Customize reports

In this article, you'll learn how to:

• Run a report
• Customize a report
• Manage and automate a custom report
• Share custom reports
• Do more with custom reports

Some of your reports will look different depending on whether they're in the classic view or new enhanced experience. Learn more about the new enhanced experience.

Step 1: Run a report

It only takes a few clicks to see your numbers. Open your Reports dashboard to follow along.

1. Go to Reports and select Standard reports (Take me there).
2. Find and select a report to open.

Tip: To find a specific report, enter keywords in the Type report name here search bar.

Step 2: Customize and save a report

Focus on the details that matter. Use filters to hide the noise and see only the specific accounts or customers you’re looking for. Most reports allow you to apply multiple filters at once. Customizable features will vary based on your QuickBooks subscription.

1. In the customization panel, adjust any of the following sections:
   • General: Change the accounting method, reporting period, and number format.
   • Rows/Columns: Choose which rows and columns appear on the report.
   • Filter: Select which customers, suppliers, and products/services appear on the report.
   • Header/Footer: Control what appears in the report's header and footer.
2. Select Run report to preview your changes.
3. When you're happy with the results, select Save customization.
4. Give your report a name and select Save.

Step 3: Manage and automate a custom report

Save time with automated updates. Schedule your custom reports to run automatically and land in your inbox on a regular basis.

1. Go to Reports and select Custom reports (Take me there).
2. Find your custom report on the list.
3. Select Edit from the Action column.
4. Turn on the Set email schedule  switch.
5. Add the email addresses of who you want to send the report to.
6. Fill out the form and set the schedule.
7. Select Save and close.

Note: This feature is not available in QuickBooks Online EasyStart.

Show custom reports to specific groups

You can also add reports to a group so only certain people can view it.

1. After you create a custom report, select Save customization.
2. In the Add this report to a group ▼ dropdown, select a group.
3. Select Save to add the report to the group.
4. Go to the Reports menu and select the Custom reports tab.
5. Find your custom report on the list. Do the following:
   1. Select Edit from the Action column.
   2. Turn on the Set email schedule  switch.
   3. Add the email addresses of who you want to send the report to.
   4. Fill out the form and set the schedule.
6. Select Save and close.

Delete a custom report from a group

You can also delete reports from a group.

1. Go to Reports and select Custom reports (Take me there).
2. Find the group on the list.
3. Select icon from the Action column for the report you want to delete.
4. Select Delete and Yes.

Export a custom report in Excel or PDF format 

You can export a custom report in Excel or PDF format.

1. Go to Reports and select Custom reports (Take me there).
2. Find the custom report on the list.
3. Select icon from the Action column for the report you want to export.
4. Select Export As PDF or Export As Excel.

The report is exported in the PDF or Excel format.

Step 4: Share custom reports

You can quickly share PDFs of reports over email. This is the easiest way to share with your team:

1. On an open report, select the email icon.
2. Select Email.
3. Fill out the form.
4. Edit the body message so recipients know what to expect.
5. When you're ready, select Send.

Note: Reports can be exported as a PDF. To send to multiple recipients, separate each email address with a comma (e.g., test_email@hotmail.com, email_test@yahoo.com).

Share edit access with team members

If you want to give other file users full access to edit custom reports:

1. On an open report, select Save customization.
2. In the Share with ▼ dropdown, select All.
3. When you're ready, select Save.

Important: Only share reports once. If you share the same report multiple times with users who already have access, you may create duplicate reports.

Next steps

• Learn how to get more info out of your custom reports in QuickBooks Online.
• Connect with our community of experts to learn how others customize their reports.