Customer list by date of last invoice - Quickbooks Desktop

Hi there, @Baker287.

Yes, you can get a list of your customer lists showing the last invoice date by pulling up the Transaction List by Customer report. I'll guide you on how.

1. Open your QuickBooks Desktop (QBDT) file.
2. Go to the Reports tab, then select Customers & Receivables.
3. Tap on Transaction List by Customer.
4. Customize your report to display the Transaction Type to Invoices.

From there, you can filter the date and sort the information by date. This way, you can see the creation date of the transactions.

For more tips about running your QBDT reports, you can open this article: Understand reports.

On the other hand, here's how you can keep track of your invoices and other customer transactions in the future: Get started with customer transaction workflows in QuickBooks Desktop.

Let me know if you have any other follow-up questions while getting a list of your customers' invoices. I'll be right here to help. Keep safe!

Thanks -- that's a start.  But the sort/filter by invoice date won't get me quite where I need to be.

This report will give me all invoices sorted or filtered by the date of the invoice.

I need a list of customers who have no invoices after a certain date -- example: a list of all customers whose last invoice is dated before January 1, 2019 (i.e., who have had no transactions since then).

Filtering this transaction report by date of invoice will show all invoices dated on or before a certain date -- but it won't tell me whether the customer has had any transactions since then.

Any way to get that information?

Thanks for getting back here, Baker287.

Let me share a report to help with your situation.

You can run the Sales by Customer Summary and sort the Show Columns by Date, Week, Month, or Year.

Here's how:

1. Go to Reports > Sales > Sales by Customer Summary. 
2. Set the Dates and from the Show Columns drop-down, choose if you want to view the report by Day, Week, Two Week, Four Week, Half Month, Month, Quarter, or Year.
3. Click Refresh.
4. Double-click the amount to see the transactions created for that period. 

To learn more about customizing the report, please check out this article: Customize reports in QuickBooks Desktop.

If you have more questions or need help with other concerns, you can get back to us here. We're always around to help you out. Have a good day ahead.

No, that's not even close.

I want a list of customers who haven't made any purchases in the past 3 years.  All of these suggestions just give me a list of invoices by date -- which doesn't tell me anything.

I need to filter a customer list based on the most recent invoice date -- in other words, customers who have no invoice dated after <<some specific date>>

Sounds like it's not possible to do that in QuickBooks.

Hello again, Baker287.

Let me clear some info on the report that I've shared above. 

The Sales by Customer Summary report will also give you the data of the customers who haven't made any purchases in the previous  or current years. Just make sure to choose the period from the Show Columns drop-down. 

In this sample screenshot, I have no transactions recorded for 2022 this is why it shows zero. As for the years that has an amount, you can double-click on it to view the sales transactions created. 

The other way to view the last invoice date is by going to the Transactions tab in the customer's profile. 

Here's how:

1. Go to Customers > Customer Center.
2. Select the customer's name and from the Transactions tab, choose Invoices from the Show drop-down.
3. You can select All Invoices from the Filter by menu, and set the Date.

Please post a reply again if you have any additional questions or other concerns. I'll be right here to answer them. Keep safe.

Thanks for clarifying.  That works ... sort of.  If I run a report for a multi-year time period, and sort by total balance, I can get customers with no sales at all to appear at the top of the list.  Then I guess I can work through eliminating one year at a time to narrow things down.

It would be so much easier to have a filter for "no invoices after xxx date" ... but this gets close enough for what I need.

Thanks.

Just chiming in with the same question - how can I get a simple report that lists the customer and their most recent invoice date? I've got the list of invoices per customer sorted from most recent to oldest for a certain period, but I want to filter it for the just the most recent invoice date, regardless of what date it is. Can't seem to figure out how to do that. 

Hi there, @esarbee. Let me guide you through the steps to create a simple report of your customers' invoices to their most recent date in QuickBooks Desktop. We'll have to make a Custom Transaction Detail Report.

