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Accounting Technology

Navigating QuickBooks Online’s Interface Changes: From Frustration to Opportunity

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QuickBooks Online’s latest interface changes have left many accounting professionals feeling like the ground is shifting beneath them. Just when you get the hang of one workflow, the layout moves, the buttons change, and suddenly everything takes twice as long. 

In episode 106 of The Unofficial QuickBooks Accountants Podcast, titled “Cha-Cha-Cha-Changes: Navigating QuickBooks Online’s New Interface,” host Alicia Katz Pollock, MAT, dives into what these updates mean in practice. She acknowledges the frustration many users feel without brushing it aside.

Understanding the Real Disruption

“I am not minimizing your experience when I’m talking about this stuff. I am not discounting your turmoil in any way,” Katz Pollock emphasizes early in the episode. What she’s trying to do is provide perspective and practical solutions.

The productivity hit is real. Two weeks before recording, Katz Pollock’s screens were loading so slowly, she’d “literally click to open a sales receipt and the framework would come up and literally nothing would load.” She’d start chugging water and get “six or eight sips in” before the transaction appeared. While performance has improved since then, the delays remind us we’re not just learning new workflows. We’re doing it while the platform struggles with its own growing pains.

Katz Pollock frames this challenge through a lens every accountant understands: onboarding time. “When I bring on a new hire, I don’t actually expect them to be productive out of the gate,” she explains. The same applies here. Build in grace periods over the next month or two. Communicate with clients about timeline adjustments if needed. This isn’t making excuses, it’s acknowledging reality.

Practical Solutions You Can Use Today

Instead of dwelling on what’s changed, Katz Pollock offers concrete navigation solutions that work right now.

First, she shares a few helpful navigation tricks:

  • Right-click links to open them in new tabs (two clicks instead of hunting for the missing “New Window” option)
  • Drag menu items up to your tab bar to create new tabs instantly
  • Bookmark frequently used pages like the Reminders list (which requires three clicks to reach otherwise)
  • Customize your menu using the pinned section in the bottom left corner

Katz Pollock strongly recommends RightTool by Hector Garcia and Mark Corum. “For me, it’s essential equipment,” she says. This browser extension adds shortcuts and automations, like copying classes down entire journal entry columns with one click.

Other interface changes accountants need to know about include:

  • The Transactions menu is now called Accounting
  • Sales is now Sales and Get Paid (highlighting the underused payment links feature)
  • Apps moved to Integrations in the upper right corner
  • Accountant Tools briefcase became My Menu in the upper left

The new sticky second-tier menus actually improve navigation once you get used to them. When doing customer work, all the customer links stay accessible without constant back-and-forth clicking.

Hidden Features Worth Exploring

While everyone’s focused on what’s different, Katz Pollock discovered several improvements that solve long-standing problems.

The Tasks feature (clipboard icon in upper right) now lets you link directly to specific transactions. “When you click “link a record,” you can actually pick an invoice or a bill or almost any kind of transaction,” Katz Pollock explains. You can attach backup documents, assign priorities, and even create recurring tasks in QBO Advanced to outline your entire workflow.

Inventory improvements are coming. New QBO files now offer FIFO or Moving Cost Average valuation methods. The development team is working on assemblies and units of measure—features that previously required third-party apps.

The Sales Tax Center has its own menu section with a product grid where you can assign tax settings to all products at once, instead of editing each individually. You can even turn sales tax off now, which wasn’t possible before.

For bookkeepers managing client billing, you can now transfer wholesale billing rates directly to another accountant user without losing discounts. This means no more calling Intuit support.

The AI Reality Check

Here’s where Katz Pollock puts the tough realities on the table. While we complain about AI pop-ups in QuickBooks, the entire industry is racing in a different direction.

“The new general ledgers that are generating all the buzz are like Digits and Puzzle,” she notes. “Their entire general ledger is built on AI first. The manual work is the secondary thought.”

This is a fundamental change rather than a gentle evolution. The choice isn’t whether to accept AI in accounting software. It’s whether to work with AI that still respects manual oversight (like QuickBooks) or jump to platforms where human input is treated as an afterthought.

Turning Disruption into Opportunity

Rather than just updating her QuickBooks courses piecemeal, Katz Pollock is seizing this moment for a complete overhaul. Starting September, she’s teaching her entire Royalwise OWLS curriculum in sequence, all in the new interface, at an accelerated pace: one class per week through June,  progressing from basics through advanced features

Annual membership is $1,500. This includes more than 35 classes, 81 hours of CPE credit, plus monthly Q&A sessions. There’s also a business membership option covering fundamentals through December—perfect for clients who need training. Her “Great QBO Refresh” opportunity can be found at http://royl.ws/QBO-Refresh?affiliate=5393907.

