Save time with QuickBooks keyboard shortcuts

Hands typingWhenever I can do something on the keyboard without reaching for the mouse, I do. Mouse work slows me down, and when I have a lot of QuickBooks work to do, the seconds add up!

While there are some things only a mouse can accomplish, there are several shortcuts that I use regularly to keep me in the flow. Here are some of the shortcuts that I use most frequently with QuickBooks (the Windows desktop version).

If you find you have a lot of entries to make, these shortcuts can help you complete them in less time.

Find your QuickBooks version’s License or Product numbers

Press the F2 key to see a plethora of information: file size, file location, numbers of vendors, customers, and more. The information you find with this shortcut can be especially helpful when you’re troubleshooting a problem.

Find a transaction

Ctrl-F opens the Find Window. If you are working with a specific transaction, like invoices, Ctrl-F will open a window that searches them.

If you’re looking for a dollar amount, but you aren’t sure what transaction it may be, click anywhere on the home page (yes, you will need the mouse for that part!) and then press Ctrl-F. On the Advanced tab (Alt-A), enter the amount and hit Enter. All results for that dollar amount are displayed, and you can sort from most recent to older ones.

Insert a line in a transaction

Go to the line in front of the place you want to insert a line, and press Ctrl-Insert. Need to delete a line instead? Select it and press Ctrl-Delete. Note: this shortcut adds a line within a transaction, not a line at the bottom.

Quickly move through the fields of a transaction

Use the Tab key to efficiently move through a transaction’s fields. This can help you make sure you’re covering all your bases. You could use this in a number of ways.

  • Tabbing off the name field will populate certain fields, depending on how you set up your vendors and customers. (Tip: take time to set up vendors and customers, and avoid using “Quick Add” for that purpose; that will pay you back in time saved for many transactions to come.)
  • Tabbing will prevent you from inadvertently skipping over the date field (so you’ll avoid recording a transaction in the wrong period).
  • You can be sure you haven’t skipped any important fields, because using the Tab key takes you through them all.

Bypass “Save & Close” and “Save & New” buttons

Using Alt-S will save the current transaction, and Alt-N will save the transaction and move you on to the next one.

Or, if you’ve set the default appropriately (Edit > Preferences > General > Pressing Enter moves between fields-Uncheck), simply hitting return will do a “Save & New.” Talk about quick!

Want to find more QuickBooks keyboard shortcuts? The Sleeter Group published a comprehensive list of keyboard shortcuts for QuickBooks. I encourage you to check out that list.

Do you have any favorite keyboard shortcuts that you use? If so, please share them below!

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