Customise reports

Customise your financial reports in QuickBooks Online to show the accounts, customers, and details that matter most to your business. You can filter data, change the layout, save your custom reports, and share them with others.

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: Customise 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. Customisable features will vary based on your QuickBooks subscription.

If you are on the Classic view:

1. Select Customise.
2. In the customisation panel, adjust any of the following sections:
   • General: Change the accounting method, reporting period, and number format.
   • Rows/Columns: Select 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.
3. Select Run report to preview your changes.
4. When you're happy with the results, select Save customisation.
5. Give your report a name and select Save.

If you are on the Modern view:

1. Select Customise.
2. Select Filters, Number format, Header, or Footer to update the respective sections.
3. Once you're done, select X to close the Customise menu.
4. Select Save As and follow the steps to keep the current filters and save the customised report.

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.

If you are on the Classic view:

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.

If you are on the Modern view:

1. Go to Reports and select Custom reports (Take me there).
2. Find your custom report on the list. 
3. From the Action ▼ dropdown, select Create a schedule.
4. In the Workflow name field, enter the Workflow name.
5. In the Start field, enter a start date, then select when you want to repeat it.
6. Enter the email address you want to send the report to.
7. Enter the subjectand your message.
8. Select Save and turn on.

Note: This feature is not available in 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.

If you are on the Classic view:

1. After you create a custom report, select Save customisation.
2. In the Add this report to a group ▼ dropdown, select a group.
   Note: Select Add new group if you have not created group. Enter a group name in New group name field then select Add.
3. Select Save to add the report to the group.

If you are on the Modern view:

1. After you create a custom report, select Save As.
2. Update the report name if needed.
3. Select the Add to group (optional) ▼ dropdown. You can either:
   • Select an existing group.
   • Select + Add new group. Then, enter a group name.
4. Select Save to add the report to the group.

Delete a custom report from a group

You can also delete reports from a group.

If you are on the Classic view:

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.

If you are on the Modern view:

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

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.

Step 4: Share custom reports

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

If you are on the Classic view:

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.

If you are on the Modern view:

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

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:

If you are on the Classic view:

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

If you are on the Modern view:

1. On an open report, select Save customisation.
2. Turn on the Share with others  switch.
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 customise their reports.