How to Use the QuickBooks Online Client Collaborator Tool - dummies

How to Use the QuickBooks Online Client Collaborator Tool

By Elaine Marmel

QuickBooks Online and QuickBooks Online Accountant contain a tool called the Client Collaborator that you can use to communicate with your client about existing transactions. The Client Collaborator is a two-way tool; you or your client can send a message, and the message recipient can answer. Think of the Client Collaborator as a way to send a text message using QBOA or QBO.

You can communicate about certain types of transactions but not others. In general, you can communicate about posting transactions such as invoices, bills, payments to customers, checks to vendors, and credit card transactions. But you won’t find the Conversation button referred to in this section in windows for cash and non-posting transactions such as sales receipts, expense transactions, billable expenses, delayed charges, credit memos, and paycheck and payroll-related windows.

Although either you or your client can initiate messaging, start from the QBOA interface and post a message to a client. Follow these steps:

  1. Open the client company.

  2. Open the transaction you question.

  3. In the upper-right corner of the transaction window, click the Conversation button.

    Creating a message to a client.
    Creating a message to a client.

    QBOA displays the bottom of the message, which contains an Activities section.

    The Activities section doesn’t appear while you’re creating a new transaction; it appears only on previously created transactions.

  4. In the Activities section, click the drop-down list to select a message recipient.

  5. Type your message.

  6. Click Post.

    QBOA sends an email message to the recipient, and the posted message appears at the bottom of the Activities section, along with the date and time the message was posted.

    Posted messages appear below the Activities section.
    Posted messages appear below the Activities section.

When the message recipient opens the email, a message like the one shown appears, explaining that a message concerning a particular transaction has been posted in the recipient’s QBO company.

An email message generated by the Client Collaborator tool.
An email message generated by the Client Collaborator tool.

To view the message and respond, the recipient can click the link in the message; the link initially displays the QBO sign-in page so that the client can sign in to his company. If your client initiates the conversation, the QBOA sign-in page appears.

Once the client signs in, the Conversation button appears in the upper- right corner of the QBO company Home page, beside the Gear icon. The Conversation button contains the number 1, indicating that the client has one message, and the client can click the Conversation button to view the message.

When messages exist, the Conversation button displays the number of waiting messages.
When messages exist, the Conversation button displays the number of waiting messages.

If the client then clicks the message, the transaction from which the message originated opens. The client can then scroll to the bottom of the message, and, in the Activities area respond to the message by selecting a recipient, typing a message, and posting it. The Client Collaborator continues the process, sending an email notification of a message to the recipient, who clicks the link in the message to open the company and read and respond. The message conversation continues to appear at the bottom of the transaction.