If you are new to QuickBooks or even a long-time user, chances are you have heard someone say, “Just click the Gear icon.” But what if you open QuickBooks and think—where is the gear icon in QuickBooks? 🤔
You’re not alone.
Many users struggle to find the Gear icon because its location depends on the version of QuickBooks you are using, your user permissions, and even your screen size or device. Since the Gear icon is the control center for important settings, not being able to find it can feel frustrating.
In this detailed guide, we will explain exactly where the Gear icon is in QuickBooks, how it works in QuickBooks Online vs QuickBooks Desktop, what to do if it’s missing, and how to use it efficiently to manage your business.
This article is written in simple language, fully SEO-optimized, and designed for real users, not robots.
What Is the Gear Icon in QuickBooks?
Before we dive into its location, let’s understand what the Gear icon actually is.
The Gear icon (⚙️) in QuickBooks is a shortcut button that gives you access to:
- Company settings
- Account and user management
- Chart of Accounts
- Products and services
- Payroll settings
- Sales forms customization
- Taxes and billing
- Audit logs
- Import/export tools
Think of the Gear icon as the brain of QuickBooks Online. Almost every advanced setting starts from here.
Important: The Gear icon is mainly a feature of QuickBooks Online (QBO). QuickBooks Desktop works differently and does not use a gear icon.
Where Is the Gear Icon in QuickBooks Online?
📍 Default Location of the Gear Icon
In QuickBooks Online, the Gear icon is located in the top-right corner of your screen.
Step-by-Step:
- Log in to QuickBooks Online
- Look at the top navigation bar
- On the far right, you will see:
- 🔔 Notification bell
- ❓ Help icon
- ⚙️ Gear icon
Clicking this Gear icon opens a dropdown menu with Settings, Tools, and Profile options.
Why Can’t I Find the Gear Icon in QuickBooks?
If you don’t see the Gear icon, there are several possible reasons.
- You Are Using QuickBooks Desktop
QuickBooks Desktop does not have a Gear icon.
Instead, settings are located under:
- Edit → Preferences
- Lists
- Company menu
👉 If you’re using Desktop, the Gear icon simply does not exist.
-
You Are Logged in as a Limited User
Some users (employees, time-tracking users, or reports-only users) may not see the Gear icon or may see limited options.
Only these roles get full access:
- Primary Admin
- Company Admin
-
Screen Size or Zoom Issue
If you’re on:
- A small laptop
- Tablet
- Mobile browser
- Zoomed-in screen
…the Gear icon may be hidden behind a menu.
✅ Fix:
- Zoom out (Ctrl + –)
- Switch to full screen
- Use a desktop browser like Chrome
-
Using QuickBooks Mobile App
The mobile app does not show the Gear icon the same way.
Settings are usually found under:
- ☰ Menu
- Profile icon
- Settings tab
Where Is the Gear Icon in QuickBooks Desktop?
Short Answer: There Is No Gear Icon
QuickBooks Desktop uses a menu-based system, not icons.
Equivalent Locations:
|
Task |
Desktop Location |
|
Company Settings |
Company → Company Information |
|
Preferences |
Edit → Preferences |
|
Chart of Accounts |
Lists → Chart of Accounts |
|
Users |
Company → Set Up Users |
If you’re searching for a Gear icon in Desktop, you won’t find one—and that’s completely normal.
What Can You Do from the Gear Icon in QuickBooks Online?
The Gear icon menu is divided into three main sections:
-
Your Company (Settings Section)
This is where you control how your business operates.
Options include:
- Account and Settings
- Custom Form Styles
- Chart of Accounts
- Products and Services
- Recurring Transactions
- Attachments
- Audit Log
This section affects:
- Taxes
- Invoicing
- Sales
- Expenses
- Reports
-
Tools Section
These are operational tools.
Includes:
- Import Data
- Export Data
- Reconcile
- Budgeting
- Payroll settings (if enabled)
- Time tracking
-
Profile & Account Section
This controls:
- User profile
- Sign out
- Manage users
- Billing and subscriptions
How to Use the Gear Icon Step by Step
Example: Changing Company Settings
- Click ⚙️ Gear icon
- Select Account and Settings
- Choose the category (Sales, Expenses, Advanced, etc.)
- Click Edit
- Make changes
- Save
Example: Accessing Chart of Accounts
- Click ⚙️
- Select Chart of Accounts
- View, edit, or create accounts
Gear Icon Not Working? Common Fixes
If the Gear icon is visible but not clickable, try these fixes:
✅ Clear Browser Cache
- Chrome → Settings → Privacy → Clear browsing data
✅ Use Incognito Mode
✅ Disable Browser Extensions
Ad blockers often interfere with QuickBooks.
✅ Switch Browser
Best browsers:
- Google Chrome
- Microsoft Edge
- Firefox
Gear Icon in QuickBooks for Accountants
QuickBooks Accountant users will see extra options under the Gear icon, including:
- Reclassify Transactions
- Close Books
- Accountant tools
These options are only visible if you’re logged in as an Accountant user.
Where Is the Gear Icon in QuickBooks for Mac?
QuickBooks Desktop for Mac also does not use a Gear icon.
Instead:
- Preferences → QuickBooks menu
- Settings → Top menu bar
Frequently Asked Questions (FAQs)
❓ Why is the Gear icon missing in QuickBooks Online?
Possible reasons:
- Limited user access
- Mobile app view
- Small screen resolution
- Browser issues
❓ Is the Gear icon available in QuickBooks Self-Employed?
QuickBooks Self-Employed has limited settings, and the Gear icon may not be visible or may be replaced by a menu icon.
❓ Can I customize what appears under the Gear icon?
No, but options change automatically based on:
- Your subscription plan
- Enabled features
- User role
❓ Is the Gear icon the same as Settings?
Yes. The Gear icon is the gateway to all settings in QuickBooks Online.
Tips to Use the Gear Icon Like a Pro
✔ Bookmark frequently used pages
✔ Use keyboard shortcuts
✔ Limit user access for security
✔ Review Audit Log regularly
✔ Always save changes
Final Thoughts
So, where is the Gear icon in QuickBooks?
✔ In QuickBooks Online, it’s located at the top-right corner
✔ In QuickBooks Desktop, it does not exist
✔ If missing, it’s usually due to permissions, device, or browser issues
The Gear icon is one of the most powerful tools in QuickBooks Online. Once you know where it is and how to use it, managing your business becomes much easier and more efficient.