“Investing a little bit of time in direct education,” Katz Pollock explains, “means you don’t have to spend all that time spinning your wheels down the road.”

Making Your Voice Heard

Throughout the interface, you’ll find feedback links specific to each feature. “Don’t just say, I don’t like that the pane takes up too much room,” Katz Pollock advises. “Say, ‘I would like an option to have this pane open up or not’.”

Be specific and actionable. The more people who communicate similar needs, the more likely changes will happen. Remember, Intuit uses MVP (Minimum Viable Product) philosophy. They release features to gauge interest, then develop or abandon based on user engagement. The more people who comment about a feature, the quicker the feedback will be implemented.

Looking Ahead

Katz Pollock will be at several conferences this fall, including Women Who Count in Mesa, Intuit Connect in Las Vegas, and Hector Garcia’s Reframe conference in Miami. These events offer opportunities to learn more about upcoming changes and connect with other professionals navigating the same challenges.

The bottom line? Yes, these changes are disruptive. Yes, they cost us time and cause frustration. But they also push us to evolve. As Katz Pollock reminds us, the choice isn’t whether to adapt; it’s whether to approach change strategically or reactively.

Listen to episode 106 for Katz Pollock’s complete analysis, more navigation tips, and a healthy dose of perspective on thriving in a profession where the only constant is change. Whether you’re drowning in the new interface or ready to master it, this episode provides both the validation and practical strategies you need.

Visit royalwise.com/qbo-refresh to learn more about the Great QuickBooks Refresh training program, or find the podcast at uqb.show/106.

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!

Why Accountants Are Both Thrilled and Terrified by QuickBooks’ Latest AI Push

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How much should we trust AI with our critical financial processes?

In a recent episode of The Unofficial QuickBooks Accountants Podcast, hosts Alicia Katz Pollock and Matthew “Spot” Fulton break down the August 2025 “In the Know” webinar from Intuit, where AI agents take center stage alongside major Enterprise Suite enhancements and ProAdvisor Academy improvements.

From payment collection to payroll processing, QuickBooks is pushing automation further than ever before. But as Fulton and Katz Pollock discuss, the technology that saves you hours today needs careful oversight to avoid compliance nightmares tomorrow.

ProAdvisor Academy Gets Smarter

Before diving into the AI updates, the hosts highlighted some welcome improvements to ProAdvisor Academy. You can now filter courses by length and CPE credit amount—perfect for those moments when you think, “I have an hour, what can I learn right now?”

Even better, the system finally saves your CPE certificates in the “My History” section. As Katz Pollock notes, “They used to email them to you and you had to save them, and that was it. So the fact that you can actually now track your CPE is pretty darn awesome.”

Intuit is also launching a new quarterly series called Solution Spotlight, where support experts will tackle complex challenges and deep-dive into underutilized tools. The first topic? Bank transactions and reconciliation—the community’s most requested subject.

Enterprise Suite: The Multi-Entity Game Changer

Fulton and Katz Pollock spent considerable time discussing Enterprise Suite’s powerful consolidation features, and for good reason. These updates address long-standing issues that have plagued multi-entity businesses for years.

The Shared Chart of Accounts feature uses AI to standardize accounting across all your entities. As Fulton explains it, “You choose which chart of accounts you want to be your primary one, and then you can use the AI to say, okay, we think these accounts are going to match up with those accounts. You still have the ability to review and say, yep, you got this right.”

The time savings are massive. Fulton speaks from experience, “As an accountant, the time and energy it takes to try to normalize a chart of accounts is extensive. There’s a lot of thought and knowledge and wisdom that goes into it.”

Multi-entity transactions are even more impressive. When you invoice another entity in your organization, the system automatically creates the corresponding bill in that entity, complete with a PDF attachment. Fulton recalls the old way: “You would pull up two browsers, you’d have both companies up, and you look at the intercompany exchanges between one company and the other, and you go line by line to make sure both sides are there.”

But Katz Pollock raises an important point about accessibility. She has clients with multiple small entities—”literally QuickBooks Ledger or Simple Start”—who desperately need these consolidation features but can’t justify Enterprise Suite’s price tag. Her suggestion? “I think they should make an Enterprise Lite version focused solely on multi-company functions.

The Payments Agent: Getting You Paid Faster (and Smarter)

The Payments agent analyzes customer behavior to optimize your collection strategy. When you create an invoice, it shows you how long they’ve been a customer, their payment history, open invoices, and average payment time.

But here’s where it gets interesting. The agent suggests payment methods based on what will get you paid fastest. It even calculates total time to receive funds, including your customer’s typical delay. When Katz Pollock saw “ACH 14 days” in the demo, she clarified, “It wasn’t that ACH takes 14 days to clear. It’s that the customer takes on average nine days to pay, and then you have the three to five days it takes to clear.”

