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Run reports in QuickBooks Online

SOLVEDby QuickBooks61Updated 1 month ago

Learn how to run basic reports in QuickBooks.

Financial reports give you a snapshot of your business. With dozens of reports available, you can examine sales, spending, and even a combination of both to gain a comprehensive insight and understanding of your business.

Before you get started, learn how to set up general report preferences:

  1. Go to Settings Settings gear icon. and select Account and settings.
  2. Select Advanced.
  3. In the Accounting section, select the pencil icon Image Alt Text.
  4. Select the Accounting method dropdown ▼, then select Accrual or Cash.
  5. Select Save and then Done.

Tip: If you want you want to add more information to your reports, check out our guide to customising reports in QuickBooks Online.

Run basic financial reports

  1. Go to Reports (Take me there).
  2. Use the Find report by name search bar to search for reports by name. You can also browse the list.
  3. Select the report to open it.

Note: If you change the dates or add customised filters to the report, select Run report to apply them.

Run reports for specific accounts

You can also focus on a specific account instead of running reports for everything.

  1. Go to Settings Settings gear icon. and select Chart of accounts (Take me there).
  2. Find the account.
  3. Select the Account history ▼ dropdown list in the Action column.
  4. Select Run report.

Manage your reports

Print your report

  1. Select the report to open it.
  2. If the report opens:
    • In a modern view: Select the Export/Print ▼ dropdown, then select Export/Print as PDF.
    • In a classic view: Select the Printer icon Image Alt Text.
  3. Adjust your print settings as needed. 
  4. Select Print.

1. Smart Page Breaks

Select the Smart page breaks checkbox to automatically keep items that belong in the same group together and break to the next page at logical areas for ease of reading when you print, email, or save a report.

Note: The option to print using smart page breaks will vary based on the report you are in.

2. Repeat page header

Select the Repeat page header checkbox to put the same header on each page of the report you are printing, emailing, or saving.

3. Format printed reports

You can adjust the layout of your reports before you print. In the Orientation dropdown ▼, select Portrait or Landscape. If you are printing wide reports, select Landscape from the Orientation dropdown ▼.

If the columns still don't fit:

  • Resize columns in a report.
  • Remove unnecessary columns.
  • Make the margins smaller.
  • Change the orientation to landscape

Email your reports

When you have a report open:

  1. Select the report to open it.
  2. If the report opens in modern view:
    1. Select the More actions ▼ dropdown.
    2. Select Email report.
    3. Fill out the form.
    4. Edit the body message so recipients know what to expect.
    5. When you're ready, select Send email.
  3. If the report opens in classic view:
    1. Select the Email icon Image Alt Text.
    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.

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).

Export your reports

When you have a report open:

  1. Select the report to open it.
  2. If the report opens in a modern view:
    1. Select the Export/Print ▼ dropdown.
    2. Select Export to Excel, Export as CSV, or Export/Print as PDF.
  3. If the report opens in a classic view:
    1. Select the Export icon Image Alt Text.
    2. Select Export to Excel or Export to PDF.

Tip: If your data exceeds the Excel export limit, we recommend you export your data in smaller chunks using filters such as report period.

Do more with reports in QuickBooks

Learn more about report features and specific reports to get the info you need:

We're here to help
If you have questions about reports or need help customising and using them, let us know. Sign in to QuickBooks and start a discussion with a qualified QuickBooks Online expert in our community.

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