QuickBooks 2020 Desktop features a new way to automate payment reminders. This should save you time and potentially improve your collections and cash flow.

How do you set it up? Start by clicking Customers / Payment Reminders / Schedule Payment Reminders.

Now you get to set up a new schedule. Give it a name and define how late an invoice must be for it to come up on the reminder list.

Now you are going to create a subset of your customers that will receive these notifications. Give them a name and a description.

Select the customers you want to be added to the list. Of course, you can select customers with overdue balances. But if you can select or deselect customers as you wish.

Edit your email content for the reminder. Below shows your starting template.

That’s it. When you are ready to send out reminders, just click Customers / Payment Reminders / Review and Send Payment Reminders.

QuickBooks will pull up a list of relevant invoices to send, and you can confirm your selections. Click Send Now and you’re done!

The record of the sent payment reminders will be captured, and you can see that on the Sent Email tab of Customer Information for each customer.

We hear from QuickBooks Enterprise users all the time when they find that they’d rather be using Pro or Premier instead of Enterprise.

Our Enterprise Downgrade Service delivers your Enterprise file back to you as a complete Pro or Premier file. It’s as if the file had been created and used in Pro or Premier from day one.

What do people say who have gone through the process?

 I just needed my QB file downgraded from Enterprise to Premier.  I received my downgraded file the same day that I submitted it!  Keep up the great work! It’s not often that you can find a vendor that exceeds expectations, and I’m glad I found you.

Brett Whigham, WoundVision LLC

What about links to external sites?

Quick service, and I didn’t lose my IRS links. All data seems to be intact and I was able to immediately start using my system again. Thank you all so much!

Julie Anderson, Mikado/Watkins Restaurant Group

Can you save money by downgrading?

Our company was being charged $2,375 for a 1-year license on Quickbooks Enterprise and when we chose not to renew we lost the ability to even log in to use the check register or pay vendors.  Quickbooks offered no feasible solution.  I started researching online and found Quickbooksusers.com.  You guys have saved us a lot of money!  It was a very easy process and the customer support was very fast to respond.  Everything I read was exactly what they did and now I have all my data back even though some were adamant that this could not be done.

John McElvaine, Granville LLC

Is it a difficult process?

When I found out I could not update my Quickbooks without paying a yearly fee to Intuit I was devastated. I feel very lucky to have found Shannon Tucker, he made me feel very at ease and that he could help me convert our data with no problem.

He was right, he did exactly what he said he could do and on time. I find this quality so rare these days. 

He made the whole process very easy, I was able to upload and download our files with no problem. He was also very helpful on the phone walking me thru it all. I highly recommend this company!

Sharon Grey, Innovation Dental, Inc.

What a seamless conversion!  Fast turn around and the converted file uploaded the first time.  No issues at all.  GREAT service!  Would highly recommend A+++

Vicky Hamlin, Nuvesse Skin Therapies

We have downgraded a couple of QuickBooks Enterprise company files to the Premier version with QuickbooksUsers.com and they have delivered the files on time and perfectly downgraded. Everything was a mirror of the previous version. Thank you so much!

Joaquin Hernandez, Empowered IT Solutions

RELATED: Converting from Enterprise 2016 to Premier 2019
RELATED: Some Enterprise Users Step down to Pro or Premier

We’re getting a lot of inquiries about this as Enterprise 16 will be sunsetted at the end of this month (May 2019).

People who have been using Enterprise, but who don’t need the extra capacities of Enterprise, sometimes explore the possibility of moving over to Premier. You save a lot of money that way.

There’s no built-in way, however, to migrate a set of data from Enterprise to Premier.

The good news is that we can convert/downgrade your Enterprise file to Premier without any loss of data, or rekeying of data. It’s a turnkey service. We guarantee success or we’ll give you a complete refund. Our success rate with this process is +99%

The data file we return to you will be as if it had been created and used in Premier from day one.

See details, pricing, turnaround, and ordering information here.

You’re getting ready to install the latest version of QuickBooks, but you’ve got a prior version already installed. Can you have multiple versions installed on one computer at a time? Is this going to cause QuickBooks problems?

And if you can have multiple versions installed, should you?

