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Save a customized report in Quickbooks Online

by Intuit•31• Updated 3 weeks ago

Learn how to save a customized report in QuickBooks Online.

With QuickBooks Online Advanced, you can create your own reports using Custom Report Builder.

Save a customized report in a group and share it with other users. This helps improve data accessibility and makes collaboration easier.

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.

Save a customized report

You can choose your preferred settings when you save a customized report. Here's how.

  1. Go to Reports, then select Standard.
  2. Select the report you want to make changes to, then select Customize report.
  3. After you've made the changes you want to the report, select Save as.
  4. In the Report name field, enter a descriptive name for the report.
  5. Switch on Share with others, to make it visible to others who can access the report.
    Tip: Other users will see the report you shared in their Custom reports tab. But new users you invite to the company won't see it. Only current users will have access to it.
  6. Select Add to group ▼ dropdown, then select the group you want to add this report to.
    Note: You can group and organize reports in your Custom reports list if you use QuickBooks Online Essentials or Plus.
  7. Once your desired options are set, select Save.

Note: If you edit a custom report, save it again to keep the changes.

After you customize a report, you can also run, export, sync, and print it to maintain accuracy.

  1. Go to Reports, then select the Custom reports.
  2. Find the desired customized report or group of reports, then select the report to run.
  3. Select the Export/Print ▼ dropdown, then select the following options:
    • Select Export to Excel.
      1. Select Downloads from your browser.
      2. Select the Excel report you want to export to run it.
    • Select Export as CSV.
      1. Select Downloads from your browser.
      2. Select the CSV report you want to export, then select OK.
    • Select Run report and sync data in Excel.
    • Select Print/Save as PDF.
      1. Select Downloads from your browser.
      2. Select the PDF  report you want to print/save.
      3. Select Print or Save as PDF.

If you want to email more than one report at once, you can group the reports. Once the reports are in the same group, you can send them by email on a recurring schedule.

Important: This feature isn't available on QuickBooks Online Simple Start.

  1. Go to Reports, then select Custom reports.
  2. Find the report from the group you wish to schedule, then select the report to run.
  3. Select More actions ▼ dropdown, then select the following options:
    • Select Schedule report.
      1. In Create workflow, fill out the form, then select Save or Save and turn on.
    • Select  Email report.
      1. Fill out the form and select Send Email.

Note: If the report belongs to a group, it'll follow the group's schedule. If you don't want to send a report that's in a group, remove it from the group first.

Here's how to remove a customized report from a group:

Important: This feature isn't available on QuickBooks Online Simple Start.

  1. Go to Reports, then select Custom reports.
  2. Select the Action ▼ dropdown next to your preferred report, then select Change group.
  3. Select the link Remove from group, then select Done.
QuickBooks LedgerQuickBooks Online AdvancedQuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start

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