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Customize customer, job, and sales reports in QuickBooks Desktop

In QuickBooks Desktop, you can easily keep track of your sales and expenses using predefined customer, job, and sales reports.

You can also customize reports to focus on the information that matters most to your business.

Customize reports

You can customize most reports in QuickBooks Desktop.

  1. Go to the Reports menu and select Reports Center.
  2. Find and open a report on the list.
  3. Select Customize Report.

Use the filters and other features available to customize your report. Once you find the settings you like, select Memorize to save the report so you can use it again in the future.

Create specific custom reports

Here are a few custom reports you can create in QuickBooks Desktop.

Taxable customers

The report lists all customers that are taxable, meaning they have a taxable sales tax code.

  1. Go to the Reports menu.
  2. Select Customers and Receivables and then Customer Phone List.
  3. Select Customize Report.
  4. On the Display tab, uncheck Main Phone.
  5. Scroll down the column list and check Sales Tax Code.
  6. Go to the Filters tab. (for QuickBooks for Mac, choose the Filters icon).
  7. From the Filters list, select Sales Tax Code. From the dropdown, select All Taxable Codes. You can also select specific tax codes. Tip: You may want to try both to see which one gives you what you need.
  8. Select OK.

Sales Receipts with payment check number

This report shows the check number specified by the user when they enter a sales receipt.

  1. Go to the Reports menu.
  2. Select Customers & Receivables and then Transaction List by Customer.
  3. Select Customize Report.
  4. On the Display tab, check to add P.O. # and Pay Meth columns.
  5. Go to the Filters tab.
  6. From the Filters list, select Transaction Type.
  7. From the Transaction Type dropdown, select Multiple Transactions. Then add Sales Receipts and Payment.
  8. Select OK.

Sales by state

This report shows sales by state/province. This is particularly helpful if you want to see sales location trends.

  1. Go to the Reports menu.
  2. Select Sales and then Sales by Customer Detail.
  3. Select Customize Report.
  4. On the Display tab, from the Columns list, select Name State/Province.
  5. Select the Total by dropdown and then select Total Only.
  6. Select the Sort by dropdown and then Name State/Province.
  7. Select OK.

Daily sales report totaled by payment method

This report shows payments totaled by payment methods.

  1. Go to the Lists menu.
  2. Select Customer & Vendor Profile Lists and then Payment Method List.
  3. Right-click any payment method and select Quick Report.
  4. Select Customize Report.
  5. Set the appropriate date range.
  6. Go to the Filters tab.
  7. From the Filters list, select Payment Method.
  8. From the Payment Method dropdown, select Multiple Payment Methods.
  9. Select the payment method you want to show on the report.
  10. Select OK.

Sales Order report grouped by a customer with Item Name for open items

The default Sales Order by Customer Report doesn't include Item detail info. It only displays the total amount of the Sales Order, not just what's open.

The normal Sales Order by Item Detail Report can't group customers. To get this, customize an Open Purchase Orders by Job report.

  1. Go to the Reports menu.
  2. Select Purchases and then Open Purchase Order by Job.
  3. Select Customize Report.
  4. On the Display tab, select the following columns: Type, Date, Num, Source Name, Item, Item Description, Qty, Open Balance, and Amount.
  5. Go to the Filters tab.
  6. Select Transaction Type and then Sales Order. Select Paid Status and then Open. Select Received and then Either.
  7. Select the Header/Footer tab. Change the Report Title to Open Sales Order Detail by Customer.
  8. Select OK.

Customer payments and the invoices and deposits to which they are linked

This report is based on the Check Detail report. It shows customer payments you have received and the invoices and deposits to which the payments are linked. When formatted properly, it can function as a Customer Remittance report showing each Invoice and each Customer Payment.

  1. Go to the Reports menu.
  2. Select Banking and then Check Detail.
  3. Select Customize Report.
  4. On the Display tab, select the date range.
  5. Go to the Filters tab.
  6. Remove all selected filters under Current Filter Choices.
  7. Select the Transaction Type filter and then select Payment.
  8. Select the Detail Level filter and then select All Except Summary. If the Detail Level filter is selected as Summary Only, it only shows linked deposits.
  9. You can select the Name filter to filter for specific customers.
  10. Select OK.

