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Intuit

How to memorize reports

Here's everything you need to know to get started with Memorized Reports in QuickBooks Online.

How to memorize a report

Memorizing a report allows you to save it with its current customization settings.

  1. Find and display the report you want to memorize.
  2. Select Customize.

  3. Once the report is customized the way you like it, select Save Customization.
  4. In the Report Name field, enter a descriptive name for the report.
  5. If you want to add this report to a group, select Add this report to a group, then choose an existing group or create a new one. (Note: Grouping reports allows you to organize them in your list of memorized reports. You can then create scheduled emails that send all reports in the group to the recipients you specify. This feature is only available in QuickBooks Online Essentials or Plus.)
  6. If you want to share the report with other users, select Share with, then choose the users. Sharing the report will add it to other users' My custom reports. However, users you invite to the company later on will not automatically receive access to the report--only existing users.
  7. Once the desired options are set, select OK.
Note: If you change the customization on a custom report, you need to save it again to preserve the changes.

How to find, run, export to excel, and edit/delete a memorized report

Once you memorize a report or group of reports, you can do the following:

  • Find.
  • Run.
  • Export to Excel.
  • Edit or delete them from My Custom Reports.

To find the report or group of reports:

  1. From the left menu, select Reports, then go to Custom Reports.

  2. You'll see a list of all memorized or group of memorized reports.

To run, export to Excel (or PDF), edit, or delete a report or group of reports:

  1. From the left menu, select Reports, then go to Custom Reports.

  2. Find the desired memorized report or group of reports.
  3. In the Action column, select the drop-down, then choose either Edit, Export as PDF, Export as Excel, or Delete.

How to set a schedule and email information for a memorized report or group

If you want to send more than one report by email at the same time and to the same people, you can add the reports to a group. Once the reports are in the same group, you can send it by email on a recurring schedule.

Note: This feature is not available on QuickBooks Online Simple Start.
  1. From the left menu, select Reports, then go to Custom Reports.

  2. Find the report group you wish to schedule, then select Edit in the Action column.
  3. Turn on Set email schedule(Note: If the report is a member of a group, the report will follow the schedule set for the group. If you don't want to send a report that is a part of a group, you will need to remove it from the group.)
  4. Set the email recurrence. (Tip: To set a quarterly schedule, choose Monthly and Every 3 months for the interval. Also, for Monthly and Twice a month, you can't choose the 29th, 30th, and 31st day of the month because these days are not in every month. However, you can choose the Last day of the month.)
  5. Enter the following email information for sending the report or group of reports:
    • From: This is the address from your login name. If it's incorrect you can change it by selecting on the Incorrect? link
    • To: Enter the recipient's email (name@somewhere.com). For more than one, separate them with commas. Don't include any spaces. Select on Format? for an example.
    • Cc: (Optional) Enter addresses, if any, to receive copies.
    • Subject: Initially it has the name of the report. You can change it.
    • Note: (Optional) The report or group of reports follows the note, and is included as an attachment.
  6. If you want to send the report or group of reports as an Excel file, select on the box next to Attach the report(s) as an Excel file. Otherwise, the report(s) is sent in HTML format.
  7. Select Save.

How to add a memorized report to a group

Here's how to add a memorized report to a group:

Note: This feature is not available on QuickBooks Online Simple Start.
  1. From the left menu, select Reports, then go to Custom Reports.

  2. Find the desired report, then choose Edit.

  3. Select Add this report to a group, then choose an existing report group, or Add new.
  4. The report you added uses the schedule and email information set for the group chosen. If the group doesn't have a schedule yet, you can set the schedule and email information for the group.

How to remove a memorized report from a group

Here's how to remove a memorized report from a group:

Note: This feature is not available on QuickBooks Online Simple Start.
  1. From the left menu, select Reports, then go to Custom Reports.

  2. Find the desired report, then choose Edit.

  3. Remove the report group's name from the Add this report to a group drop-down.
  4. Select Save.

That's it. You now know how to memorize reports.