First, let’s define the term ‘version’. A version in QuickBooks means a particular year’s release of one of the desktop editions of QuickBooks: Pro, Premier, Accountant, or Enterprise. So for example, QuickBooks Pro 2018 and QuickBooks Pro 2019…those are two different versions, same edition.

In most cases, YES, you can have multiple versions of QuickBooks installed on the same computer at the same time. In fact, you can has as many as your hard drive has room for. See caveats below, however.

On my own main work computer, I have all versions of QuickBooks Accountant (Premier) and QuickBooks Enterprise between 2012 and 2019 (the latest version as of this writing). No problem.

The only exceptions to this are…

  • Pro AND Premier. You can only have one or the other installed for a particular version (year).
  • US AND Canada (or other countries’ combinations). You can’t have multiple ‘region’ versions installed on the same computer.

So SHOULD you have multiple versions installed on your computer? It makes sense if…

  • You are a CPA, bookkeeper, or consultant who needs to support the files of clients who use different versions
  • You want to keep an older version (or versions) installed just in case you need to restore an old data backup associated with that old version. Of course, it should work fine to restore an old backup into a new version of QuickBooks — it should upgrade it as it restores it. But sometimes there are glitches there, and you need to restore it in the original version.

Otherwise, you can choose to uninstall the old version(s). In fact, when you install new versions, it will ask you if you want to uninstall an old version.

NOTE: Before you uninstall a version of QuickBooks, make sure that you file away the old version’s install CD (or download file if you bought it that way), your install codes, and your registration information. Just in case you need to reinstall it later for some reason.

Of course, the best option will be defined by what your business needs.

QuickBooks Desktop (Pro, Premier, Accountant, Enterprise) has the advantage of having the longest and deepest track record. QuickBooks Desktop editions have have been installed millions of times since they were initially released in the early 1990s. Some people need the extra horsepower that Enterprise has, especially in inventory reporting. Or some people need an industry-specific sub-version that isn’t available in QuickBooks Online.

The main disadvantages of Desktop editions: You’re in charge of the IT necessary to make QuickBooks run on your network (hardware, networking, security, backups). And, if your users are distributed across different locations, that is a challenge.

QuickBooks Online has been growing in its userbase much faster than Desktop editions over the last few years. QuickBooks Online has also been gobbling up some of the Desktop userbase as desktop users migrate to the online edition.

The advantages of QuickBooks Online are the exact opposite of QuickBooks Desktop’s disadvantages: Intuit does the IT work for you, and you are free from geographical limitations in your user team. The main disadvantage? The software currently doesn’t have some features that are only found in Desktop.

Some people also take philosophical exception to having their accounting data reside in the cloud, on someone else’s computer (on Intuit’s server).

RELATED: My File’s Too Big to Migrate to QuickBooks Online!

Hosted QuickBooks is, in a way, having your cake and eating it too. Companies like Right Networks offer a subscription service where you run QuickBooks Desktop that is hosted on their servers.

So you don’t lose any functionality associated with QuickBooks Desktop, but you are freed from the demands of running QuickBooks across your own local network, and you can run QuickBooks Desktop from anywhere that has fast internet access.

What about you? Are you planning on making a change of QuickBooks platform this year?

Make 2019 the year that you and QuickBooks become the “complete team.” How? By using QuickBooks to help you reach your business goals (offense!) while also avoiding accounting/IT catastrophes (defense!)


  • Make more money: Find out what parts of your business are most profitable and target that area more in 2019. Use P&L by Class, or inventory reports to determine where you are most profitable. Don’t know how? Get a QuickBooks Pro Advisor who is strong in managerial accounting, or a CPA who is strong in QuickBooks, to help you.

RELATED: How to Find a QuickBooks Expert Near You

  • Make even more money: The flip side: Find out where you are unprofitable and scale that area back or out in 2019. Same strategy as above, but looking for the weak areas.
  • Gain efficiencies by using the cloud. This, of course, is one of QuickBooks Online’s strongest suits. You can distribute your QuickBooks operations geographically when your data is centrally located on Intuit’s server.But if you can’t do without the special functionalities of Desktop editions, you can still take advantage of accounting in the cloud. Use a hosting company (like Right Networks) to get your data into the cloud on their server, while still maintaining all the functionality of the Desktop editions of QuickBooks.