Fulton cuts to why this matters, “As business owners, all too often we rely on small margins to where we are super sensitive to cash flow. If it’s going to take somebody longer to pay, we need to know that.”

The system can also parse invoices from text, images, or PDFs, though Katz Pollock admits it “doesn’t do the line items yet. But you know, it’s just the infancy of the technology.”

One limitation bothers Katz Pollock: Reminder settings apply to all customers universally. “I have placeholder invoices or agreements with customers where it’s okay that they’re not going to pay for another 90 days,” she explains. Her workaround? Adjust due dates to match actual payment expectations.

The Payroll Agent: Convenience Meets Controversy

The Payroll agent’s text-message time collection generated the most heated discussion. Employees receive texts asking for hours, overtime, and tips. They respond with simple messages, and the system compiles everything for manager approval.

Sounds great, right? Not so fast.

“If they’re not keeping a time card, you know they’re going to overestimate how much they actually worked,” Katz Pollock warns. Fulton agrees, “How many employees are always completely honest with their hours and their overtime and their tips?”

The system is heavily restricted during beta. It’s only for US customers who don’t use auto payroll or QuickBooks Time, have one pay schedule, and use basic pay types. Fulton sees wisdom here, “Let’s make sure this is working before we give it to all the crazies out there.”

Still, there are safeguards. The system flags anomalies, requires manager approval, creates audit logs, and needs employee consent for each payroll period. Fulton even sees potential for construction companies where daily time certification is required. “They’re having to certify by responding back to this the amount of time they worked.”

Katz Pollock’s verdict? “The technology is going to be great. It’s the humans that you can’t trust in this particular issue.”

Customer Leads: Your Email Becomes Your CRM

Currently in Gmail-only beta (Outlook coming soon), the Customer Leads agent scans your email for customer interactions and organizes them into a sales pipeline: inquiry, negotiation, finalization, contracted, or lost.

Fulton’s excited about consolidation. “I’ve been using 17 Hats, but the challenge I’ve always had is the integration piece. I can handle all this stuff up to the estimate and invoice somebody, but it’s always been external.”

Katz Pollock uses Method CRM currently and sees the appeal, “This will be really nice to be able to just keep it right inside QBO and not have to go to another app.”

The hosts admit they’re still learning this feature, and Katz Pollock has a future episode planned to dive deeper.

More Updates Worth Your Attention

A few other updates the hosts are looking forward to include:

Scheduled Compensation Changes

This might be the sleeper hit of the updates. You can now pre-program raises and bonuses with effective dates. As Fulton exclaims, “This is sunlight shining down onto us so we can take a vacation at the end of the year, too!”

Katz Pollock shares a perfect use case: “I had a client whose employee broke their field service iPad and was reimbursing them out of their payroll, $150 per month for six months.” With scheduling, that deduction would automatically end on the right date.

Sales Tax Automation Expands

QuickBooks now handles sales tax filing for Iowa, Minnesota, North Carolina, Rhode Island, Vermont, and West Virginia at $40 per filing. While the hosts debated the price, Fulton notes it’s actually market rate compared to services like Avalara.

Looking Ahead

The hosts emphasized community feedback throughout the episode. As Fulton puts it: “Are you using Enterprise yet? If you are, what features are you loving? If you aren’t, what features are most enticing?”

They’ve even started a LinkedIn group for the podcast where listeners can discuss episodes and share experiences.

Katz Pollock is launching her “Great QBO Refresh” training series in September, completely rebuilding her curriculum to address all the interface changes. 

Don’t miss Intuit Connect (October 27-29 in Las Vegas) or Reframe Conference (November in Florida), which Fulton calls “by far, hands down, the best conference I’ve been to in years.”

The Bottom Line

These AI agents aren’t replacing accounting professionals; they’re redefining the role. The firms that thrive will leverage AI for efficiency while maintaining the human judgment that ensures accuracy, compliance, and client trust.

As Katz Pollock wisely advises about the payroll agent’s rollout, “Intuit, go slow on this one. We want to actually see use cases before it becomes universal.”

The future of accounting isn’t human versus machine. It’s human with machine, each doing what they do best. Ready to dive deeper? Listen to the full episode above and join the conversation in the Unofficial QuickBooks Accountants Podcast LinkedIn group.

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!

AI Won’t Just Speed Up Your Close – It Will Eliminate It Completely

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“I want it gone.”

Aaron Harris, CTO of Sage, isn’t talking about making the financial close faster. He wants to eliminate it completely. No more monthly scrambles to lock the books. No more accountants working late to reconcile accounts. No more rigid cycles that control how businesses operate.

