Prepaid expense and deferred revenue schedules for QuickBooks Online, as one month-end journal entry.

For QuickBooks Online Simple Start, Essentials and Plus. List your prepaid bills (insurance, software, rent in advance) and the invoices you billed in advance in one template. Periodline spreads every line over its months and gives you a journal entry file to import into QuickBooks Online, a posting record so next month’s run never posts the same month twice, and an Excel and PDF working paper whose closing balances you tick against the Balance Sheet. Nothing is uploaded: everything is made in your browser.

Book depreciation included. Fixed assets on the same template get straight-line monthly depreciation from the in-service month, with optional salvage value and a disposal entry if an asset goes before the end of its life. Accrued expenses work too.

Already on QuickBooks Online Advanced? Advanced has fixed-asset depreciation and revenue recognition built in, so you may not need this. Periodline is for the plans that don’t, where Intuit’s help suggests manual or recurring journal entries.

1. Company

Each company (QuickBooks company file) keeps its own settings, schedules and posting record in this browser. Names are matched exactly (capitals and spaces count).

Company New company name

Home currency (journal entries are always in this currency) Default method (prepaid, deferred, accrued) Journal No. prefixJournal No. is this prefix plus the year and month, e.g. PL202610. Letters, digits, - and _ only. Prepaid expenses accountUsed where BalanceAccount is blank. Account names exactly as in QuickBooks; subaccounts as Parent:Sub. Deferred revenue account Accrued expenses account Accumulated depreciation account

· Open a company file ·

2. Schedule lines

One row per prepaid bill, invoice billed in advance, accrued cost or fixed asset: Type, Reference, Amount, StartDate, EndDate (or UsefulLifeMonths for a fixed asset) and the accounts. Changes in amount, cancellations, refunds, disposals and bills that clear an accrual go in the same row. Download the template (CSV) · (Excel)

Choose a CSV or Excel (.xlsx) file or drag it here · nothing is uploaded

Or paste rows from a spreadsheet

No file to hand?

Dates in the file Amounts in the file

3. Month-end run

Post up to the month endingMonths not yet posted, up to this one, go in the file: one journal entry per month-end. Already posted in QuickBooks up to (lines not in the record)Only for lines the posting record does not know, e.g. the first time you use Periodline for a company whose schedules you posted by hand. Posting record (from your last run)No posting record: every line is new.

Free: one company, and the journal entries, posting record and working paper cover 3 lines: the first in the file, and once posted, the same lines every run. Standard ($19/mo) covers every line for up to 3 companies; Practice ($49/mo) for any number.

Balance sheet roll-forward at

Enter each account’s balance from the QuickBooks Balance Sheet at the same date (after importing) to see the difference. Balances are positive: an asset for prepaid expenses, a liability for deferred revenue and accrued expenses, and the credit balance of accumulated depreciation.

Lines

Journal entries in this file

To import into QuickBooks Online (per Intuit’s help article “Import journal entries into QuickBooks Online”):

Turn account numbers off before you import (you can turn them back on afterwards), and make sure every account name in the file exists in QuickBooks exactly; subaccounts are written Parent:Sub.
Go to Settings › Import data › Journal entries, choose the CSV, and match the columns (Journal No., Journal Date, Account Name, Journal/Description, Debits, Credits, and Name, Location or Class if present) in the mapping step.
QuickBooks takes fewer than 1,000 rows per file; a bigger run downloads as a .zip of several files, each of whole, balanced entries. Import each one.
If “Warn if duplicate journal number is used” is on and a Journal No. already exists, those entries won’t upload: change the prefix and run again, or turn the warning off for the import.
Then press “I have imported these journal entries”, so next month starts after this one.

Prepaid expenses and deferred revenue first. Daily, equal-monthly or part-month-by-days spreading; rounding is settled in the last month, so every schedule adds up to the bill or invoice amount to the cent.
Never posted twice. The posting record remembers, line by line, the month each one was posted to. Re-run the same month and nothing is posted again; a line it does not know needs your confirmation.
Changes handled. A new amount part-way through re-spreads what is left, and a cancellation, refund or credit memo closes the remaining balance in that month.
Depreciation included. Straight-line book depreciation by month (full-month convention: the in-service month counts, the disposal month does not), salvage value, and a disposal entry that removes cost and accumulated depreciation. Book depreciation only: not tax (MACRS) depreciation.
A working paper that ties out. Opening, additions, releases and closing per balance sheet account, a fixed-asset register, in Excel and PDF, with the difference to your QuickBooks balance.

How it compares: dedicated schedule apps for QuickBooks Online such as FinOptimal Accruer start at $29 a month per company file (up to 10 accruals). Periodline is $19 a month for every line in up to 3 companies, and runs in your browser instead of connecting to your books, so you import the entries yourself.

Periodline is independent and is not affiliated with, endorsed by or connected to Intuit Inc. Intuit, QuickBooks and QuickBooks Online are trademarks of Intuit Inc. Accruer is a product of FinOptimal; prices as published on its pricing page in October 2026.