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Combine reports from two or more company data files

This article will help you combine your financial reports from multiple QuickBooks Desktop company files. There are different ways you can do this--using QuickBooks Desktop itself, via a third-party application, or manually in Excel.

If you are currently on Pro or Premier, and interested in the feature of multiple company file reporting in Enterprise, consider upgrading today.  To see if Enterprise is right for you, along with any active promotions, please contact our sales team at 888-566-4671.

This piece is part of a series that covers how reports work and the common reporting tasks in QuickBooks Desktop. To learn more, refer to these articles:

Before you combine reports, take note of the following:

  • To make combined reports easier to read, make your Chart of Accounts in the several company files as nearly identical as you can.
  • Accounts will be combined if they have the same name, same type and are at the same hierarchical level in each report. (Account names are not case sensitive.)
  • Accounts that will not be combined:
    • Accounts at different levels (For example, "Telephone" account is not combined with "Telephone" sub-account.).
    • Spelling differences (For example, 'telephone' is not combined with 'phone.')
    • Different account numbers.
    • One with an account number and one without an account number.
  • Accounts are listed by type. Within each type, accounts are listed in the order of what has been done in the first selected company file. Subsequent accounts from the other company files are appended in the order they are encountered.
  • You may be asked to log in to your files and switch them to multi-user mode to accommodate the combination routine.

Option 1: Use built-in combined reports feature in QuickBooks Desktop Enterprise

QuickBooks Desktop Enterprise has a built-in feature that allows you to combine reports from multiple company files. Using this feature, you can combine the following reports:

  • Balance Sheet Standard
  • Balance Sheet Summary
  • Profit & Loss Standard
  • Profit & Loss by Class
  • Statement of Cash Flows
  • Trial Balance

To combine reports:

  1. From the QuickBooks Reports menu, select Combine Reports from Multiple Companies.
  2. Select Add Files, locate the other company file, then choose Open. Repeat for additional files.
  3. In the Select reports for combining section, select the reports for which you want to see combined information.
  4. Complete the From and To date range fields to set the report date range.
  5. Select a report basis.
  6. Select Combine Reports in Excel. A Microsoft Excel spreadsheet will open with the combined information.

If you need other report combinations or if you are using QuickBooks Desktop Pro or Premier, you can use the next two options. For QuickBooks Mac Desktop, use Option 3.

Option 2: Use a third-party software

The Intuit Marketplace offers a lot of utilities that work with QuickBooks Desktop. Some of these programs produce combined reports from multiple company data files. Since QuickBooks Mac Desktop  does not work with Marketplace programs, you have to use Option 3 if you are currently using this version.

 

Option 3: Manually export reports from each file and combine using Microsoft Excel

  1. Open your first data file.
  2. Create the report for this data file.
  3. Export the report to a worksheet in an Excel worksheet and save the workbook.
  4. Close the first data file and open the second data file.
  5. Create the same report in the second data file.
  6. Export this report to a new worksheet in the same workbook and save.
  7. Open Microsoft Excel and open the workbook.
  8. Manually combine the two reports into a third worksheet.
  9. Save the workbook.