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Level 1

Automating quarterly YTD balances for clients

Is there a way to automate, for example, a YTD transaction list on a quarterly basis? We want to be able to simply send out a quarterly report, not exactly an invoice, so that members would know where they stand for the year. It is not a balance due, just a report of expenditures for each member.

3 Comments 3
Kristine Mae

Automating quarterly YTD balances for clients

Let me help you with your concern, Jessgp.


You can pull up the Transaction List by Customer/Member report, customize it to show quarterly information, and filter it to one member. Then, memorize the report, and you can set it up for a scheduled email. 


First, pull up the report. Here's how:

  1. Click Reports.
  2. Enter Transaction List by Customer/Member in the Find report by name field.
  3. Click Customize.
  4. Go to Filter.
  5. Click the Customer or Member drop-down arrow, then select the member.
  6. Click Run report

Next, change the dates to show quarterly information. Then, click Save customization and fill in the necessary fields.


After creating it, go to the Custom reports tab so you can set up the scheduled report. Here's how:

  1. Select the customized report, then click Edit.
  2. Turn on the Set email schedule option.
  3. Set up the schedule and enter the member's email information.
  4. Click Save and close.

You'll have to create a customized report for each member. For more information, you can check this article: Memorize reports in QuickBooks Online.


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Level 1

Automating quarterly YTD balances for clients

would that need to be done for each member? If there were only a couple that would not be an issue but if there are a hundred or more then its something else entirely.

QuickBooks Team
QuickBooks Team

Automating quarterly YTD balances for clients

Thanks for coming back, jessgp.


It depends on how many members you're trying to run the report. We can choose All, Specified, or manually selecting multiple customers. If you'll need to run a hundred or more members, just choose the Select All option then manually uncheck some customers who are not included in the report.


Here's how:

  1. Click Reports on the left side menu.
  2. Enter Transaction List by Customer/Member in the Find report by name field.
  3. Tap the Customize button. 
  4. Select the date in the Report period field. 
  5. Go to Filter and choose Customer or Member.
  6. Tap the drop-down button and hit the Select All option then uncheck the members not included in the report. 
  7. Click Run report

See the Customize reports in QuickBooks Online (QBO) article for more detail about modifying your reports. Feel free to visit our Reports page for more insights about creating and managing your financial reports.


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