Report: Transactions by Category - Quickbooks Online Simple Start

• Customize reports in QuickBooks Online
• Memorize reports in QuickBooks Online

I have the essentials subscription and I want to create a similar report to the poster, but cannot find out where. I especially want to be able to subtotal by category.

Hi, Mark. 

Thanks for chiming in on this thread and sharing your concern about reports. I'll ensure you'll be able to pull up the Transaction Detail by Account report and see the details you need. 

With just a few clicks, you'll be able to see the report and modify it to show the subtotal by category. I'll show you how to do it: 

1. Go to the Report on the left menu. 
2. Enter the name of the report on the search bar. 
3. Click Customize. 
   
    
4. Tick the Rows/Columns and Filter dropdown. 
5. Check the box for Amount, Transaction type, and Account. 
6. You may also add other customization filters according to your needs. 
7. Click Run report to save the changes. 
   
   

Moreover, I'll be adding again these handy resources that can further help you in your future tasks with reports: 

• Customize reports in QuickBooks Online
• Memorize reports in QuickBooks Online

If there's anything else you'd like me to clarify about reports, let me know, and I'll help you in any way I can. Keep safe always. 

Thanks. You suggestion gets me only part way there. The report has a column called Split which lists the Category. However, there is no way to sort or filter by category. Right now I have to export to Excel and do all of that there. Is there a way to filter and/or sort a report of transactions by Category (Split)? If not, there should be. Or, if not, am I using QB wrong? How would you suggest I categorize transactions so that I can tell what I paid for groceries versus gas versus subscriptions, etc.? I have dozens of these categories that I've used for years.

Good day, @Mark Schlack. 

Thanks for getting back to this thread. Allow me to help you accomplish your task in QuickBooks Online (QBO). 

Are you trying to filter the report only by categories? If yes, we can customize the report to show the accounts you want to review in QuickBooks. Simply open the report and filter your transaction type and distribution accounts. 

Let me show you how:
 

1. Go to the Report on the left menu.
2. Open the Transaction Detail by Account report.
3. Click Customize.
4. Go to the Filter section, then check the Transaction Type and Distribution Account boxes.
5. Check the boxes for the transaction type and distribution accounts you wanted to show in the report.
6. Select Run report.

You should now see the specific accounts and categories in the Transaction Detail by Account report.

For additional guidelines, please can check out this article on how to customize reports and focus on the details that matter the most to you.

Moreover, you can save your customized settings in QuickBooks. That way, it would be easier for you to review your data in QuickBooks.

I'm all ears if you have other concerns when reviewing accounts and categories. If you happen to come across any difficulties while recording your succeeding transactions, let me know and I'll work with you again.

Hi,

Can you please tell me how to do this in the new style report? I can only seem to filter by distribution account in classic view. 

Thanks

Thanks for joining the thread, Debbie_N.

We can run the Transaction Detail by Account report and add a filter for Transaction Type and Account line to show the accounts you want to review in QuickBooks. See the screenshot below for your reference:

Let me show you how:

1. Go to the Report on the left menu.
2. Open the Transaction Detail by Account report.
3. Click Filter.
4. Tap the Add Filter button.
5. Go to Filter and choose Transaction Type on the list. Then, select an option on the list in Operation and Value fields. 
6. Tap the Add Filter button again. 
7. Go to Filter and choose the Account line on the list. Then, select an option on the list in Operation and Value fields.
8. Tap Group and choose Account in the Group field. 

For more details about customizing reports, see this link: Customize reports in QuickBooks Online.

Moreover, check out these articles below to find out the different reports in your QuickBooks subscription and how to memorize them: 

• Reports are included in your QuickBooks Online subscription.
• Memorize reports in QuickBooks Online

Know that our door is open 24/7 in case you need further assistance with this. You can also mention me in the comment section below. This way, I'll be notified and can help you right away. Take care always.

What happened to the nice and easy way of doing this? This is a huge hassle. Why? Why?

I have a similar question. I'm thinking of switching from Quicken to Quickbooks for my small business. I rely heavily on end of year transaction reports that are sorted by Category. Do I have to purchase the Essentials Plan to create the report you described above?

Hello, Dazed. We appreciate you chiming in on the thread with your concern about switching to QuickBooks Online (QBO) so you can pull up transaction reports sorted by category. We're happy to share some insights about this matter and will also guide you on some steps for guidance.

We understand the importance of tracking your transactions regularly by category in our program. With your concern, yes, you can be able to pull up the Transactions Detail by Account report in QBO Essentials. Then Customize it for more information that you want to show on your report. See this article for more details about which reports are available for your version of QBO: Reports included in your QuickBooks Online subscription.