He shared this goal during his recent appearance on The Accounting Podcast, recorded at Sage Future in Atlanta. Harris has been a returning guest since 2019, and his message has stayed remarkably consistent: artificial intelligence will fundamentally change accounting processes and how businesses operate.

Harris isn’t just talking about automation making things faster. He’s challenging the basic business cycles that have defined corporate operations for generations. He envisions a future where annual audits become continuous, where quarterly tax filings disappear into real-time government systems, and where rigid business cycles give way to always-on, intelligent operations.

From Simple Tasks to Autonomous Operations: The Three Waves of AI

Harris breaks down AI’s evolution in accounting into three distinct waves, each building toward his vision of eliminating business cycles completely.

Wave One: Task-Based AI

The first wave focused on very specific jobs like reading invoices or classifying transactions. These systems worked like sophisticated scripts. They could automate tasks, but they needed humans at every step. “You can’t really interact with this AI,” Harris explains, “and because these are sort of very narrowly defined models, they can’t do a lot very flexibly.”

Wave Two: Generative AI

This wave brought conversational interfaces like Sage Copilot. Suddenly, AI could interact naturally with users and work more flexibly. This opened up possibilities for people outside the accounting team to use these systems. “The two big things are now you can interact with the AI,” Harris notes, “and it’s those underlying capabilities allowing that interaction that allow the AI to work more flexibly.”

Wave Three: Agentic AI

This is where Harris sees the real transformation. These systems can plan, execute, and operate on their own. They can access tools and interact with other systems without constant human guidance. “The real breakthrough comes with Agentic AI, where we’re now equipping these large language models. They think through how to plan something start to finish and execute on that.”

The progress has been dramatic. Harris tracks the journey from two to three weeks for financial close in 2019 to just two to three days today for some customers. But he’s not satisfied with just making things faster. “There are some breakthroughs, and we’re going to reach a point where businesses say, you know what, we’re just not going to operate this way anymore,” he predicts.

Sage already has AI systems handling complex tasks autonomously. Their outlier detection works across accounts payable, supply chain operations, and construction bidding. These systems don’t just flag problems; they prevent them by catching patterns humans would miss.

This evolution leads Harris to ask, if AI can keep our data accurate all the time, why do we need to “close the books” at all?

Why the Financial Close Needs to Die

Harris challenges something most accountants take for granted: the need for periodic closes. “Why do I need a close?” he asks. “Isn’t that kind of an archaic concept? Like, I’m locking up the books so nobody can access them anymore, and so that the data is memorialized forever. That’s ancient.”

This isn’t just theory. Real examples around the world show businesses moving toward continuous operations. In Brazil, every invoice must be filed with the government in real time. The UK’s “Making Tax Digital” (MTD) program requires businesses to upload their general ledgers to government servers quarterly, with AI automatically coding transactions. “Fundamentally what happens,” Harris explains, “is your general ledger gets uploaded to a government server. When it comes time to file the taxes, you’re just signing something, because they already know what you owe.”

These government requirements force businesses to modernize in ways that make continuous operations inevitable.

Harris’s vision for continuous auditing might be the most radical change. Instead of annual audits that review old data, he sees auditors providing ongoing assurance with technology constantly monitoring books. “My vision for continuous auditing is that the auditors are going to make a lot more money than they’ve been making,” he predicts. “It’s going to be continuous assurance.”

This would transform the relationship between businesses and auditors from periodic validation to ongoing collaboration. Instead of finding problems months later during annual reviews, continuous auditing would catch issues immediately and help fix them in real time.

Building Trust: Making AI Accountable

The biggest challenge is psychological. How do you get CFOs to trust AI systems with decisions they’re responsible for?

Harris understands this deeply. “You have to understand that psychology to design this experience,” he explains. The key is creating a “trust journey,” gradually giving AI more autonomy as users gain confidence through transparency and proven results.

Sage’s answer is its AI Trust Label, which Harris compares to a nutrition label. Click on any AI feature and you can see exactly how it works: what models it uses, how it handles data, security measures, and whether it uses your data for training. “We’re not saying here’s how much you should trust this,” Harris clarifies. “We’re saying here’s the compliance we are subject to and we are meeting and here’s the models we use.”

This transparency is crucial for complex tasks like accrual processing. Before a CFO trusts AI to handle accruals alone, they need to see the system’s suggestions, verify it contacted purchasing about pending invoices, and understand how it decides what to accrue. “I want to see in a very transparent, auditable way what the AI is doing before I say ‘yep, you can do it now’,” Harris emphasizes.