Payments linked to open invoices

Creating a report to show all payments on open Invoices would require a filter to see if the Payment/s are linked to an open invoice. The Check Detail report and the Deposit Detail report shows the link but do not total the payments. To get a total of all payments for open invoices, export the Deposit Detail report to MS Excel using the Advanced option for Auto Filtering.

  1. Go to the Reports menu.
  2. Select Banking and then Deposit Detail.
  3. Select Customize Report.
  4. Set the date range.
  5. Go to the Filters tab.
  6. Select the following filters: Account = All Accounts Receivable, Transaction Type = Invoice, Detail Level = Summary Only, Paid Status = Open
  7. Select OK.
  8. Select Excel at the top of the report. Then select Create New Worksheet.
  9. Follow the steps on the Send Report to Excel window.
  10. When you're ready, select Export.

In the MS Excel Worksheet:

  1. Delete all of the invoices that don't show a linked payment.
  2. Move each of the invoice amounts one cell to the right.
  3. Under the payments, insert a Sum function. This shows you the total of the payments.

Amounts on estimates

This report shows amounts of all outstanding estimates.

  1. Go to the Reports menu.
  2. Select Jobs, Time & Mileage and then Estimates by Job.
  3. Select Customize Report.
  4. On the Display tab, select to add the Open Balance column. Uncheck any unneeded columns.
  5. Set the date range.
  6. Select OK.

Estimates by job

This report lists all active estimates assigned to a customer or job. This lets you see at a glance how many estimates exist for each customer/job. To open any of the estimates listed, double-click the transaction.

Open invoices as of a selected date

  1. Go to the Reports menu.
  2. Select Customers & Receivables and then Open Invoices.
  3. Select Customize Report.
  4. Select Advanced.
  5. In the Open Balance/Aging section, select As of Report Date/Report Date.
  6. Select OK. Then select OK again in the Customize Report window.
  7. Enter the correct date on the report.

Customer invoices sorted by Invoice Number

This report shows all invoices for all customers by Invoice Number.

  1. Go to the Reports menu.
  2. Select Custom Reports and then Transaction Detail.
  3. On the Display tab, set the date range.
  4. Select the Sort by dropdown and select Num.
  5. Go to the Filters tab.
  6. Select Transaction type and then Invoice. Then select Detail Level and then Summary only.
  7. Select OK.

Open invoice with items sold and subtotaled by customer

  1. Go to the Reports menu.
  2. Select Custom Reports and then Transaction Detail.
  3. On the Display tab, select to add the Item, Item Description, and Qty columns.
  4. Go to the Filters tab.
  5. Add the following filters:
    • Detail Level = All Except Summary
    • Transaction Type = Invoice
    • Paid Status = Open
  6. Select OK.
  7. (Optional) From the Total By dropdown, select Customer.

Customer: Job status, date, and estimate totals

This report shows job status, start and end dates, and estimate totals.

  1. Go to the Reports menu.
  2. Select List and then Customer Contact List.
  3. Select Customize Report.
  4. On the Display tab, select to add the Job status, Estimate Total, Start Date, and Projected End columns. You may also want to add Balance Totals (for invoice balances).
  5. Remove any unwanted columns.
  6. Go to the Filters tab.
  7. Select the filters as needed.
  8. Select OK.

A Sales by Rep report based on gross profit

Many companies pay commissions to sales reps based on Gross Profit rather than the gross of the sale. This enables companies to maintain profitability on an item if it is deeply discounted.

The normal Sales by Rep report is based on the item total and not the gross profit. To create one based on gross profit:

  1. Go to the Reports menu.
  2. Select Custom Reports and then select Summary.
  3. On the Display tab, select the Display rows by dropdown and then select Rep.
  4. Set the date range.
  5. Go to the Filters tab.
  6. Select the Accounts filter and then Multiple Accounts.
  7. Select to add the appropriate Income and Cost of Goods Sold accounts.
  8. Select OK.

