Customise reports in QuickBooks Online

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

Note: This article describes how to customise reports using the classic view.

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 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 Type report name here search bar.

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 in the following sections:

• General: Change things like the accounting method, reporting period, and number format.
• Rows/Columns: Choose which rows and columns appear on the report.
• Filter: Select information such as customers, suppliers, and products/service appear on the report.
• Header/Footer: Decide what appears in the header and footer.

Once you’ve finished customising, select Run report.

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.

Step 3: Manage and automate a custom report

See all of your custom reports

1. Go to 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 Reports (Take me there) and select the Custom reports tab.
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.

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. 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 Reports (Take me there) 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 (Take me there) and select the Custom reports tab.
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 (Take me there) and select the Custom reports tab.
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:

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.

The reports can be shared in PDF format. 

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. 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: Do more with custom reports

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.