Keeping up with the changes in QuickBooks can feel like a full-time job. Thankfully, Alicia Katz Pollock and Margie Remmers-Davis are here to help you out!
In this episode of The Unofficial QuickBooks Accountants Podcast, they dive into what they’ve discovered in March 2025. They cover everything from minor tweaks to major updates that will change the way accounting professionals use QuickBooks.
“What Margie and I do is we have a Google Doc that every time we notice something is different, we go ahead and take a screenshot and drop it in the doc,” explains Alicia. This method helps them keep an eye on both official updates and those cool experimental features that might disappear before you know it.
Let’s dive into the most notable QuickBooks changes they uncovered this month.
Menu Improvements
Several interface enhancements make QuickBooks more user-friendly and efficient for daily tasks. One of the most notable improvements is the addition of a submenu for Reports in the left navigation bar.
“Every item that you hover over has a submenu that takes you to the tabs for that thing. For years, reports never had that dropdown,” Margie explained with obvious relief. “Thank heavens… hallelujah that they did this!”
The bookmarks feature has also been enhanced. Users can now edit bookmark names, which Alicia appreciates for fixing formatting issues: “When I bookmark the Reminders list, it always comes in in all caps, which triggers my OCD. I like being able to edit the bookmark and get it into regular case.” However, Margie expressed concern that custom bookmark names might create confusion during support situations.
For accountants working with clients considering Intuit Enterprise Suite, there’s now a quick link under the Accountant Tools briefcase labeled “Intuit Enterprise Suite referral.” This makes it easier to schedule meetings with Intuit sales representatives to evaluate if the suite is right for your clients.
Financial Tracking Enhancements
A much-missed feature has returned to fixed asset management. When creating a fixed asset, users can now check a box labeled “create a category to keep track of depreciation,” which automatically creates two subaccounts – one for the original value and one for depreciation.
“This lets you see the net book value for that one fixed asset on the chart of accounts,” Alicia explained. “For my small business owners who might just have a couple fixed assets, it’s really great.”
The split transactions interface has also received a significant upgrade. “It used to be a tiny little window. Now it fills up your screen,” noted Alicia. The redesigned interface allows users to split transactions between different chart of accounts categories and map to different product and service lines simultaneously.
For businesses using payroll, there’s a new section for employer tax expenses in the payroll settings. “Now you have the ability to create micro expense accounts for literally any one of your employer taxes,” Alicia shared. This feature is particularly valuable for larger companies that want detailed expense tracking without relying on external spreadsheets.
Perhaps most helpful is a new warning system in the banking feed that prevents duplicate revenue entries. When users attempt to categorize a deposit for a customer with open invoices, QuickBooks now displays a warning message: “This client has open invoices. If this deposit is for that invoice, record the payment and receive payment first.”
Payment Processing Innovations
GoPayment, QuickBooks’ mobile payment solution, now offers Tap to Pay for iPhone users. This eliminates the need for the $50 Bluetooth card reader previously required for accepting payments in the field.
“You can hold your phone in your hand, log into GoPayment, dial up an order, and then they can just tap their credit card or tap their phone to your phone,” Alicia explained. This feature is particularly valuable for businesses that take payments on the go.
For businesses concerned about merchant fees, there’s a clever workaround. “If you turn off your merchant services, your customer still can pay using merchant services, but they pay the fees,” Alicia explained. This option is found under the “Manage” and then “Payments” button on the right side of an invoice.
The Business Network is also enabling easier payment information sharing between QuickBooks users. “Find your business network settings and put in your ACH information. Then that will just make it easier on everybody and you’ll get paid faster,” suggested Alicia.
Important Account Limitations to Watch
Recent changes to the QuickBooks Checking deposit account agreement introduce several transaction limits that could impact business operations:
- ATM withdrawals limited to 10 per day
- Daily purchase and withdrawal limit of $10,000
- Funding transaction limit of $5,000 per day
- Limits on instant transfers: “Up to five instant transfer transactions per day and per week, and up to ten instant transfer transactions per month”
- A new 3% foreign transaction fee
“I’m definitely checking in with them myself because I don’t know what this means for me,” Alicia noted, particularly concerned about the instant transfer limits. “Are they going to start charging me or are they going to just slow down everything after the first five for the week?”
For those concerned about these limitations, Alicia mentioned alternatives like Anchor (flat $5 per transaction) and Forwardly (free transfers), which Margie confirmed her company recently switched to with positive results.
QuickBooks Payroll is also changing how it handles tax payments. “They’re going to start withdrawing your taxes when you run your payroll. So you have to have your payroll and your taxes funding available in the checking account when you run payroll,” Alicia explained.
Glimpses of Future Developments
The hosts spotted several experimental features that briefly appeared before disappearing again, offering clues about future QuickBooks developments:
- A column labeled “approval status” temporarily appeared in transaction lists, even in QuickBooks Online Plus accounts (typically an Advanced feature).
- A dedicated column showing which rule applied to banking transactions briefly appeared in the banking feed.
- For a moment, some users could create profit and loss reports with columns for custom fields, possibly related to the upcoming migration away from legacy tags.
Alicia also revealed she’s beta testing a completely redesigned banking feed experience expected to launch later this year. “I’ve been beta testing it and I like it,” she shared, noting that the upgraded split transactions interface seems to be a precursor to this larger overhaul.
Staying Current with QuickBooks Changes
These ongoing improvements and experiments show how crucial it is to stay updated with the latest QuickBooks changes. This way, you can better serve your clients and avoid surprises when logging into their QuickBooks accounts.
If you want to hear more about these updates and what’s on the horizon for QuickBooks, check out the full episode of The Unofficial QuickBooks Accountants Podcast.
Alicia Katz Pollock’s Royalwise OWLS (On-Demand Web-based Learning Solutions) is the industry’s premier portal for top-notch QuickBooks Online training with CPE for accounting firms, bookkeepers, and small business owners. Visit Royalwise OWLS, where learning QBO is a HOOT!