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Why Your CPA’s Quick Fixes Can Break QuickBooks Online

Here’s a major disconnect most business owners don’t realize: the way a tax preparer uses QuickBooks is completely different from how a bookkeeper, or a properly trained business owner, should be using it.

CPAs and tax pros tend to approach your books with one goal:
Make sure the balances look right at year-end.

And if something seems off?
They’ll often just plug a journal entry on December 31 to force the totals to match the bank or tax return.

The problem is, QuickBooks Online doesn’t work like that.

QBO is a transaction-based system.
It tracks how every individual transaction has been categorized all year. And it uses that history to automate future actions, bank feed rules, reports, forecasting, and more.

So when a tax preparer uses one big journal entry to “fix” something, it doesn’t fix the underlying problem. It masks it.

That mismatch leads to:

– Confusing reports
– Duplicated income
– Inaccurate categories
– Bank feeds that apply wrong rules
– And data that slowly gets more unreliable over time

QuickBooks Online isn’t just a spreadsheet. It’s a dynamic system that relies on consistency and accuracy in every transaction.

That’s why you need someone who understands how to maintain it properly throughout the year, not just someone who retroactively patches it for tax purposes.

The journal entry fix might satisfy the IRS,
but it can quietly wreck the clarity you need to actually run your business.

Struggling with QuickBooks? Let Royalwise Help!