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Customise your reports with a modern view in QuickBooks

by Intuit•12• Updated 6 days ago

With QuickBooks Online Advanced, you can create and personalise reports using the Custom Report Builder to track your business performance accurately.

Modern view is a revamped reporting experience for standard and custom reports. It offers faster, simpler tools and advanced features like new report types, an Excel integration, and enhanced security.

What's new in Modern View?

Key reporting tools are easier to access. Here’s a list of location updates for these tools:

Faster customisation: Make all your changes in one go (filters, columns, or groupings) and then run the report once.
Cash vs Accrual: A toggle for your preferred accounting method.
Header dropdowns: Display columns by and Compare to are now accessible directly in the header.
Customisation: Located in a dedicated section to streamline your workflow.
Page-level scroll: You can scroll the whole page, or hover over the white space to the left or right of the report to scroll.
Export with formulas: When you export a customised report to Excel, calculated rows and columns retain their formulas

Customise reports in the app

Create your custom report

Use the report creation wizard or start with data columns to build your report.

Go to Reports and select Custom reports (Take me there).
Select Create new report and the report type, then select Create.
Note: If you select a blank report, you'll see the following options:
- Start by report creation wizard: Search for a specific report type.
- Start by adding data columns: Manually add, remove, or drag columns to reorder.
To edit the name, select the report name twice.

Customise and organise data

Tailor the layout of your report to see the most relevant business data.

Organise columns

Go to Reports and select Custom reports (Take me there).
Open your report, select Customise, then select Columns.
Use the Reorder tab to drag columns into your preferred order.
Use the More Columns tab to check or uncheck data fields.
Note: To improve readability, select the relevant Banded row colour checkbox in Visual tab to alternate row colours. You can add this setting under Row settings.
Select Apply changes.
Select Save As or Save. This lets you edit your report any time in the Report name field.
- Select Save to save the report.

Filter items in your report

Filters allow you to show only the specific items you want to see.

Go to Reports and select Custom reports (Take me there).
Open your report and select Customise.
In the Filters section, select a field from the Filter by ▼ dropdown and select the operation from the Condition ▼ dropdown.
Select values from the Value ▼ dropdown or enter one in the Value field. Add another filter or condition if needed.
Tip: To add another condition or filter, select + Add condition or + Add another filter.
Select Apply changes.

Group by items in your report

Find your report data easier. You can expand or collapse it to view the details in each group.

Go to Reports and select Custom reports (Take me there).
Open your report and select Customise.
To categorise items, select the Groups section, then select an option from the Group by ▼ dropdown. You can select up to 3 columns.
Use the Edit group calculations section to calculate totals, averages, or percentages for numeric groups.
Select Apply changes.

Note: Use Calculated fields to add custom data directly to your reports.

Advanced viewing options

Pivot your report

Summarise and total your report data. Here’s how.

Go to Reports and select Custom reports (Take me there).
Open your report and select Customise.
Use the Pivot section to pivot your data with one selection.
Categorise fields in Rows and Columns, then select Values* to summarise.
Select the Show totals checkbox to view row and column totals.
Select Apply changes.

Drill down and refresh

Zero balance drilldown: Drill down into accounts with zero balances directly from the Balance Sheet to see underlying details.
Auto-refresh: Reports include an auto-refresh feature to ensure you’re viewing the most current data. You can also select the refresh icon to update.
Persistent settings: When you drill down into a transaction report and go back, your customisations stay in place.

General formatting

Use Customise or General options to update the report accounting method and visual style.

Number format—shows the numbers in thousands, cents, and displays zero amounts or currency symbols in your report. You can also choose to show decimals up to 3 places, or round to the nearest whole number.
Header or Footer—lets you select or uncheck the checkbox you want to add or remove.
Tip: Select Visual tab to see the option.
Data tab—lets you turn on Show entity names in the columns.
Row settings and Column settings—lets you select a banded row colour, or a colour for selected columns in your report.
Tip: Select Visual tab to see the option.
Gridlines—lets you select borders for your report, such as vertical and horizontal borders.
Tip: Select Visual tab to see the option.
Compact | 100 % ▼ dropdown—lets you select a view style which affects text size, spacing, and font. You can also expand or collapse all of your report data here.
Note: This option is available inside the report.
Display columns by—Select time intervals such as Days, Weeks, Months, or Quarters.

Tip: Set your report period and select your custom date. You can also refresh your data with this icon to update.

Visualise data with charts

Create custom charts to get a visual representation of your business performance.

Go to Reports and select Custom reports (Take me there).
Select a report name, then select the chart view icon .
Select the Chart Type from the right pane.
Use the dropdown ▼ to set the Horizontal (X) axis and Vertical (Y) axis.
Select a value from the Split by ▼ dropdown.
Select Apply changes or Save.

Schedule and email reports

Go to Reports and select Custom reports (Take me there).
Select the report name to open it.
Select the ellipses icon , then select Schedule report.
Note: If you don’t see this option, repeat Step 1, select the ▼ dropdown in the Action column, then select Create a schedule.
Enter your Workflow name.
Set the email recurrence, subject line, and message, and any other required fields.
Select Save and turn on.
Tip: To see your schedules, go to the Action column in your Custom reports list and select View all schedules ▼ dropdown, then select Schedule and send a report.