RELATED: How Do You Migrate to QuickBooks Online?


  • Protect from data loss. Make sure your backups are being done right.

RELATED: Are You Sure Your QuickBooks File is Backed Up Right?

  • Protect from fraud. Initiate an accounting audit using an outside auditor. I frequently read news stories about bookkeepers embezzling hundreds of thousands of dollars from their employers by doing tricky, hidden things in QuickBooks. An external audit can expose this and potentially save the business.

RELATED: How to Restrict User Access in QuickBooks
RELATED: How to See What Your Users Have Been Deleting

  • Protect from IT disasters. Small office IT is something that is often ignored until something really bad happens. Most small business owners don’t prioritize a proactive IT audit, but they should.
  • Protect against accounting vulnerabilities. Do payroll and taxes right. If you have an in-house CPA, experienced in-house payroll clerk, and experienced in-house IT guru, consider yourself fortunate. If you lack any of these, consider bringing in a an outside resource in 2019 to do the heavy lifting. Payroll and sales tax liability are tricky, and many small businesses are not equipped to know all the ins and outs. Why fight it?
  • Stay within the limits of QuickBooks. If you are using Pro, Premier, or Accountant (Desktop editions), then make sure you’re not about to bump into the 14,500 names/items limit. If your file is getting so big that it’s starting to feel sluggish, consider getting your file worked on so that it performs well again.

RELATED: I Wish QuickBooks Had an Early Warning System
RELATED: I’m About at My QuickBooks Limit for Customers. Help!
RELATED: These are Large QuickBooks Files…and What Users Did

How else can you play offense or defense in your business using QuickBooks? Share your comments below.

Thinking about getting QuickBooks 2019 Desktop? There are new features like invoice status tracking, multi-monitor support, and an easier, more efficient way to pay bills.

What choices do you get when installing the software, and what is required at install time?

Here’s an installation walk through and the new feature list you’ll see when installing. (These screenshots were taken from QuickBooks Enterprise 2019, but the process is the same for Pro, Premier, or Accountant 2019.)

Do you have another version of QuickBooks running in another windows? Or another memory or CPU-intensive program running? Close them down so that the QuickBooks install will have plenty of elbow room

You’ve seen these many times. Click the checkbox to activate the Next button

These codes came with your software. If you can’t find them, you’ll need to talk with Intuit support. NOTE: Even after you enter these codes, you’ll still need to register your software after installation is completed

Here you set up some back end network settings that QuickBooks will use to tell where your data will be located

QuickBooks knows what its default program location should be. Don’t change it unless you have a good reason to. You DO NOT have to remove older versions in order to install the new version, so keep the old version out there unless there’s a good reason not to. (If you ever need to run the old software, it will be easier to have it already in place than having to reinstall it)

Click Install to commence the process. The installation will take several minutes

Off to the races! You will not be asked for any further input until installation is complete. And now you view the new feature slideshow…

quickbooks 2019 new features
New vendor management feature in version 2019

quickbooks 2019 new features
New efficiency improvements in version 2019

quickbooks 2019 new features
New features to help you find the account you want

Almost home! QuickBooks 2019 Desktop requires a computer reboot to finish its setup. If anyone is logged into a program using data from your computer, make sure they get out before you reboot!

You’re in like Flynn! You’ll now have QuickBooks 2019 Desktop installed on your computer. Of course, if you are operating QuickBooks from multiple computers on your network, you’ll need to install QuickBooks on those other computers too. You’ll be able to open QuickBooks 2019 either from your Start menu or from a Desktop icon that QuickBooks created Even though QuickBooks 2019 Desktop is installed on your computer, you’ll still be required to register the program. QuickBooks will walk you through it once you open the program.

When you first open QuickBooks, it’s a good idea to check for updates. It is likely that there will be updates, and you want to be using them when you create or upgrade your company file. Click Help / Update QuickBooks Desktop to find and install any available program updates.

What if you could reduce your big QuickBooks file’s size without deleting data. How great would that be?

But wait…Can you have your cake and eat it too?

