Smarter QBO Habits for the Second Half of 2025E

You’ve got the tools—now let’s make sure you know how to use them.

QuickBooks Online has added powerful new features in 2025—from automated payments to improved custom fields and even predictive dashboards to show you where your finances are headed.

But tools alone won’t transform how your business runs.

As we reach the midpoint of 2025, it’s the perfect time to step back and ask:

Is your QuickBooks setup actually supporting your goals—or just getting you by?

Whether you’re new to QBO or have been using it for years, this blog is about shifting your habits, not overhauling your system. Let’s talk about how to get real results from the features you already have access to—starting today.

✅ 1. Take Inventory of Your Friction

Before exploring new tools, take a moment to evaluate and record where you're losing time or clarity in your workflows. This could look like:

• Sending the same invoices (and reminders) manually each month

• Copy-and-pasting notes across forms

• Guessing whether you’ll have enough cash to cover next month’s expenses

• Sorting reports in Excel to get the insights you actually want
  

These friction points are the clues. They point to habits you can improve—and tools that are ready to help.

🔄 2. Change One Habit, Not Your Whole System

You probably don’t need an entire overhaul or new accounting system to get the process improvements you’re after. By making one simple but impactful change at a time, you can begin to build a workflow that better serves your needs.

Here are a few places to start:

• Recurring Payments: Let clients opt into auto-pay so your cash flow stabilizes without awkward reminders. (Learn more about this new feature here)

• Custom Fields: Replace common notes with dropdowns and searchable tags that make your reporting smarter. (Learn more about this feature here)

• Cash Flow Forecasting: Use built-in dashboards (available in QBO Plus and Advanced) to project income, expenses, and potential shortfalls before they hit. (Learn more about this feature here)
  

Start small. Use what’s available. And once it becomes part of your workflow, get ready to move on to the next win.

🎯 3. Match the Tool to the Pain Point

Here’s how to align real-world frustrations with smarter QBO features:

Frustration	Try This QBO Feature
Late payments & chasing clients	Recurring payments via ACH or card
Repetitive manual entry	Custom Fields with dropdown options
Reports that miss what matters	Filtered reports using your custom fields
Guessing at what’s coming in/out	Cash Flow Forecasting (Plus & Advanced)
Support questions stuck in your inbox	Resolution Center for support tracking

While you may not need every feature available to you in QuickBooks, chances are high you’re underutilizing this powerful software. The five suggestions above are a great place to start.

Improve your Accounting Workflows without the Overwhelm.

If you’ve been putting off new features because they sound like one more thing to figure out, we’re here to help.

Most high-impact QBO features take under 30 minutes to set up and come with step-by-step instructions. However, if you want to ensure you get things right the first time, give us a call. We’re happy to help you implement a new feature and train you and your team on how to use it.

Final Thought: Reset Your Relationship With QBO

Smart QuickBooks users aren’t the ones doing the most—they’re the ones using what works best for them. If you’ve been stuck in an accounting workflow rut, consider this an invitation to re-evaluate. Focus on one improvement that will have the biggest impact. Then, build from there.

👉 Schedule a 30-minute check-in →

We’ll help you figure out what’s next—and what can wait.