Sage’s careful approach reflects what customers really want. Harris cites a survey showing 75-80% of businesses want AI companies to “take it slow and get it right.” This finding shaped Sage’s strategy of gradual rollout rather than rushing autonomous agents to market.

This approach contrasts sharply with competitors like Intuit, whose AI agents Harris criticizes as trained on community forum content rather than authoritative sources. He describes Sage’s strategy as “a lot less reckless,” emphasizing their focus on serving CFOs who demand absolute accuracy. “We’re ruthlessly focused on the accounting profession. That CFO needs to trust us and they’re not going to use something they don’t trust.”

Instead of using general-purpose AI models, Sage is developing specialized accounting expertise through their partnership with the AICPA. These smaller, fine-tuned models focus specifically on accounting knowledge rather than trying to be good at everything. “I want it to be an expert at a very narrow set of things,” Harris explains. “You want it to be as capable as a CPA.”

AI in Action: What Sage is Building Now

Harris shared several examples of AI already working in Sage products, showing how these concepts are becoming reality.

Sage Copilot has been rolling out across different products over the past year. It started with small businesses using Sage Accounting, then expanded to Sage for Accountants, Sage 50, and now Sage Intacct. The system helps with three main areas:

  1. Close management. Copilot keeps users informed about what’s preventing the books from closing and helps them through the process
  2. Budget variances. It engages budget owners outside the finance team to understand performance and explain variances
  3. Product guidance. Users can ask conversational questions about how to use the software instead of searching through help files

Outlier Detection is Sage’s first major AI investment. Harris explains they built this capability first because “when we talk to finance teams and CFOs, the thing that comes through loud and clear is that they need to be trusted. The thing they care about the most is that their books are accurate.”

The system works differently for each company because “an outlier for company A is not the same as an outlier for company B.” Examples include:

  • Accounts payable. Detecting vendor impersonation, unusual billing patterns, or duplicate invoices using fine-tuned models that create “fingerprints” for common vendors
  • Supply chain. Warning about potential fulfillment problems by spotting irregularities in supply chain activity
  • Construction. Helping estimate projects by recommending which subcontractors to get bids from and flagging unusual bid amounts

What’s impressive is how these systems work together. Harris notes that building AI isn’t just about creating one model. “You’re building a system, and that system is going to have traditional tech. It’s going to have AI. And usually, when there’s AI in it, there’s a lot of different pieces of AI that work together.”

The Bigger Picture: Reimagining Business Operations

Harris’s vision involves fundamentally changing how businesses operate in a real-time economy.

Consider the implications: When we can continuously validate financial data instead of reviewing it annually, investors get unprecedented confidence in business performance. When tax compliance happens in real-time instead of quarterly bursts, businesses can allocate resources more strategically. When companies can predict supply chain issues and prevent them instead of discovering them during month-end reviews, they can maintain customer relationships without the traditional firefighting that defines many finance roles.

For accounting professionals, this means preparing for a future where the monthly close might become as obsolete as manual ledger books. Annual audit cycles that consume enormous resources could give way to continuous partnerships between businesses and their assurance providers. Rigid approval workflows that slow decisions could be replaced by intelligent systems that understand context and risk better than static rules ever could.

The early signs are already here. Harris points to the international examples, Sage’s current AI capabilities, and the continuous monitoring being deployed across industries. “The question isn’t whether this transformation will happen,” Harris suggests, “but how quickly businesses and professionals will adapt.”

What This Means for You

Harris’s predictions might sound futuristic, but they’re grounded in technology that’s already working. The measured approach Sage is taking—building trust through transparency, developing specialized expertise through professional partnerships, and prioritizing accuracy over speed—suggests this transformation will happen thoughtfully.

Accounting professionals should start preparing for a world where traditional business cycles might disappear entirely. The skills that matter won’t be about managing monthly closes, but about interpreting continuous data streams, collaborating with AI systems, and focusing on strategic analysis that only humans can provide.

The future Harris describes isn’t just possible; it’s already beginning. Understanding this evolution and preparing for it might be the most important investment accounting professionals can make in their careers.

Listen to the full episode above to hear Harris’s complete vision for how AI will reshape the fundamental rhythms of business.

June 2025 QuickBooks Updates: Inventory, Square Integration, and What’s Coming

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Picture this: You’re an accounting professional starting your Tuesday morning routine, coffee in hand, ready to tackle your client’s monthly reconciliation. But when you log into QuickBooks Online, something’s different. The familiar black navigation bar that’s guided your workflows for years has vanished, replaced by sleek gray buttons and flyout menus. Your muscle memory falters for a moment as you hover over unfamiliar icons, wondering if this change will derail your carefully orchestrated productivity schedule.