Here's how:

1. Go to the Reports top menu.
2. Select Custom Reports, then choose Transaction Detail.
3. While the Modify Report window appears, go to the Filters tab.
4. Search for the Transaction Type filter, then select Invoice from the drop-down.
5. Search for the Name filter, then select All customers/jobs if you want the report to show all the customers with all invoices. Select Multiple Names if you want to select only specific customers.
6. Choose Date from the Sort By drop-down. You can also click the button beside it to sort in ascending or descending order.
7. You can also choose the period on the Dates drop-down below the top menu.

After creating the report, you can also memorize the custom report to save it and access it easily in the future.

The Community is always here to provide you with the best solutions. Feel free to comment below with further questions about simple invoice reports.

Thank you, I have this report, I'm looking for a clean way to look up just the customer name and their most recent invoice date, not the entire list of their invoices for the period. Is there any way to boil it down that way? Thanks 

Thanks for adding more details of your concern, @esarbee. Let me add some information about generating reports in QuickBooks Desktop. 

In QuickBooks, the reports generated are based on the instructions you set and the reporting date you enter. Since you want the most recent invoice dates to appear in the Transaction Detail Report, you can change the date to the most recent one. Here are the available recent date options you can choose in the Date dropdown:

• Today
• This Week
• This Week-to-date
• Yesterday
• Last Week
• Last Week-to-date

You can also select Custom in the options to customize the dates if you want a specific date.

On the other hand, if you want to view only the customer's name and the invoice date in the report, you can uncheck the options in the Column field of the same Modify Report window.  You can refer to the screenshot below:

Additionally, you can check this article to send your reports automatically: Set up and modify Scheduled Reports.

You can send a reply on the Community page if you have other questions about managing your reports or other QuickBooks-related concerns. 

 The team will be here to help you out in any way possible. Stay safe and have a great day!

I have the same question as esarbee. Your answer presupposes that you already know which dates to look for. How do you report Customer name and date of last invoice even if some of the customers haven't been invoiced for a year or more? Thank you.

Thanks for chiming in, @Scribo. Allow me to elaborate or clarify things so you can generate a report that shows the customer's name and their most recent invoice date.

In QuickBooks Desktop, we can pull up the Transaction List by Customer report to show recent invoices. This report will also provide data on the customers who haven't been invoiced for more than a year. Just ensure to enter the correct date range, as QuickBooks will display the report based on the dates you choose. Here's how:
 

1. Go to the Reports tab, then select Customers & Receivables.
2. Tap on Transaction List by Customer.
3. Customize your report to set the date range (last invoice date) under the Display tab.
4. Choose the Transaction Type to Invoices under the Filters tab.

This way, you can see the displayed transaction based on your customization.

However, selecting a specific customer isn't possible in the customization process. As a workaround, we can export the report to Excel and organize it according to your preferences. Just go over the Export dropdown then Create New Worksheet or Update Existing Worksheet. 

I can see the importance of having the option to customize a report by selecting a specific customer. That said, I recommend sending feedback directly to our product developers. They will carefully review your feedback, identify areas that require enhancements, and consider incorporating them into future updates. Here's how:

1. Go to the Help menu.
2. Select Send Feedback Online then choose Product Suggestion.
3. Enter your suggestion.
4. Click Send Feedback.

Moreover, you may want to memorize the report to save the changes you made so you won’t have to go through the customization process again in case you need the same information in the future.

I'm all ears if you have further concerns about generating reports in QuickBooks Desktop. Leave your comment below and I'll provide the necessary help.

Thank you Nicole_N. Please clarify a couple of things.

