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Customise reports in QuickBooks Online

SOLVEDby QuickBooksQuickBooks Online - International216Updated October 05, 2022

Learn how to get the most out of your financial reports.

Financial reports in QuickBooks give you tons of great info about your business. There are many ways to customise your reports. Filter them to show specific accounts or customers, or format the layout so the right data shows up in the right place. Here's how to customise reports and focus on the details that matter the most to you.

Step 1: Run a report

  1. Go to Business overview and select Reports (Take me there).
  2. Find and open a report.
  3. Use the basic filters on the report to adjust things like the report dates.
  4. Select Customise in the top right hand corner of the page .

This opens the customisation window.

Step 2: Customise a report

You can apply multiple filters to customise your report. Most reports have the same set of filters. Some filters are only available on certain reports.

Here's an overview of what you can customise:

  • General section: Change things like the accounting method, reporting period, and number format.
  • Rows/Columns section: Choose which rows and columns appear on the report.
  • Filter section: Select which customers, distribution account, suppliers, accounts, and products appear on the report.
  • Header/Footer section: Decide what appears in the header and footer.
Note:Customisable features will vary based on your QuickBooks Subscription.

Save custom reports

Once you have the perfect set of filters, save them so you can run the same report in the future.

  1. After you customise a report, select Save customisation.
  2. Give your report a name.
  3. Select Save.

Show specific accounts

  1. In the Customisation window, select the Filter ▼ icon.
  2. Select the Distribution Account dropdown.
  3. Select the boxes for the accounts you want to see on the report.
  4. When you're ready, select Run report.

View all accounts by type

Instead of individual accounts, you can show all your accounts by type, like assets or accounts payable.

  1. In the Customisation window, select the Filter ▼ icon.
  2. From the Distribution Account dropdown, select one of the All options, like All Asset Accounts.
  3. When you're ready, select Run report.

Show specific customers, suppliers, products, or services

  1. In the Customisation window, select the Filter ▼ icon.
  2. Select the customers, suppliers, and products and services you want to include in your report.
  3. When you're ready, select Run report.

Filter everything by class or location

If you have classes and locations turned on, you can filter report columns by class or location.

  1. In the Customisation window, select the Rows/Columns ▼ icon.
  2. From the Columns dropdown, select either Classes or Locations.
  3. When you're ready, select Run report.

Step 3: Manage and automate custom report

See all of your custom reports

  1. Go to Business overview and select Reports (Take me there).
  2. Select the Custom reports tab.
  3. Find and open a report.

Automate custom reports

If you want to get custom reports on a regular basis, schedule them to run automatically:

  1. Go to Business overview and select Reports (Take me there). Then select the Custom reports tab.
  2. Find your custom report on the list.
  3. Select Edit from the Action column.
  4. Select Set email schedule to turn it on.
  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 on QuickBooks Online Simple Start.

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 customisation.
  2. From the Add this report to a group dropdown menu, select a group.
  3. Select Save to add the report to the group.
  4. Go to the Reports menu. Then select the Custom reports tab.
  5. Find the group on the list.
  6. Select Edit from the Action column.
  7. Select the Set email schedule option to turn it on.
  8. Add the email addresses of who you want to send the report to.
  9. Fill out the form and set the schedule.
  10. Select Save and close.
Note:This feature is not available on QuickBooks Online Simple Start.

Delete a custom report from a group

You can also delete reports from a group.

  1. Go to Business overview and select Reports (Take me there). Select the Custom reports tab.
  2. Find the group on the list.
  3. Select the Edit ▼ 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 Business overview and select Reports (Take me there). Select the Custom reports tab.
  2. Find the custom report on the list.
  3. Select the Edit ▼ 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.
    This shows the icons available at the top of a report. Select the email icon to send the report as a pdf in an email.
  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.

The reports can be shared in excel format. 

Note:To send a report to multiple email recipients, separate the email addresses using a comma and space. (Example: test_email@hotmail.com, email_test@yahoo.com, email_test@intuit.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 customisation.
  2. Select a user from the Share with dropdown menu.
  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.

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