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Customise reports in QuickBooks Online

by Intuit Updated 1 month ago

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.

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

Step 1: Run a report

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

Tip: To find a specific report, simply enter keywords in the search bar labelled "Find report by name".

Step 2: Customise a report

Once you’ve opened a report, you can begin to customise your report using the Customise feature. Most reports you use will have a standard set of filters to choose from.

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 information such as customers/suppliers, accounts, and products appear on the report.
  • Header/Footer section: Decide what appears in the header and footer.

Once you’ve finished customising, select Run report.

Step 3: Save customisation

Once you’ve set up the perfect set of filters, you can save them for future use. This means you can easily run the same report again without having to re-apply the filters each time.

To do this:

  1. Select Save customisation.
  2. Give your report a name.
  3. Select Save.

Tip: If you want to give other file users full access to edit custom reports, select a user from the Share with dropdown menu. But, avoid sharing the same report multiple times with users who already have access to prevent duplicate reports.

You can review all your custom reports in the custom report tab.

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. From the respective dropdowns ▼, select the customers, suppliers, or 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 4: Manage a custom report

Show custom reports to specific groups

Note: Group custom reports aren’t available on QuickBooks Online Simple Start.

Delete a custom report from a group

You can also delete reports from a group.

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

Step 5: Export and share custom reports

Export reports

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

To do this:

  1. On a open report, select the Export icon

  1. Choose how you want to export the report

Email 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).

Step 6: Do more with custom reports

Learn how to get more info out of your custom reports in QuickBooks Online or connect with our community of experts to learn how others customise their reports.

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