Are you saying that I have to run the report on ALL customers for ALL dates, then edit it in Excel? That seems to be the only way to limit the report to Active customers and make sure I am seeing all of the last invoices for those customers. It also seems like a lot of work. If I have 500 ACTIVE CUSTOMERS but only want to see the last invoice for one customer (who has 30 jobs), and I just want a list of those 30 jobs and the last invoice for each of those, is there a way to produce that? The report you describe will give me a list of 500 Customers, multiplied by all of their respective Jobs, multiplied again by all of their invoices. If I select only the one Customer I want, it gives me ALL of his Jobs, Active and Inactive, as well as all invoices for each of those Jobs. I see no way to limit the report to ACTIVE Customer/Jobs unless I select ALL Customer/Jobs. I also see no way to limit the report to the last invoice for each of those Customer/Jobs.

I have one customer who has 30 active jobs, some of whom have been in the system since the 90s, and all I want is a list of each of those 30 active jobs next to the date and number of the last invoice for each of those Jobs, a report that would fit on 1 page, instead of a report that goes for 30 or more pages. That's what my client requested, and I am trying to find a way to provide that without spending a lot of time editing an extremely long Excel spreadsheet. Can QB give me that?

I have used QB for about 30 years, and it is a wonderful tool, but it has some extremely frustrating limitations, like the inability to produce a report that breaks down invoices by dates of service. I can get a list of services by invoice, but they all show as being provided on the same date, the date of the invoice, not the date of service, which can be seen only by looking at each invoice. Like the dates of the last activity for each Customer/Job, this is information that has been stored in the QB data, so, logically, there should be a way of extracting that information, but there isn't. I have (long ago) been through a lengthy exploration of that limitation, and even suggested a modification of the program, as you suggest. With all due respect, that process seems to fall on deaf ears.

Thanks again for your help.

Hi, @Scribo.

At the moment, QuickBooks Desktop (QBDT) does not have a report that can show the latest invoice for each job. 

As a workaround, you can generate a report that displays one customer along with their active jobs and invoices. Let me guide you through the steps.

1. Go to the Reports menu, then select Customers & Receivables.
2. Open the Transaction List by Customer report.
3. Click Customize Report, then go to the Filters tab.
4. Set the date range in the Date filter.
5. Look for the Job Status filter and set it to In progress.
6. Find the Job Type filter and set it to either All Job Types or Multiple Job Types.
7. Locate the Name filter and select the customer's name.
8. Choose the Transaction Type filter and set it to Invoice.
9. To save the changes, hit OK.

To keep the customization, you can click Memorize, rename the report, save it in a specific Memorized Report Group, and then select OK.

Moreover, we value your suggestion and recognize your need for the feature. To enhance your experience with QBDT, your feedback goes directly to our development team for review and consideration. You can follow the steps provided by my colleague, @Nicole_N, to submit your feedback.

For further guidance on personalizing and memorizing your reports, you can visit these articles: 

• Customize reports in QuickBooks Desktop
• Create, access, and modify memorized reports

We're available to assist with any inquiries regarding your reports. Please feel free to respond below.

Thank you, jeanbiverly.

Your message makes it clear that there is no way to limit the report to Active customers. Filtering Job Status to "In Progress" only works if the Job was coded that way to begin with, instead of "None" or "Pending." I have never used Job Status because it makes more work when closing a Customer/Job. Simply making the Customer/Job Inactive avoids the necessity of editing Job information when closing. Am I being too naive to think it should be simple to limit any report to Active Customer/Jobs? Setting the Customer Center to "Active" prevents the Find function from returning Inactive Customer/Jobs, so why doesn't that apply to Reports as well? If QB had a Find and Replace function, like every other program I can think of, one could simply Replace all Job Status entries with "In Progress" to allow your solution to be used, but, oh yeah, QB said it was "working on" adding a Find and Replace function to the program at least 4 years ago. Maybe you can understand why I don't share your optimism about the suggestion process. The entire Report process in QB has always seemed random, if not whimsical, to me. Some reports give access to some data, but no reports give access to all data. And the selection of which data is available in which report does not seem to have any rhyme or reason. Maybe if one of you EMPL people made the suggestions, the company might listen. It has never listened to me.

Thanks sincerely again for all the help that is available on this message board, even if it sometimes only demonstrates the frustrating shortcomings of the program.