Additionally, if you want to switch from the Quicken program, you'll need to Export your Quicken data to a file in .csv format so you can import it in QuickBooks so you won't need to start over. If you run into problems with converting your file, you can contact Quicken support for help. If you're done with exporting your data, you can proceed with importing it to your QBO file. Let me show you the steps below:

1. Sign in to your QuickBooks account.
2. Go to the Gear icon, then Import Data.
3. Choose the type of list that you want to import.
4. Select Browse. Find the .csv file, then select Open. Please know that you can select Download a sample file and use it as a sample template.
5. Click Next. The Map data page appears. There’s a green checkmark on the fields that QuickBooks recognizes. Otherwise, you’ll see No Match.
6. Use the dropdown menus to map the fields and Next.
7. Review all the entries that you’ll import, then select Import.

You'll want to see this article for further guidance: Move your Quicken data to QuickBooks Online.

Furthermore, we'll be including these links for future reference in managing reports in QBO:

• Run reports in QuickBooks Online
• Customize Reports in QuickBooks Online
• Memorize Reports in QuickBooks Online

We're always here for you if you have clarifications with navigating your QBO company file. We'll ensure to help you any time so you can get back to business. Keep safe and have a good one, Dazed!

this thread is so frustrating - the responder never solves the problem.  We want a billable expense report by category that would show XX for airfare and YY for hotels and zz for taxis.  None of the solutions proposed show the category field as a column.  None of the reports filter on category.  That's the problem we are having. I want to give my client a summary expense report by category for the expenses I bill to them.  Thanks.

I can imagine the challenges you've been through in customizing the report, @mrzorro. I have a report that will provide you with the necessary information you need.

In QuickBooks Online (QBO), you can use the Transaction List with Splits or Transaction Details by Account report. These reports can be customized to show the specific details of your transactions, with split details displayed under the ACCOUNTS column by default.

Here's how:

1. Hover over Reports, then enter Transaction List with Splits in the search bar. 
2. Choose your preferred date range in the Report period section.
3. Click the Customize button at the top, and select the desired report period.
4. Navigate to the Filter section.
5. Check the Transaction Type box and tick Billable Expense Charge.
6. Add any additional details you need, then click Run Report.

Please know that QuickBooks offers a variety of reports tailored to your specific subscription plan. For more information, check out this article: Reports included in your QuickBooks Online subscription.

If you want to add more details to your report, you can customize it to suit your needs: Customize reports in QuickBooks Online.

Additionally, I include a helpful reference for saving your preferences for easier access: Save a customized report in QuickBooks Online.

Press the Reply button if you have further inquiries regarding QuickBooks and reports. I’m available to assist you whenever you need.

That was helpful, up to a point. Is there a way I could run that report and get subtotals by category? I want to use this feature to generate a report for my taxes. For example, I have a category called Subscriptions that lists all expenses that involve publications I subscribe to. I want to subtotal that so that I can enter that into my tax return as a business expense. I have about 25 such categories I use.

Thank you for reaching out again to the Community, Mark. Able to Customize the report to your desired needs would help you track your business operations performance. Allow me to add additional details to assist you further.

Let's start by opening the Transaction Detail by Account report. We will customize it to display the categories, but please note that it will only show the total amounts by each account category, but it will not show each category subtotals. Follow the steps I'll outline below to make the necessary adjustments:

1. Navigate to the Report option in the left menu.
2. Type the Transaction Detail by Account into the search bar.
3. Switch to Classic View by selecting the tab.
4. Click on Customize.
5. Expand the Rows/Columns and Filter dropdown menus.
6. Mark the checkbox for Transaction type and add Bill, Check and Expense, then
   the Distribution Account put the All Expense Account.
   
   
7. Once done, click on Run report to apply changes.

For comprehensive guidance on adding your preferred options and customizing your report, please refer to this article, particularly focusing on Step 2: Customize reports in QuickBooks Online.

You have also mentioned that you have 25 categories you can also use the Transaction Detail by Account report to Filter Distribution Account and manually tick those 25 categories.
 

In order to directly customize to see relevant expense categories to show subtotal within QuickBooks. To address this, I highly recommend submitting feedback to our Product Engineers for potential future enhancements. Allow me to guide you through providing feedback. Please follow the steps below:

1. Navigate to the Gear icon.
2. Select Feedback.
3. Enter your product suggestion.
4. Click Next to submit.

Furthermore, You can refer to this article for information on emailing your customized report within QuickBooks. It also includes options for sharing this report with your team: Save a customized report in QuickBooks Online.

It is vital to maintain accurate transactions in QuickBooks that match with your business needs. Please remember that the Community page is available anytime. If you have any inquiries or need further assistance, simply click on Reply. Have a great day ahead!