Faster transaction review in Xero and QuickBooks

A clearer final check

Catch missing information while it is still easy to correct.

The transaction review pop-up presents the key information for the transaction before it is committed. This makes it easier to check the important details without scanning the entire entry screen again.

For fields that must always be completed, RachelsTools can make the review step part of the workflow rather than relying on memory.

Review key fields

See the important transaction information together before saving.

Require information

Choose fields that must be completed before the transaction can be committed.

Reduce corrections

Find omissions earlier and avoid returning to the transaction to repair preventable mistakes.

Quickly access transactions

Fewer steps between the ledger and the work.

RachelsTools adds shortcuts around customer and supplier ledgers so you can filter, inspect and open the underlying accounting records more directly.

Annotated QuickBooks customer ledger showing RachelsTools shortcuts for Customer profit and loss, ledger filters, double-clicking a transaction to edit or view it, and double-clicking a customer to open their ledger — Quick transaction and ledger controls added to a QuickBooks customer screen.

Filter the ledger

Switch between open, overdue or all transactions, or restrict the list to a recent 3, 6 or 12-month period.

Edit or view

Double-click a transaction line to open it without first locating the separate View/Edit link.

Open the ledger

Double-click a customer or supplier reference to move directly to the relevant ledger.

Customer P&L

Use the RachelsTools menu to move directly to customer-focused profit and loss reporting.

Also on expenses

The same shortcuts on supplier and expense ledgers.

RachelsTools brings the faster ledger controls to supplier records as well as customer accounts, keeping the interaction consistent across sales and expense work.

Filter the supplier ledger to open, overdue or all transactions.
Limit the list to the last 3, 6 or 12 months, or show all dates.
Double-click an expense or bill line to open it for viewing or editing.
Continue using the standard QuickBooks transaction and date filters alongside the RachelsTools controls.

Annotated QuickBooks supplier transaction list showing RachelsTools controls for filtering the expense ledger and double-clicking an expense or bill to view or edit it — Quick ledger filters and double-click opening on a QuickBooks supplier screen.

Save before void

Preserve the transaction details before they disappear.

The RachelsTools “Save details and void” action records useful context in the invoice memo before continuing to the normal QuickBooks void confirmation.

Record the reason for the void and the operator requesting it.
Add a dated note containing the original transaction and line details.
Copy the generated summary when it is useful elsewhere.
Continue to the standard QuickBooks Yes or No void decision after the information has been saved.

If the operator chooses not to complete the void, the saved note remains as an audit record of the request.

Annotated QuickBooks invoice showing the RachelsTools Save details and void action and a dialog that records the void reason, operator, timestamp and original transaction lines in the invoice memo — Saving the invoice details and reason before the normal QuickBooks void confirmation.

Annotated QuickBooks invoice showing RachelsTools buttons to open the customer ledger and notes, plus a customer notes window with open balance, overdue payment and outstanding invoices — Customer ledger, notes and outstanding transactions available from an invoice.

Ledger, notes and credit position

See the customer context without leaving the transaction.

Additional controls beside the customer field make it possible to open the ledger or review the customer’s notes and outstanding position while the invoice remains in front of you.

Go directly to the selected customer’s ledger.
View QuickBooks and RachelsTools notes from the transaction.
Optionally display marked note lines as a pop-up warning.
See the current open balance and overdue payment total.
Review open and overdue invoices, with overdue items clearly highlighted.
Open the complete outstanding-transactions list when more detail is needed.

Messages and statement summaries

Prepare the customer-facing detail before saving.

The final review step can also help build the text that accompanies the transaction. Turn the invoice lines into a useful statement memo, then add a saved message without retyping wording used time and again.

Create a statement memo from the invoice line descriptions and values.
Choose the level of detail using saved summary formats.
Select a reusable message for common notices, seasonal greetings or payment information.
Append the saved text to the existing message or replace it completely.
Review both areas before continuing with the normal Save action.

Annotated RachelsTools review window showing controls for creating a statement memo from invoice lines and adding, appending or replacing a reusable invoice message — Build a statement summary and add a reusable invoice message during the final review.