Customers and their associated price levels

QuickBooks doesn't have the option to display customers and their associated price levels. But you can create a different report which shows the price levels per customer.

  1. Go to the Lists menu and select Add/Edit Multiple List Entries.
  2. In the Add/Edit Multiple List Entries window, select the List dropdown and then Customers.
  3. Select Customize Columns.
  4. In the Available Columns window, scroll down and select Price Level. Then select Add.
  5. Select the Move Up button to arrange the columns so the Price Level is next to the Name or Job column.

You can edit the field but you cannot print or export the report.

To print or export price level reports:

Create an IIF file and open it in MS Excel.

  1. Follow the steps to export your Customer list.
  2. Find the exported file. Right-click it and select Open with.
  3. Select Excel.

Find the information you need in Excel:

  1. In the Excel spreadsheet, scroll down Column B until you see the word NAME in a cell.
  2. The customer names will be listed in the cells below.
  3. Scroll across the spreadsheet in the same row where the NAME cell was found. At the end of the row, you'll see PRICE LEVEL.
  4. Listed below are all the Price levels associated with these customers.

Clean up the Spreadsheet.

  1. Delete (or hide) the rows above the one where the NAME and the PRICE LEVEL cells were found.
  2. Delete any other columns in between NAME and PRICE LEVEL that you do not wish to see in your report.

When saving the file, Excel will give you a message: "[File Name] may contain features that are not compatible with Text (Tab delimited). Do you want to keep the workbook in this format?" Select Yes to confirm.

Job Profitability Summary report with Inventory Adjustment assigned to a Customer: Job

This report includes inventory adjustments and accurate job costing.

  1. Go to the Reports menu.
  2. Select Jobs, Time, & Mileage and then Job Profitability Summary report.
  3. Select Customize Report.
  4. Go to the Filters tab.
  5. Select the Accounts filters and then select All Accounts.
  6. Select OK to save the changes and memorize the reports if necessary.

Job Profitability Detail Report For Paid Invoices

This report shows only paid invoices by the invoice date. It doesn't show the date they were paid.

  1. Go to the Reports menu.
  2. Select Jobs Time and Mileage and then Job Profitability Detail.
  3. Select the desired customers. Then select OK.
  4. Select the Customize Report.
  5. Go to the Filters tab.
  6. Select Paid Status filter and then select Closed.
  7. Select OK.

Report for Missing Invoices

  1. Go to the Reports menu.
  2. Select Banking and then Missing Checks.
  3. Choose the Accounts Receivable account you used for the invoices.
  4. Select Customize Report.
  5. Go to the Filters tab.
  6. Select the Transaction Type filter and then select Invoice.
  7. Select OK.

You'll see a ***Missing Numbers Here*** message if there's a missing invoice.

Unbilled Cost/Reimbursable Expenses (QuickBooks for Mac)

This report shows all unbilled jobs by customer. If you have unbilled costs that have already been billed, they won't show up on this report.

  1. Go to the Reports menu.
  2. Select Jobs, Time & Mileage and then the Unbilled Costs by Job report.

If you want to only see Billed costs:

  1. In the Unbilled Jobs by Cost report, select the Filters button.
  2. From the Billing Status dropdown, select Billed. Then select Apply.

If you want to only see Unbilled costs:

  1. In the Unbilled Jobs by Cost report, select the Filters button.
  2. From the Billing Status dropdown, select Unbilled. Then select Apply.

If you want to see Billed and Unbilled costs:

  1. In the Unbilled Jobs by Cost report, select the Filters button.
  2. From the Billing Status dropdown, select Any. Then select Apply.

The articles in this series will help you:

Note that available columns and filters differ for each report/group of reports because each draws information from the company file differently. Learn more about reports in QuickBooks Desktop.

Advanced Reporting: Information at your fingertips.

QuickBooks Desktop Pro and Premier users can get advanced reporting features by upgrading to QuickBooks Desktop Enterprise. Give us a call at 888-566-4671 and see if it's right for you.

 

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