactions one by one
Use a journal entry dated the day before the QBO start date to establish opening balances (Correct answer)
Leave all balances at zero and start fresh
Import bank statements going back five years

Correct answer: Use a journal entry dated the day before the QBO start date to establish opening balances

A journal entry dated one day before the QBO go-live date is the standard method to establish accurate opening balances without re-entering all historical transactions.

Question 41: To encourage timely payments, a company wants to automatically send reminders for overdue invoices. Where in QuickBooks Online can this feature be configured?

From the 'Reports' center by customizing the A/R Aging report.
In the Customer's profile under the 'Payment and billing' tab.
Through the 'Recurring Transactions' menu.
In 'Account and Settings' under the 'Sales' tab. (Correct answer)

Correct answer: In 'Account and Settings' under the 'Sales' tab.

Automatic invoice reminders are a company-wide setting. They can be enabled and customized by navigating to the Gear icon > Account and Settings > Sales tab. Here, you can set up multiple reminder emails to be sent based on how many days an invoice is overdue.

Question 42: In QBO, what happens to inventory quantity on hand when you save a Sales Receipt?

Inventory is not affected until the item is shipped
Inventory quantity increases because a sale was made
Inventory is only updated when the receipt is printed
Inventory quantity decreases immediately upon saving (Correct answer)

Correct answer: Inventory quantity decreases immediately upon saving

Saving a Sales Receipt in QBO immediately reduces the inventory quantity on hand for any inventory items sold.

Question 43: A business provides services and collects payment immediately at the time of service. Which QuickBooks Online transaction form is most appropriate for this scenario?

Sales Receipt (Correct answer)
Invoice
Estimate
Delayed Charge

Correct answer: Sales Receipt

A Sales Receipt is the correct form to use when payment is collected at the same time the service is provided or the product is sold. It records the sale and the payment in a single transaction and does not affect Accounts Receivable, unlike an invoice which is used when payment will be received later.

Question 44: When importing data into a new QuickBooks Online company, which list can be imported as a CSV or Excel file?

Bank Transactions
Invoices and Bills
Payroll history
Chart of Accounts (Correct answer)

Correct answer: Chart of Accounts

QuickBooks Online allows users to import several types of lists to speed up the setup process. This includes the Chart of Accounts, Customers, Vendors, and Products and Services from a CSV or Excel file. Bank transactions are typically brought in through a direct bank feed connection, while historical transactions like invoices and bills generally need to be entered manually or with a third-party app.

Question 45: Which feature in QuickBooks helps customize how reports display data?

Audit Log
Reports Snapshot
Customize Report (Correct answer)
Transaction Detail

Correct answer: Customize Report

In QuickBooks, the 'Customize Report' feature provides users with extensive options to modify how data is displayed. This includes filtering, sorting, adding/removing columns, changing date ranges, and grouping information to meet specific analytical needs. It allows for tailoring reports beyond their default settings, making them more relevant and insightful for business analysis.

Question 46: Which QBO list stores payment terms such as 'Net 30' or '2/10 Net 30'?

Products & Services
Chart of Accounts
Payment methods list
Terms list (Correct answer)

Correct answer: Terms list

The Terms list in QBO stores payment terms that can be applied to customer invoices and vendor bills.

Question 47: A business has employees working in two different states. How does QBO Payroll handle multi-state payroll taxation?

It requires a separate payroll subscription for each state
Multi-state payroll is not supported and requires third-party software
It only calculates taxes for the state where the business is registered
It calculates taxes for each state based on the employee's work location entered in their profile (Correct answer)

Correct answer: It calculates taxes for each state based on the employee's work location entered in their profile

QBO Payroll supports multi-state taxation by using the work and home state information in each employee's profile to apply correct tax rates.

Question 48: When setting up a new employee in QuickBooks Online Payroll, which section is used to enter federal and state withholding allowances?

Pay Types
Withholding (Correct answer)
Employment Info
Deductions & Contributions

Correct answer: Withholding

The Withholding section of the employee profile stores federal and state W-4 information used to calculate tax withholding.

Question 49: What is the purpose of the 'Undeposited Funds' account in QBO's sales workflow?

It temporarily holds payments received before they are grouped into a bank deposit (Correct answer)
It records revenue that has been invoiced but not yet collected
It tracks credit card refunds awaiting processing
It holds funds that have been deposited but not yet reconciled

Correct answer: It temporarily holds payments received before they are grouped into a bank deposit

Undeposited Funds acts as a holding account for received payments until you combine them into a single bank deposit matching your actual bank statement.

Question 50: In QBO, what is the effect of enabling 'Show account numbers' in the Chart of Accounts settings?

Accounts are automatically renumbered based on account type
Account numbers appear on financial reports and transaction forms (Correct answer)
Account numbers replace account names throughout QBO
A unique number is generated for each transaction

Correct answer: Account numbers appear on financial reports and transaction forms

Enabling account numbers in QBO displays them alongside account names on financial statements and transaction entry forms.

Question 51: Which product type should you select in QBO for a physical item you buy, track in stock, and sell?

Bundle
Non-inventory
Inventory (Correct answer)
Service

Correct answer: Inventory

The Inventory product type is used for physical goods where QBO tracks quantity on hand.

Question 52: A client wants to pay multiple vendors at once via online bill pay in QBO. Which feature supports this workflow?

QBO Bill Pay powered by Melio (Correct answer)
Batch Actions on the Bill list
Vendor Center bulk payment export
Pay Bills screen with multiple bills selected

Correct answer: QBO Bill Pay powered by Melio

QBO Bill Pay (powered by Melio) allows users to pay multiple vendors via ACH or check from within QBO in a single workflow.

Certified QuickBooks ProAdvisor

The Certified QuickBooks ProAdvisor certification validates an individual's expertise in using and supporting QuickBooks Online for small businesses.

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