Simple Journal Entries in QuickBooks Online
- smith28781525
- Aug 5, 2025
- 4 min read
QuickBooks Online journal entries are essential for adjusting account balances, correcting errors, and maintaining accurate financial records. Whether you’re an accountant managing adjusting entries or a business owner reconciling accounts, understanding journal entries is critical to staying on top of your books.
In this guide, we’ll cover how to create, edit, reverse, delete, and manage journal entries in QuickBooks Online. You’ll also learn how to use templates, generate reports, and handle payroll adjustments.
Need expert help? Speak to a QuickBooks specialist now at +1(866)500-0076.
Learn how to create, edit, and manage journal entries in QuickBooks Online for accurate, error-free bookkeeping—call +1(866)500-0076 for expert help.
What Is a Journal Entry in QuickBooks Online?
A journal entry is a manual record that adjusts accounts in your general ledger. Unlike standard transactions (like invoices or bills), journal entries are used for more technical accounting tasks such as:
Adjusting depreciation
Correcting posting errors
Allocating revenue
Year-end adjusting entries
Payroll corrections
Accountants frequently use journal entries to ensure books are GAAP-compliant and ready for tax filings.
How to Create a Journal Entry in QuickBooks Online
Here’s how to create a journal entry in QuickBooks Online step by step:
Steps:
Go to the “+ New” button on the left menu.
Click on “Journal Entry.”
Choose the journal date and set the journal number if needed.
Add your debit and credit accounts with amounts.
Provide a description for the entry.
Select the customer/vendor if applicable.
Click “Save and close” or “Save and new.”
Your QuickBooks Online manual journal entry is now recorded!
Facing issues creating an entry? Call support at +1(866)500-0076.
Edit Journal Entry in QuickBooks Online
To edit a journal entry:
Go to “Reports” > “Journal.”
Locate and click the journal entry you want to modify.
Make the necessary changes.
Save the entry.
Be cautious when editing entries, as it may affect account balances and reconciliations.
Delete Journal Entry in QuickBooks Online
To delete a journal entry:
Open the entry via the Journal Report or Search.
Click “More” at the bottom of the screen.
Select “Delete” and confirm.
Always double-check before deleting entries, especially if they were made by your accountant.
Reversing Journal Entry in QuickBooks Online
Sometimes, a journal entry is made for accruals or estimates and needs to be reversed. To create a reversing journal entry:
Open the original journal entry
Manually create a mirror entry with debits and credits flipped
Change the date to the reversal period
Add “Reversal” in the memo field for clarity
This is common for payroll, interest, and temporary adjustments.
Recurring Journal Entries in QuickBooks Online
Need to enter the same journal entry each month?
QuickBooks allows you to set up recurring journal entries:
Create a journal entry
Before saving, click “Make Recurring”
Set the schedule, start date, and frequency
Save and automate
This saves time for monthly allocations, depreciation, or recurring adjustments.
Journal Entry Report in QuickBooks Online
To view all your journal entries:
Go to Reports
Search for “Journal”
Customize by date range, account, or user
This report helps verify changes, monitor entries made by your team, and catch discrepancies.
QuickBooks Online Journal Entry for Payroll Adjustment
Sometimes, payroll postings from third-party processors need to be corrected. You can use journal entries for payroll adjustments, such as:
Employer taxes
Employee benefits
Wage allocations
Make sure to debit and credit the correct payroll liability and expense accounts. Always back up your data or consult an accountant before proceeding.
Need help with payroll journal entries? Call +1(866)500-0076.
You May Also Visit: Quickbooks W2 Forms
QuickBooks Online Journal Entry Template
If you frequently enter similar journal entries, you can use a template:
Save your entries as recurring transactions
Label them for specific use cases (e.g., rent adjustment, commission accrual)
Automate them monthly or quarterly
This simplifies routine accounting and avoids mistakes.
Import Journal Entries into QuickBooks Online
QuickBooks Online supports importing journal entries via Excel or CSV using third-party tools or apps like:
SaasAnt Transactions
Transaction Pro Importer
Intuit's Data Import Tool (for Accountants)
Make sure to match the format required: Date, Journal No., Account Name, Debit, Credit, Memo, etc.
QuickBooks Online Journal Entry Permissions
Not every user in QuickBooks can create or modify journal entries. Only users with:
Full access or
Accountant role
…can make journal entries.
To adjust permissions:
Go to Settings > Manage Users
Modify or assign user roles
If you need to assign accountant rights in QBO, invite your accountant via the Accounting Firms tab for secure and limited access.
Accountant Tools for Journal Entries
If your accountant is added to your QBO file, they can access special accountant tools such as:
Reclassify Transactions
Undo Reconciliation
Write Off Invoices
Batch Journal Entries
These are available only to users accessing via QuickBooks Online Accountant.
Journal Entries vs Transactions in QuickBooks
Transactions are generated from day-to-day business activities like sales or purchases. Journal Entries, on the other hand, are:
Manual
Customizable
Often used for adjustments or internal corrections
Use them only when necessary, and always ensure double-entry accuracy.
Need Help With Journal Entries in QBO?
If you’re confused about debit/credit rules, making adjusting entries, or reversing payroll mistakes—don’t take chances. Let our experts walk you through it.
Call the QuickBooks Journal Entry Support Line at +1(866)500-0076
We assist with:
Journal entry setup
Reconciliation issues
Accountant-level tools
Payroll corrections
Import/export of entries
Conclusion: Master Journal Entries in QuickBooks Online
Mastering QuickBooks Online journal entries helps you keep your financials accurate and ready for review or taxes. From simple corrections to advanced reversing entries, understanding this feature gives you more control over your business books.
Whether you're doing it yourself or working with a CPA, journal entries are an essential part of clean bookkeeping.
Need expert help now? Call +1(866)500-0076 for step-by-step guidance on creating or managing your journal entries.
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