This scenario is the reality facing thousands of accounting professionals as QuickBooks Online undergoes its most significant transformation in years. In this episode of The Unofficial QuickBooks Accountants Podcast, host Alicia Katz Pollock and guest host Matthew “Spot” Fulton from Parkway Business Solutions broke down the latest “Now You Know” updates, revealing what’s new and why these changes matter for the future of accounting technology.

The Big News: Inventory Module Goes Standalone

The most significant announcement buried deep in a Firm of the Future article is a complete restructuring of how QuickBooks Online offers inventory features. After years of forcing users into QuickBooks Plus for inventory capabilities, Intuit is finally separating the inventory module into a standalone $40-per-month add-on.

“Until now, if you wanted inventory, you would subscribe to Plus,” Katz Pollock explains. “But they had users who were using Simple Start or Essentials, where they have their inventory in other places. They don’t need everything in Plus, but they do need QuickBooks inventory.”

This change eliminates a long-standing barrier for businesses running Simple Start ($30/month) or Essentials ($65/month) who needed inventory capabilities but couldn’t justify the cost of jumping to Plus. Instead of making that expensive leap, they can add inventory functionality for $40 monthly.

The thinking behind this move connects to QuickBooks’ broader Commerce Center strategy. “They’re doing this because of the commerce tools they’re building out,” Katz Pollock notes. “They have the Commerce Center, which is designed to be a one-stop shop, your single point of truth for integrations with shopping carts like Shopify, or your own website, or eBay or Etsy.”

But there’s a catch. Intuit is also wrapping the shipping label feature into the inventory module, sunsetting it as a standalone option. This means if you currently use shipping labels without inventory, you’ll need to either upgrade to Plus or add the inventory module to maintain that functionality.

The shipping integration actually works quite well, according to Katz Pollock’s testing. “The shipping module adds tracking right inside the invoice,” she explains. “You have those fields for the shipping address and then the tracking number. This auto-populates the tracking for you.”

Square Connector Gets a Major Upgrade

While inventory restructuring grabbed headlines, the Square connector improvements might have a more immediate impact on many practices. The previous “Connect to Square” integration had limitations that frustrated accountants and clients.

“The transactions were slow to appear. There was not a lot of transaction detail. The matching was limited,” Katz Pollock summarizes. “The way Square manages its holds and its adjustments, kind of like PayPal, it can be really confusing.”

The new Square connector addresses these pain points systematically:

  • Faster transaction processing. Sales now appear within hours instead of days, dramatically improving cash flow visibility.
  • Better transaction detail. You can now see net amounts, fees, tips, and taxes all broken out separately within each payout batch.
  • Improved matching. The system better recognizes and matches transactions, reducing manual reconciliation work.
  • Sales tax integration. Perhaps most importantly, the connector now imports and tracks sales tax automatically.

However, the new system imports individual transactions rather than daily batch summaries, which could create challenges for high-volume businesses. Katz Pollock shared concerns about a cornfield maze client who processes hundreds of daily transactions. “This integration right now looks like it’s individual sales. So that would import all hundreds of them every day, which is not going to be ideal for us.”

Intuit acknowledges this limitation, with batch summary imports planned for “version two” of the connector. The new system supports classes and locations, works with all QuickBooks Online versions, and remains free to use.

Interface Revolution: The New Dashboard Arrives

The most visible change coming to QuickBooks Online is the complete interface redesign, and it’s closer than you might think. The new dashboard represents QuickBooks’ most significant user experience transformation in years, but it’s designed to minimize disruption to existing workflows.

“Intuit has done a really good job of not making something so drastically different that we have to start over again,” Katz Pollock observes from her beta testing experience. “All of the windows, all of the transaction screens they’ve already been updating over the last two years. And so once you go into a transaction, there’s literally nothing different.”

The visual transformation is dramatic. The familiar black navigation bar disappears, replaced by a two-level system with light gray buttons and flyout menus. But beneath this aesthetic change, all core functionality remains intact.

Fulton, also beta-testing the interface, emphasizes this continuity: “Nothing’s actually changing behind it. You have pretty little icons on the far left instead of just words. And then those pretty little icons fly out to more menus, and then guess what? It’s exactly the same when you’re in that.”

QuickBooks carefully orchestrated the rollout timeline:

  • July 1st: Manual opt-in becomes available (with opt-out option)
  • August 1-30: Automatic enrollment begins (opt-out still available)
  • September: Mandatory transition (no opt-out option)
  • September 22nd: Final cutover date

This phased approach gives users multiple opportunities to adapt while providing safety nets for those who need more time. The timing also ensures completion before the next QuickBooks Connect conference, where QuickBooks will likely showcase new features built for the updated interface.

