Unleashing the Power of Class Tracking in QuickBooks Online

Team Revenu
June 2, 2023
8 min
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Unleashing the Power of Class Tracking in QuickBooks Online

QuickBooks Online has revolutionized how small and medium businesses manage their finances. One of its most potent but often under-utilized features is class tracking. This feature enables businesses to monitor income, expenses, and net profit for individual segments of the business, helping business owners make informed decisions.

Understanding Class Tracking

Class tracking in QuickBooks Online allows you to categorize your transactions into different 'classes'. These classes can represent departments, business locations, specific projects, or any other segments meaningful to your business. This granularity in financial tracking gives a more detailed view of your business’s financial health.

This feature is particularly useful for businesses with multiple income streams, distinct departments, or various locations. If you're looking to assess the profitability of individual segments or need to allocate expenses accurately, class tracking can be an invaluable tool.

Setting up Class Tracking in QuickBooks Online

Setting up class tracking in QuickBooks Online is a straightforward process. You start by going to your account settings and then navigating to the Advanced tab, where you'll find the category labeled 'Categories.' Here you can turn on the class tracking feature.

When setting up class categories, it's crucial to make sure they accurately reflect your business needs. You might set up classes to represent different departments, locations, or projects, depending on what insights you want to glean from your financial reports.

Assigning classes to transactions is the next step. Whenever you create a transaction, you'll have the option to assign it to a class. Over time, this will give you detailed insights into each of your classes' income and expenses.

When to Use Class Tracking

Class tracking is a versatile tool, but knowing when to use it can make all the difference. If your business has distinct segments — such as departments, locations, or specific projects — class tracking can help you analyze each segment's profitability.

For instance, if you run a multi-location retail business, class tracking enables you to see how each location is performing. Similarly, if you're managing several projects simultaneously, class tracking helps monitor each project's expenses and income.

But it's important to remember that class tracking may not be beneficial or necessary for every business. If your business is straightforward with a single income stream and few expenses to track, class tracking may add unnecessary complexity.

Best Practices for Class Tracking

Like any financial tool, using class tracking effectively requires consistency. Ensure that you assign classes to all relevant transactions and that your assignments are consistent.

Another important aspect is managing your class list over time. As your business evolves, you may need to add, merge, or delete classes to keep your reporting relevant.

Training staff who handle transactions is equally important. They need to understand the importance of class tracking and how to assign classes correctly.

Avoid the pitfall of over-segmentation. While class tracking provides granularity, having too many classes can lead to confusion and dilute the usefulness of your reports.

Leveraging Class Tracking for Business Insights

Class tracking can provide you with a wealth of information about your business. To access this, you need to generate class-based reports. These reports show the income, expenses, and net income for each class, allowing you to compare the performance of different business segments.

This data can significantly influence your business decisions. For example, if a specific location or department is underperforming, you may decide to invest more resources there or consider discontinuing that segment. Conversely, a high-performing class might be a good area to expand.


In sum, class tracking in QuickBooks Online is an invaluable tool that offers a detailed understanding of various business segments. While it's particularly useful for larger businesses with multiple departments, locations, or projects, its use should be carefully considered for smaller businesses to avoid unnecessary complexity. With effective use, class tracking can offer deep insights, assist in resource management, and drive informed, data-led business decisions. Harness the power of class tracking to optimize your business's financial health.

Navigating new features like class tracking can sometimes feel overwhelming. If you need any assistance setting up classes in QuickBooks or have any questions, please do not hesitate to reach out. Our team of QuickBooks Pro Advisors is always here to help make the process as seamless as possible for you.

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Team Revenu
The content provided on this blog is for informational purposes only. It is not intended to be a substitute for professional advice. The information is provided "as is" without any representations or warranties, express or implied. The blog content should not be construed as professional advice of any kind, including but not limited to financial, business, or legal advice.

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