How to use a Righthand with QuickBooks
Prepare a QuickBooks receivables review from an approved aging report, preserving invoice references, as-of dates, and accountant decisions.
Begin with receivables visibility
Use Righthand with QuickBooks to prepare an overdue-invoice review, not to make accounting decisions automatically. A useful report identifies the customer, invoice reference, due date, outstanding amount, and next question for the bookkeeper. It separates missing evidence from a genuine overdue balance.
Intuit's accounts receivable aging guidance explains the reporting route for unpaid customer balances. Keep the report's as-of date and filters attached to any summary; an aging report from a different date can produce a different result without either being wrong.
Use an approved read route
Check QuickBooks in integrations and inspect the account-specific tools and permissions. Do not assume that a listed connection includes invoice creation, payment recording, or every financial report. For the first run, the bookkeeper can provide an approved aging-detail export and related payment notes.
Confirm the company, currency, accounting period, and report date. Treat invoice number and customer as separate keys. Two company files may use the same invoice number, and multiple currencies should not be added into one unexplained total.
An illustrative reconciliation task
Suppose an aging detail shows an invoice overdue while the account owner has a recent payment confirmation. The assistant should flag the discrepancy and link both records. It should not mark the invoice paid, allocate the payment, or decide a write-off from the email alone.
Group the review into clear outstanding items, possible payment mismatches, missing references, and owner decisions. This gives the bookkeeper a manageable queue without replacing the ledger's authority.
A worked brief
At 9 AM America/Los_Angeles on Monday, review the supplied QuickBooks aging-detail export for the named company as of the stated date. List invoices overdue under our attached policy, retaining customer, invoice reference, due date, currency, and open amount. Match only the supplied payment notes and flag uncertain links. Deliver a private worksheet to me for bookkeeper review. Do not record payments, change invoices, send collection messages, or write off balances. Reconcile counts and currency totals to the source report.
The example is illustrative and uses the business's approved policy. Tax treatment, accounting classification, and collection commitments remain with the responsible professional.
Define an inspectable output
An example line could read: “Invoice INV-104; open amount from report; payment note found; allocation unclear; bookkeeper review needed.” Do not insert sample monetary values into a real report. Preserve negative balances or credits visibly instead of dropping them because the task is about unpaid invoices.
The final worksheet should include the source filename or link, report filters, snapshot date, and exceptions excluded from totals.
Handle changes before any follow-up
A fresh report may show payments received after the original snapshot. Recheck the relevant invoices before drafting reminders so customers are not chased for resolved balances. Hold communication for the authorized owner and confirm the exact recipient.
If access fails, use the approved extract and label the report historical. If a column is absent, return the missing field rather than infer it. See connection permissions for setup and pricing for ongoing responsibilities.