Key improvements in the new interface include:

  • Enhanced bookmarks. Favorite reports and frequently used screens are now accessible at the main level, eliminating menu navigation for common tasks.
  • Customizable dashboard. Users can hide or rearrange dashboard components to match their workflow preferences.
  • Intuitive navigation. The “silo buttons” (accounting, expenses, sales, customers, payroll) are actually easier to understand than the previous system.
  • Hover menus. Flyout menus respond to cursor hover, eliminating unnecessary clicks.

Supporting the Transition: Training and Resources

Recognizing that interface changes require comprehensive support, training providers are mobilizing resources to help professionals maintain productivity during the transition.

Royalwise is undertaking a massive curriculum overhaul. “Everything I have has to be rerecorded,” Katz Pollock explains, referring to her library of over 50 QuickBooks classes. “So, you’ve got me here for the next 15 years.”

Starting in September, Royalwise will re-teach its entire curriculum in the new interface through bi-weekly sessions. Silver and Gold members get automatic enrollment at no additional cost—a commitment that demonstrates the scale of change management required.

The training approach extends beyond just explaining new buttons and menus. They’re developing a new book series specifically for the new interface, with comprehensive volumes and specialized guides for daily workflows, inventory, project management, and payroll. A practice set with real business scenarios will help users gain hands-on experience. Preorder your copy at https://www.amazon.com/dp/B0FDX859WD

Fulton’s ongoing QB Power Hour sessions with Dan DeLong provide another support pillar. These live streams every other Tuesday (9 AM Pacific, 12 PM Eastern) offer continuing education that adapts to current challenges and allows real-time interaction with experts.

What’s Coming Next: AI Agents and Beyond

July’s “In the Know” session will focus heavily on AI agents—automated assistants designed to handle routine tasks like sending invoices, tracking payments, reconciling books, and managing customer leads.

Intuit is developing four types of AI agents:

  • Accounting agents to handle routine bookkeeping tasks
  • Payments agents to manage payment processing and tracking
  • Customer agents to oversee customer relationship management
  • Finance agents to provide financial analysis and insights

These agents will integrate with the new dashboard and existing workflows, representing the next phase of QuickBooks’ evolution toward more automated, intelligent accounting processes.

Other developments on the horizon include expanded CRM tools, deeper MailChimp integration, and enhanced mineral HR features for payroll Premium and Elite users. The Mineral HR platform, available since 2019, includes law alert libraries, wage calculators, employee handbook builders, and safety training courses—resources many users don’t realize they already have access to.

The Path Forward

QuickBooks understands the critical balance between innovation and disruption in professional environments. The modular approach to inventory, careful interface preservation, and comprehensive training support show enterprise software evolution can enhance rather than disrupt existing workflows.

For accounting professionals, this blueprint suggests future changes will follow similar patterns: gradual, well-supported, and designed to amplify rather than replace professional expertise. The phased rollout timelines, preserved functionality, and extensive educational resources show a commitment to maintaining productivity during technological transformation.

As these changes roll out over the coming months, they’ll provide valuable insights into how the accounting profession adapts to technological evolution. The strategies demonstrated here offer a roadmap for future innovations that prioritize professional continuity alongside technological advancement.

Ready to dive deeper into these game-changing updates? Listen to the complete episode of The Unofficial QuickBooks Accountants Podcast where Alicia Katz Pollock and Matthew “Spot” Fulton provide their full analysis of these developments and discuss how these changes will affect your practice and your clients’ businesses.

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!

Avalara Tax Research: The Answer to Your Clients’ Toughest Sales Tax Questions

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“Is this service taxable?” It’s a seemingly simple client question that can send accountants down a rabbit hole of research, often leading to uncertain Google searches and hours navigating complex state websites.

“Google’s great for some things, but when it comes to figuring out the taxability of products, it is lacking,” explains Blake Oliver in a recent Earmark Expo webinar. “As anyone who has worked with sales tax questions knows, the answers are different by state and by local jurisdiction. It’s a giant mess.”

Sales tax isn’t something most CPAs learn in school, making these questions particularly challenging. Many accountants refer clients to specialists when they can’t find reliable answers quickly enough.

In the webinar, Luke Marlatt from Avalara demonstrated how their Tax Research tool helps accountants tackle these challenges confidently. Let’s explore what makes this solution work and how it could benefit your practice.

How Avalara Gathers and Organizes Tax Information

Behind Avalara’s platform is an impressive research operation that transforms chaotic multi-jurisdictional tax laws into accessible, actionable information.

“We employ a gigantic team of researchers who spend all day, every day going to find information,” Marlatt explains. “We’re scrubbing over 27,000 web pages every single day. That’s not just some poor intern in the basement clicking on web pages; they have web crawlers and all this kind of cool technology.”

