How to Take Screenshots in QuickBooks Online?

For U.S.-based accounting professionals, QuickBooks Online is the backbone of cloud-based bookkeeping and financial reporting. Whether you’re collaborating with clients, troubleshooting with Intuit support, or documenting a process for internal SOPs, screenshots become essential.

In this guide, we’ll walk you through how to take a screenshot in QuickBooks Online, using various devices and methods, all while ensuring your workflows stay smooth and compliant. We’ll also touch on why capturing the right data securely is crucial in accounting environments.

Why Screenshots Are Important in QuickBooks Online?

Screenshots are critical for:

• Documentation: Visuals for SOPs, audit trails, or client handoffs.
• Support tickets: Sending accurate visual proof to Intuit or IT support.
• Training: Creating learning materials for staff or clients.
• Compliance: Recording financial activity or configurations as part of audit-readiness procedures.

Since QuickBooks Online is cloud-based, its interface may update periodically. Screenshots help preserve records of changes in real-time.

Best Practices Before Taking a Screenshot

Before capturing anything on screen, consider these compliance and privacy steps:

• Log in with the right user role: Make sure you’re showing the interface relevant to your audience (e.g., admin view, accountant access).
• Mask sensitive data: Hide Social Security Numbers, EINs, or bank account numbers.
• Clean up your interface: Close unrelated browser tabs or apps that may contain confidential client data.
• Zoom properly: Make the screen readable at a reasonable zoom (100–125% recommended).

See More: How to create and print W2 form in QuickBooks

How to Take Screenshots in QuickBooks Online?

1. Windows (Windows 10/11)

Method 1: Snipping Tool / Snip & Sketch

• Open QuickBooks Online in your browser.
• Press Windows + Shift + S to open the screen snip.
• Select the area to capture.
• The screenshot is copied to clipboard—paste into an email, Word doc, or Paint to save it.

Method 2: Print Screen (PrtScn)

• Press PrtScn to capture the entire screen.
• Use an editor (e.g., Paint, Snagit) to crop only the QuickBooks Online section.

2. macOS (MacBook/iMac)

Method 1: Capture a portion of the screen

• Press Command + Shift + 4, then drag to select your QuickBooks Online window.
• Screenshot saves automatically to your Desktop.

Method 2: Capture an active window

• Press Command + Shift + 4, then Space, and click on the QuickBooks Online window.

3. Chromebook

• Press Ctrl + Shift + Show Windows (box with two lines icon) to capture part of the screen.
• Use Ctrl + Show Windows to capture the full screen.

Screenshots will appear in your Downloads folder and the Files app.

4. iOS (iPhone/iPad)

• Press the Side Button + Volume Up simultaneously (Face ID devices).
• On Touch ID devices, press Home + Power.
• Tap the thumbnail to annotate, or find it in the Photos > Screenshots album.

Use Safari or Chrome to access QuickBooks Online, depending on your client workflow.

5. Android (Samsung, Pixel, etc.)

• Press Power + Volume Down at the same time.
• Screenshot saves to Photos > Library > Screenshots.

Use Chrome for best performance in QuickBooks Online on mobile.

Read More: Double Sided Print Error In QuickBooks

Using Browser Extensions to Capture QuickBooks Online

For long transactions or full scrollable reports, browser extensions offer better flexibility than native tools.

Recommended Chrome Extensions:

• GoFullPage – Capture the full webpage vertically.
• Nimbus Screenshot & Screen Video Recorder – Offers annotation, redaction, and cloud upload.
• Lightshot – For quick captures with markup tools.

Steps:

1. Open QuickBooks Online in Chrome.
2. Click the extension icon.
3. Capture the visible or full page.
4. Save or copy the file directly.

Tips for Securely Sharing Screenshots

Sharing screenshots from QuickBooks Online requires strict attention to security:

• Use secure file sharing platforms: Google Drive (with permissions), Dropbox, or encrypted email.
• Avoid public file-sharing links.
• Always redact confidential data before sharing.
• Store screenshots in encrypted folders when used in audit workflows.

When to Use Screenshots in QuickBooks Online Workflows

Here are real-world use cases for when screenshots help in QuickBooks Online:

Use Case	Description
Troubleshooting	Documenting a bug or error message
Onboarding	Teaching clients how to enter expenses or invoices
SOP Creation	Creating step-by-step guides
Audit Prep	Archiving configuration screens (e.g., Chart of Accounts, Bank Rules)
Support Tickets	Sending visuals to Intuit or IT teams for faster resolution

How to Annotate and Redact Screenshots?

Annotation and redaction should be part of your accounting documentation standards.

Tools for Annotation:

• Snagit (Paid): Powerful editing, redaction, and templates.
• Greenshot (Free for Windows): Easy arrows, highlights, and boxes.
• Preview (macOS): Use markup tools in default Preview app.

What to Redact:

• Client names
• Tax IDs (SSNs, EINs)
• Bank routing/account numbers
• Login emails/usernames

Keep raw and redacted versions in separate folders to avoid accidental exposure.

Conclusion & Next Steps

Taking accurate and secure screenshots in QuickBooks Online is a simple but powerful skill for accounting professionals. Whether you’re building SOPs, solving client issues, or preparing for an audit, knowing the best tools and methods per device can streamline your workflow while keeping client data safe.

Need Help With QuickBooks Online Workflows?

Our experts specialize in QuickBooks Online support for U.S.-based accounting firms. From custom report automation to audit documentation templates, we’re here to help streamline your processes.

👉 Contact Us Today +1 347-967-4079 and let’s optimize your QuickBooks Online setup!