QuickBooks Update: Fall 2025

Jeremy Springer
Oct 1
3 min read

If you use QuickBooks today, the current wave of updates is designed to do one thing: give you back time. The latest tools focus on automating routine tasks, tightening controls so the right people see the right data, and making day-to-day decisions faster. Here’s a plain-English tour of the improvements that will make the biggest difference in your business.

Smarter help, right where you work

QuickBooks is rolling out AI features that act like an extra set of hands—suggesting next steps, drafting routine communications, and surfacing what needs your attention first. Think of this as guided assistance for bookkeeping and back-office work: fewer clicks, fewer mistakes, and more confidence that you’re handling tasks the “QuickBooks way.” For many teams, that means faster closes and less after-hours cleanup.

Tighter controls for your team and books

Growing businesses need guardrails. You can now set more precise, role-based permissions for your firm and team members—beyond the old, broad “predefined roles.” Create custom roles for who can create, edit, view, or delete in specific areas (like banking, reports, or lists). The result: better separation of duties, fewer “oops” moments, and cleaner audit trails without slowing your team down.

Bill pay gets the approval flow you’ve wanted

If paying bills involves back-and-forth emails and last-minute screenshots, the new approval workflow will be a breath of fresh air. You can route bills for final sign-off before money goes out, keep a record of who approved what, and reduce the risk of accidental or duplicate payments. There are also quality-of-life upgrades—like being able to download cleared check images and access faster payment options when speed matters. Together, these updates make paying vendors both safer and simpler.

A faster bridge between your sales and your books

If you sell through Square, the upgraded connector shortens the time between a sale and seeing it properly reflected in QuickBooks—with cleaner handling of taxes and deposits. Less manual reconciliation = fewer end-of-month headaches. For product-based businesses, QuickBooks is also making inventory more accessible with a standalone module that brings core tracking to more plan levels, so you don’t have to jump tiers just to get the basics right.

Your accountant can collaborate with you more easily

QuickBooks is expanding how accounting firms connect with client files and documents through the Business Network—so your pro can request, receive, and organize what they need without creating more work for you. Translation: fewer email chains, fewer missing attachments, and a faster monthly close.

Better planning with dimensional reporting

When you want to answer questions like “Which service line is most profitable?” or “Which locations are trending up?”, dimensional P&L tools help you slice results by tags you care about (class, location, project, and more) and build more realistic forecasts. Expect clearer insights without exporting to spreadsheets or piecing together multiple reports.

What this means for you (and how to get quick wins)

Close the loop on approvals. Turn on bill approval workflows so nothing gets paid without the right eyes on it. It’s a 30-minute setup that can prevent expensive mistakes.
Right-size access. Review who can do what inside your books. Create custom roles for owners, managers, and front-line staff so tasks move quickly without exposing sensitive data.
Tame your sales sync. If you use Square, connect (or reconnect) the integration to take advantage of cleaner tax handling and faster syncing. It pays dividends at month-end.
Ask your accountant about Business Network. Streamlined document exchange means fewer interruptions for you—and a smoother monthly rhythm for both sides.
Use dimensions for decisions. Add classes or tags that match how you actually run the business (by location, service line, or channel) and start reviewing a dimensional P&L monthly. You’ll spot winners and underperformers sooner.
Activate the AI helpers. Try them on low-risk tasks first—categorizing routine transactions, drafting vendor messages, or prioritizing to-dos—then expand as you gain trust.

The bottom line

This round of QuickBooks updates isn’t about shiny features—it’s about practical leverage: less manual work, safer processes, cleaner data, and faster insight. If you adopt even two or three of these improvements this season, you’ll feel the difference in your week and see it in your numbers.

As with all things accounting, we're here to help you succeed with data or software. It's another way we are more than numbers!

Legal Disclaimer: This post contains general information for taxpayers and should not be relied upon as the only source of authority. This information was current at time of posting; we are not responsible for updating this or any blog post/article for subsequent changes in the law or its interpretation.