What sets Avalara apart is what happens after data collection. Real human experts verify every piece of information, translate complex tax code into plain language, and track changes down to case law and local regulations.

The team’s commitment goes beyond passive monitoring. When necessary, they actively chase down information through direct outreach to tax authorities. Marlatt shared how one colleague spent 2.5 hours on the phone with tax authorities in Jackson, Wyoming, to confirm a customer’s tax rate question.

This thorough approach has earned such credibility that Colorado, Missouri, and the Alaska Municipal League actually use Avalara’s data to power their own public-facing websites. 

Key Features That Make Research Easier

The webinar demonstration highlighted several standout features designed to make sales tax research more efficient and user-friendly:

Simplified Nexus Determination

Rather than forcing users to interpret complex legal language, Avalara converts nexus requirements into straightforward yes/no questions.

“Instead of reading through the law trying to figure out what they mean—which in Washington, you’d have to read through five totally different parts of the revenue code—we just turn them into yes/no questions,” Marlatt explains.

This makes it easy to interview clients who might not understand tax terminology but can answer simple questions about their business activities.

Multi-State Comparison

With a single click of the “compare” button, users can apply a tax question across all states simultaneously, eliminating the need to research each jurisdiction individually.

“You hit the compare button and literally have your answer in every single state in the country,” Marlatt demonstrates. “Then you can hit this export button to dump it into Excel and start a workbook for a Nexus study.”

Customizable Tax Matrices

The Tax Matrix feature allows you to create customized, multi-state, multi-product matrices showing tax liability across different jurisdictions. You can save these matrices in the system and they’ll update automatically whenever relevant tax laws change.

“If you provide a tax matrix to your client, they’re going to want it updated. And traditionally that’s a difficult thing,” Marlatt explains. With Avalara, “The only thing you need to do is log in and hit the export button. And you’ve now got an updated tax matrix for your client.”

This creates an opportunity for subscription-based services, as Leary pointed out during the webinar: “And you build a quarterly tax research update into your fees.”

Precise Rate Lookups

The platform includes rooftop-level tax rate lookups, allowing users to find exact rates for specific addresses. The system shows the breakdown of rates by jurisdiction, essential for places like California where returns require this detail.

An interactive map displays the exact boundaries of taxing jurisdictions, making it easier to visualize where different rates apply.

Change Tracking and Updates

Users can toggle on a “highlight changes” feature that visually marks modified content with color indicators. This helps accountants quickly identify what’s changed since their last review.

The customizable email update system notifies you about tax changes daily, weekly, or monthly, filtered by content areas and specific states. These updates provide both an overview and detailed information about specific changes.

Marlatt shared how this helps catch significant changes: “The state of Kentucky defines SaaS as a service—they changed their law at the beginning of 2023. Because of that service law change, SaaS is now taxable in Kentucky as well.”

Expert Research Assistance

When questions arise that users can’t resolve through self-service research, the “Contact a Tax Expert” function connects them with Avalara’s team of expert researchers (mostly attorneys).

“Ninety four percent of the time, we beat our 24-hour mark and 71% of the time we actually beat the hour mark,” Marlatt notes regarding their response times. Last year, the team answered approximately 8,900 questions.

Avalara Tax Research also saves previous Q&A exchanges in a searchable repository, allowing users to benefit from questions other customers have asked.

Accessible for Firms of All Sizes

While these capabilities might seem designed for large firms, Avalara Tax Research serves accounting practices of all sizes.

“We have all the big four and most of the really big firms across the country using our tax research. We have mom and pop shops,” explains Marlatt. “Most of the demos I do are for single person operations with two or three people in a firm.”

For firms concerned about audit protection, Avalara offers an audit information guarantee. While they don’t provide direct tax advice or audit defense (leaving that advisory role to accounting partners), they stand behind their information’s accuracy.

“We will back up our information under audit directly with that auditor,” Marlatt explains. “We will go and defend that information with the auditor. We say, ‘Here’s all our research. Here’s how we got from A to B.'”

The platform also includes training resources to help firms maximize their return on investment. “There’s a team of trainers that make sure you get the most out of this tool,” Marlatt notes.

Adding a Valuable Service to Your Practice

Avalara Tax Research helps transform a persistent challenge into a strategic advantage. By providing authoritative answers to sales tax questions, firms can build service offerings around tax compliance while delivering more value to clients.

When clients receive clear, authoritative answers instead of tentative responses or referrals to specialists, it strengthens their trust in your firm. When you can proactively alert them to regulatory changes before they become compliance issues, you position yourself as a true advisor.

For practitioners who want to see these capabilities in action, watch the on-demand webinar. Tax complexity continues to increase, and having reliable resources to navigate this landscape is essential for serving clients effectively.