Customizing and running custom reports

You can assign the In house accountant or the Standard all-access user role for your Bookkeeper. Here are the steps to edit the user role:

1. Go to the Gear icon and choose Manage users.
2. From the Users tab, find the user and click Edit.
3. Then, modify the Role by selecting an option from the dropdown menu.
4. Click Save changes.

However, you'll still need to switch on Share with others, to make it visible to users who can access the report. This step improves data accessibility and facilitates easier collaboration. Thus, the user is unable to customize a custom report unless it is shared with them.

Here's how:

1. Go to the Reports menu, and choose Custom reports.
2. Click Edit from the specific report.
3. After you've made the changes you want to the report, select Save as.
   
   
   
4. Turn on Share with others.
5. Tick the Add this report to group (optional).
6. Click Save.
   

Additionally, you can create your own roles and customize their permissions by checking out the insights in this handy reference: Add and manage custom roles in QuickBooks Online Advanced and Intuit Enterprise Suite.

Moreover, you can email, export, print or save your reports for future use to help you track your business performance seamlessly.

Furthermore, we have QuickBooks Live Expert Assisted that are always available to help you with best practices in setting up and making the most out of QuickBooks Online.

If you still need any help with user roles, reports, or other transactions in QBO, please let me know, and I'll do everything I can to help here in the Community.

Hi Carneil - thanks. This works for some reports (e.g. when I've made a minor customization to a standard report and saved it) but DOES NOT work for others (e.g. a Transaction report that I built from scratch using the report writer). For that report built from scratch, it doesn't matter how many times I re-save it with "Share All" specified, my bookkeeper (who has In-house Accountant role) can't customize it. Please advise.

Thanks for the update, Stan iTEE Global. We can give your bookkeeper a Company admin role in QuickBooks Online (QBO) by providing the details and process below.

Yes, the In-House Accountant role can give your bookkeeper access to Transaction reports created from scratch, but it doesn't allow them to modify. You'll want to assign them the Company Admin user role since this provides access to every part of the account, specifically customizing any reports.

Here's how:

1. Go to the Gear icon and choose Manage Users.
2. Click Edit under the Action column from the user.
   
   
   
3. Choose Company Admin from the Roles section.
   
4. Tick Save changes once done.
    

Moreover, with QBO Advanced, you can create your own reports using Custom Report Builder. You can use spreadsheet sync to measure performance and streamline your business.

If you require further assistance with reports or QBO Advanced features, we're here to equip you with all the necessary data and resources, ensuring you can achieve your goals.

Thanks again, Carneil, but this is a very awkward solution - in order to allow the bookkeeper to make very minor report customizations we need to grant him unlimited access to our system. I hope Intuit recognizes how contradictory that solution is - you've implemented an unnecessary role restriction in the Inhouse Account role (presumably, to "protect" us) that forces us to grant unlimited access (thereby removing all protections).

We tried to get around this by having our bookkeeper create his own custom report, but (with the Inhouse Accountant role) his report-creation capabilities are so restricted that we could not reproduce the report I had created. Again - an unnecessary role restriction. Why can't an Inhouse Accountant create a report of any transactions, since he has access to all those transactions anyway? These reporting restrictions serve no purpose except to frustrate your customers.

For any other customers struggling with this issue, we did finally come up with a workaround: We temporarily assigned Company Admin permissions to the bookkeeper, and then he was able to copy my report and save it as his own. When we returned him to the Inhouse Accountant role, he retained full access to that report, including the ability to customize it. This kind of messing around should not be necessary - Intuit needs to fix it's permissions structure around reporting.