Customize reports in QuickBooks Desktop for Mac Plus

You can collapse rows for jobs or sub accounts and show totals only for the parent account.

You can collapse columns for jobs or sub accounts and show totals only for the parent account.

1. Go to the Reports tab.
2. Open a report, then select Customize.
3. Select Filters.
4. Search for the filter you want or select Show All to see all types of filters.

Note: You can uncheck filters to turn them off.

• Account: Limit the report to certain accounts.
  • Select All Bank Accounts from the list to limit the report to the accounts from which you write checks.
  • Select Selected Accounts to limit the report to specific accounts.
• Address: In QuickBooks 2024, there are 12 new report filters you can use to limit reports by name or ship to address.
  • Name Contact
  • Name Address
  • Name Street1
  • Name Street2
  • Name City
  • Name State
  • Name Zip
  • Ship to Address 1
  • Ship to Address 2
  • Ship to City
  • Ship to State
  • Ship to Zip
• Aging: Filter overdue invoices and bills by a specific number of days.
  • Select "<" to include those overdue by more than the specified number of days.
  • Select ">" to include those overdue by up to the specified number of days.
• Amount: To see transactions based on a certain amount. Select the =, <, or > button and type an amount in the field.
  • For example: to see a report that shows customers who have purchased more than $500.00 worth of items from you, select the > button and type 500 in the field.
• Class: To see transactions for different classes. Choose the classes you want to include from the list.
  • Select the Selected classes to select multiple classes.
• Billing Status: Use billing status to show only unbilled activities.
  • Select Unbilled.
• Cleared: Select transactions for the report based on whether you've marked them as cleared or not.
• Customer Type: Limit the report to transactions related to one of your customer types.
• Customer:Job: Select the name you want from the Customer:Job list.
• Days per aging period? and Age through how many days?: Restrict transactions included in the report according to their aging status.
• Detail Level: Limit the report to selected detail lines in a transaction.
  • The items on a bill or the cost details on a check. When you make a transaction report, you can use this filter to show or hide the details for each transaction.
• Due Date: Include only the bills and invoices that are due within the specific date range.
• Duration: Set a time limit, usually for work.
  • Choose Any or =, <, or > from the menu and enter a number in the box.
  • For example, to see a report that includes only tasks that are longer than four hours, select > and type 4 in the field.
• Entered/Modified: Limit the report to transactions entered or edited within a specified date range. This option works with the audit trail report.
• FOB, Item, Payment Method, Rep, Ship Via, Terms: Limit transactions to fields that appear in sales or purchase transactions.
  • Choose Selected from one of the lists to select list items individually.
• Item: Limit the report to certain items in your inventory.
• Job Type: Limit the report to transactions related to one of the job types on your job type list. Using job type as a filter helps you see how profitable a specific job is for your business.
• Memo: See transactions based on their memo fields. QuickBooks finds a match if the transaction's memo field includes the specified sequence of characters.
  • For example, if you enter "pay" in the memo field, QuickBooks will match it with "Pay by June 21" or "Please pay immediately."
• Name: Limit the report to transactions related to certain names from your Customer, Job, Vendor, Employee, or Other Name lists.
• Number: Choose transactions based on invoice or check number.
  • To filter for a range of transactions, you must enter both the beginning and ending numbers of the range.
  • To filter for only one transaction, you must enter the transaction number in the first field only.
• P.O. Number: Limit the report to display transactions matching a range of purchase order numbers.
• Paid Date: Include only invoices that have a specific paid date.
• Paid Status: Include only invoices and bills that have a specific paid status of closed, open, or either.
• Payroll Item: Limit the report to specific payroll items like vacation, salary, health insurance, and federal withholding.
• Posting Status: Posting status of transactions to a register.
  • Most transactions, such as invoice creation, post to the appropriate register. (for example, accounts receivable).
  • Some transactions, such as estimates, pending sales, and purchase orders, don't post and don't appear in your register.
• Received: Include open purchase orders, closed purchase orders, or both.
• Ship Date:  Include only invoices and cash sales receipts with a specific shipping date.
• Source Account: Limit the report to transactions that are from a specific balance sheet account or a group of balance sheet accounts.
  • To show only the checking transactions that helped your company make money, use the source account field to select the checking accounts.
    Important: The source list includes all income and expense accounts. Ignore these when choosing balance sheet accounts. To limit the report to specific income or expense accounts, choose them from the account list.
• To Be Printed: Choose not to include printed transactions.
• Transaction Type: Choose the type of transactions you want included in this report.
• Vendor Type: Limit your report to transactions related to one of your vendor types.

Choose column headings for subtotals

Some reports let you subtotal amounts in columns for time periods or other factors.

1. Go to the Reports tab.
2. Open a report, then select Customize.
3. Select the column to subtotal in Total by.

Choose row headings for groups

If your current reports don’t have the headings you want, run a custom report.

1. Go to the Reports tab.
2. Select Custom Summary Report.
3. Select Customize.
4. Choose an item from the Row Axis list.

Change the subtotaling of transactions

You can group and subtotal the data in a transaction detail report.

1. Go to the Reports tab.
2. Open a transaction detail report.
3. Select Customize.
4. Select an item from Total by.

Change the sort order of transactions

Transactions are usually listed by date in a report. You can also sort them by amount or document number.

1. Go to the Reports tab.
2. Open a transaction detail report.
3. Hover over the column header you want to sort by.
4. Select the dropdown for that column, then select Sort Ascending or Sort Descending.

When you change the width of a column in a report, QuickBooks saves it automatically. You can lock the column width to prevent anyone from changing it.

1. Go to the Reports tab and open a report.
2. Hover over the column header you want to lock.
3. Select the dropdown, then select Lock Column Width.

1. Go to the Reports tab, then select Format.
2. Select the Font & Color ▼ dropdown, and choose the area of the report you’d like to customize.
3. Choose a font and color, then select Save.

Choose how numbers and negative numbers appear.

• Number Formats: Select to divide numbers by 1,000 or if you want to include cents or zero amounts. 
• Negative Numbers: If you have negative numbers, you can choose how to format them, and if you want them to show in red.

The header at the top of your report includes your company name, title, subtitle, and date automatically added by QuickBooks.

• Company: The company's name will appear in the report.
• Title: This is the report's title.
• Subtitle: This is the report's subtitle, for example, “January through December 2020”.
• Date: This is the date you created the report.
• Show Time Prepared: Show your report's creation time.
• Show Report Basis: Choose if the report is on either an accrual or cash basis.
• Print Header: Choose if you want the header on only the first page or on all pages of the report.

The footer is the text that appears at the bottom of the report.

• Page Footer: This shows the page number, for example, “pg 1.”
• Extra Footer Line: Use this if you need an extra line at the bottom. For example, “***CONFIDENTIAL***”.
• Print Footer: Choose to display on the first page or all pages of the report.

You can align your report to the left, right, or to the center.

1. Go to the Reports tab.
2. Open a report, then select Customize.
3. Select Format, then select the Alignment ▼dropdown.

If you prefer to start with a template to format your report, here's how.

1. Go to the Reports tab.
2. Open a report, then select Customize.
3. Select the Format Setup ▼ dropdown.
4. Customize the report theme, then select Save.