There is a new feature that is built in to the Condense command starting with the 2019 version of QuickBooks Pro, Premier, Accountant, and Enterprise. This new feature will allow you to run the Condense command and ONLY remove the audit trail from the file.

Sometimes the audit trail makes up the majority of a QuickBooks file’s size. So the ability to remove it, and only it, might allow a user to significantly reduce their file size but still retain all other data.

For years, the built-in Condense command has offered users a way to reduce their file’s size. But many users reported that the command froze, or didn’t do much, or messed up the balance sheet.

That’s why for many years users have come to us to have their data supercondensed as an alternative to the built-in Condense command.

But now QuickBooks 2019 has a new take on condensing: Leave all the data except the audit trail. Will this be effective?

The main problem I foresee is that audit trail removal alone may not make the file perform any faster.

At least, that has been our experience. For awhile we experimented with offering a service to remove just the audit trail from QuickBooks files. We could reduce a file’s size by up to 50% that way.

But users complained that it just didn’t help speed up slow files. The process of saving invoices would be just as sluggish as before. Running complex P&Ls would take just as long as before. Verifying a file would still take as long, etc.

So even though on paper the process reduced the file, in actuality it didn’t make any noticeable difference in QuickBooks’ performance. And it’s all about performance, right? So we discontinued offering that service years ago.

I’ll be interested to run some tests on big files in QuickBooks 2019 to see if removing the audit trail speeds up slow files or not. If you try it, let me know your experience.

      RELATED: Why QuickBooks Files Grow (Fast)

People often run into difficulties when they need to reinstall their QuickBooks software. Here are some of the most common scenarios:

You can’t find your installation CD. This is actually about the easiest problem to solve. Even if you can’t find your install CD, you can still download the software. As of today, you can download versions as far back as the 2011 version. Downloads are available for US, Canadian, and UK editions. Click here for the download page.

You can’t find your installation codes. This is a tougher one. If you are trying to reinstall a currently supported version, you can check with Intuit support and see if they will help you. Otherwise, you’re probably out of luck.

     RELATED: Why You Should Backup All Your Install Codes Today

You don’t remember your previous registration details. After you install QuickBooks, you have to register it for it to stay activated. Your install codes are associated with your registration details, and they have to match. The registration process has changed some over the years, but you might be required to know your Intuit account number, the originally registered phone number, email, or zip code that was used when you first registered QuickBooks. If you don’t know these things, you’ll have to check with Intuit support.

You want to reinstall your old version of QuickBooks on a new computer that is not compatible. Let’s get specific: If you are trying to install QuickBooks on a Windows 10 computer, you’ll need QuickBooks 2015 or later for it to work right.

     RELATED: Windows 10 + Older QuickBooks = Fail

There are workarounds for running older versions of QuickBooks under Windows 10 — see the comments section in the blog link above.

Have you run into other problems with reinstalling QuickBooks? Tell us your story.

I spoke with someone recently whose QuickBooks data file had grown by 500MB in six months. Why is it growing so fast, they asked?

I’ve heard variations of that question from many people over the years. So here are a few things I’m aware of that can drive rapid file growth in QuickBooks:

* Increasing transaction volume. This makes sense, right? These days, business is good for a lot of businesses. If your business is growing and you’re plugging more A/R, more A/P, more payroll, more inventory transactions into QuickBooks than you have done before, then your file will grow faster than it has previously. This is a good problem…

* New transaction sources. I spoke with a client recently who has started importing lots of daily sales from Amazon into QuickBooks. This is pumping up their file size fast.

* Complicated transactions. The more complicated the transaction, the more file space it will take up. So invoices with a lot of line items will make the file grow more than invoices with few line items. Inventory-related transactions will take up a lot of space. Payroll transactions will take up a lot of space. Why? Because they are complicated and have lots of backend data connections to maintain. That translates to a bigger data file.

* Upgrading from an earlier version to a later version of QuickBooks. Seems like every new version of QuickBooks makes a file get bigger. If you jump up three or four versions at once, the size increase could be substantial.

Perhaps surprisingly, having large lists of customers, vendors, items, etc. doesn’t make the file much bigger at all. (But it might make your file perform more sluggishly.)

If your file is too big, you can have your file supercondensed, or recreated. Contact us if we can help.