Class Tracking in QuickBooks Desktop

Class tracking in QuickBooks refers to a feature that allows users to categorize transactions and other financial data based on different classes or categories within their business. It offers a way to track income, expenses, and other financial activities for particular segments or divisions of a company.

The motive of class tracking is to gain better insights into the financial performance and profitability of multiple aspects of a business. It helps businesses with multiple departments, locations, or product lines to determine their financial data in a more granular way, providing a clearer picture of how each class contributes to the overall financial health of the organization.

By assigning classes to transactions, businesses can generate elaborated reports that show income, expenses, and profitability for each class separately. This enables better decision-making by recognizing areas of the business that are performing well or require improvement. It also simplifies the process of budgeting, forecasting, and financial analysis by enabling businesses to compare and contrast financial data across various classes. Overall, class tracking in QuickBooks facilitates better financial management by offering a means to organize and analyze data according to the particular segments or divisions within a business, leading to enhanced insights and more informed decision-making.

How to Set up and Use Class Tracking in QuickBooks Desktop

Know the complete process to set up and use class tracking in QuickBooks Desktop.

Step 1. Enable class tracking

  •    Open QuickBooks Desktop and go to the “Edit” menu.
  •    Select “Preferences” and choose “Accounting.”
  •    Go to the “Company Preferences” tab.
  •    Check the box next to “Use class tracking.”
  •    Click “OK” to save the changes.

Step 2. Create class categories

  •    Go to the “Lists” menu and select “Class List.”
  •    Click on the “Class” drop-down and choose “New.”
  •    Enter a name for the class category and add a description if desired.
  •    Click “OK” to save the class category.

Step 3. Assign classes to transactions

  •    When creating or editing a transaction (e.g., invoice, expense, or check), you will see a “Class” field.
  •    Click on the “Class” drop-down and choose the appropriate class category for the transaction.
  •    Save the transaction.

Step 4. Run reports using class tracking

  •    Go to the “Reports” menu and select “Reports Center.”
  •    Choose a report category that supports class tracking, such as “Sales” or “Expenses & Vendors.”
  •    Select a report from the available options.
  •    In the report window, click on the “Customize Report” button.
  •    Go to the “Filters” tab and select “Class” from the filter list.
  •    Choose the desired class categories or leave it as “All” to include all classes.
  •    Click “OK” to generate the customized report. By following these steps, you can set up class tracking in QuickBooks Desktop and use it to categorize your transactions and generate reports based on classes.
May be useful-- Setup Time Tracking in QuickBooks Desktop

Troubleshooting Common Issues with Class Tracking in QuickBooks Desktop

Class tracking can sometimes shows challenges, but understanding and addressing common issues can facilitate the process. One common problem is incorrect class assignments. This can be resolved by double-checking the class settings and ensuring accurate categorization. Another issue is missing class data. It’s essential to verify that all relevant transactions are properly labeled with the correct class. Additionally, reconciling discrepancies between class reports and financial statements may be necessary. This can involve reviewing transactions, adjusting entries, or seeking professional assistance. Lastly, performance slowdowns can happen if a company has numerous classes. Streamlining and simplifying class structures can reduce this problem. Regular tracking and proactive troubleshooting are key to maintaining smooth class tracking systems.


Setting up and effectively using class tracking in QuickBooks Desktop can greatly enhance your financial management and reporting capabilities. By categorizing your income, expenses, and transactions into classes, you can gain helpful insights into the performance of different segments of your business or organization. Remember, the key to successfully using class tracking in QuickBooks Desktop is consistency and accuracy in assigning classes to transactions. Regularly review and update your class categories as your business advances to make sure relevance and rightness in your reporting.

By leveraging the power of class tracking in QuickBooks Desktop, you can gain deeper insights into your financial data, make better decisions, and easily manage your business or organization’s performance.

Frequently Asked Questions

How do I enable Class Tracking in QuickBooks Desktop?

To enable Class Tracking, go to the “Edit” menu, select “Preferences,” and then choose “Accounting.” Click on the “Company Preferences” tab and check the box for “Use Class Tracking.” Click “OK” to save the changes.

How do I create classes in QuickBooks Desktop?

To create classes, go to the “Lists” menu and select “Class List.” Click on the “Class” drop-down menu and choose “New.” Enter the class name and any additional details. Click “OK” to save the class.

How do I assign classes to transactions in QuickBooks Desktop?

When creating or editing a transaction, look for the “Class” field. Click on the field and choose the appropriate class from the drop-down menu. Save the transaction, and it will be assigned to the selected class.

Can I assign multiple classes to a single transaction in QuickBooks Desktop?

Yes, you can assign different classes to a transaction. In the “Class” field, click on the drop-down menu and select multiple classes while holding the Ctrl key (Windows) or Command key (Mac). Save the transaction to apply the desired classes.

How do I run reports using class tracking in QuickBooks Desktop?

To run reports with class tracking, go to the “Reports” menu and select “Custom Reports” or choose a particular report category. Look for the “Classes” section in the report customization options and select the desired classes. Run the report to view the data based on class tracking.