How do I collapse the subcategories in a balance sheet report?

Thanks for posting to the Community, @bnavarre.

I'd be happy to give you a resolution. You can click the mini drop-down button to collapse each account on a Balance Sheet report.

Let me show you how:

1. Go to Reports.
2. Select the Balance Sheet report.
3. Click the drop-down ▼ button beside each account.
   
   

You can then print the report and present a management summary.
 

You can also check these video and article on how to customize reports and send it by email on a recurring schedule:

• How to Customize Reports: Basics, Sorting & Date Ranges
• Set schedule and email information for a memorized report

Please let me know or tag me (@Jovychris_A) if you have additional questions. I'll keep my notifications open. Have a good one!

@Jovychris_A .  Thank you.  That's generally what I do if I'm printing them out individually; however, when exporting to excel or (my preference) incorporating into a "Management Report" template, they automatically re-expand.  In excel, I have to go through and delete or hide the unwanted lines.  While it's not a huge task, it opens up an opportunity for mistakes.  On the P&L report, it works fine and only exports the collapsed view rows.  Seems like the Balance Sheet would work the same way.

Hello again, bnavarre. Thanks for keeping us updated. 

When exporting a balance sheet report in QuickBooks Online (QBO), it will show all the line items associated with a specific account. Right now, what you're doing is the option if you'd not want to display the unwanted lines. 

I can see how this feature would be beneficial to you and other businesses. Rest assured, I'll forward this idea on to our Product Development Team for further review. 

In the meantime, I encourage you to star our blog to keep up with any product updates or improvements on the online version: https://quickbooks.intuit.com/blog/whats-new/.

Additionally, I want you to get the most out of QuickBooks for your business. You can check some articles that are designed to help you get acclimated to the software. They can be accessed at the following link: QuickBooks Tutorials.

As always, you can get back to me if you have any additional questions. I'm here for you. Have a great day!

I'm trying to do this on a product/service detail report and there are 4,000 items. I'm not wanting to click 4,000 dropdown buttons. Is there a way to have them all close and open together with one click? I went through about 100 of them and accidentally clicked something that opened all of them up again. Please help.

I can show you how to get the report that you need, @alchemy1. 

Are you referring to the Sales by Product/Service Detail Report? If yes, you can run the Sales by Product/Service Summary Report instead.

The Sales by Product/Service Detail Report will generate all your sales, grouped by product or service. The feature to close all those drop-down buttons in a single click in currently unavailable.

The Sales by Product/Service Summary Report will only show the total sales for each product or service. To run this report:

1. Go to the Reports menu and look for the Sales by Product/Service Summary report.
2. Click to run the report. 

From here, you can customize reports in QuickBooks Online to get the most out of it. 

The ability to collapse the report in a single click will be a great addition to the current features that we have in creating your reports. So, I'll take note of it. I'd also recommend you visiting our Blog to learn what new updates and features we have. 

Stay in touch if you have other concerns by leaving a comment below. I'm always glad to help in any way I can.​ Have a great rest of the day.

I second the recommendation for this feature. I use a lot of custom reports, and it would be hugely beneficial to be able to create a summary default view that shows me the subtotals based on my grouping selection.

How is that Quickbooks cannot collapse all?  Quicken has this feature and it seems like a simple issue.  

Quickbooks staff, please provide a solution.  This cant be hard.  

Hello, kkyousif. 

I'd like to dig a little deeper, and give you some information about the collapse function on the reports. 

You can collapse the subcategories on a report. I take it that you want to collapse them when you export to Excel. 

The export function will always show what is being shown on the report. If you just want to see a simplified view of the regular Balance Sheet report, you can follow what Jovychris_A has given. 

Though, you can also use the Balance Sheet Summary report instead. It shows you a collapsed and simplified view of all of your Balance Sheet accounts. There aren't any subcategories included with it as well. 

However if you still want the ability to collapse the report when exporting and while retaining the original view, I would recommend sending feedback. Our developers will review it and might consider the request in the future updates. 

Simply click the Gear icon, then select Feedback. 

You can also drop by at our QuickBooks Blog for product updates and news. 

If you need help with your routinely reconciliation, I suggest checking this article for a workflow guide: Reconcile an account in QuickBooks Online.

I'm all ears if you have other questions about the reports or in QuickBooks Online. Just reply here or create a new thread. I'll be right there with you.