How to Create a Custom Report in QuickBooks Online

Even though there is no direct way to full “create a custom report in QuickBooks Online“, users can apply some permutations and combinations in order to customise templates that already exist.

Doing so helps in creating a more custom QuickBooks bookkeeping or accounting report. The only thing that any user needs to know is how to create reports in general in QuickBooks Online as that makes the process of customising a report much easier.

How to How to Create a Custom Report in QuickBooks Online

But even if there are users who do not know how to create a general report in QuickBooks Online, they need not worry as this article is a step-by-step guide on how users can create custom reports in QuickBooks Online.

Step 1: Run a Report

The first step that a user needs to go ahead and do if they want to customise a report in QuickBooks Online is to run a report. To run a report, a user must.

  • First, the user must go to ‘Business Overview’. In the ‘Business Overview’ section, the user must select ‘Reports’.
  • Once the user has opened ‘Reports’ from the ‘Business Overview’ section, the next step that they need to do is to find a report and open it.
  • If the user has one of the Essentials, Plus, or Advanced versions of QuickBooks Online, then they are also able to run ‘Detail’ versions of standard reports.
  • As soon as the user has chosen a report that they want to run, they then need to use the basic filters that are provided by QuickBooks Online on the report in order to adjust several things like the report dates.
  • Once all of this has been completed successfully by the user, they can proceed to press the ‘Customise’ option that should be in front of them.
  • Finally, Pressing the ‘Customise’ option will open the customization window in front of the user.

Step 2: Customise the report

Users are free to choose multiple filters to apply and customise their reports. Users might also see an overlap in the set of all the types of filters that are used in reports. And one thing that needs to be kept in mind by the user is that not all filters are available for all reports. In contrast, some filters are only available for selective reports. Once all the parts of the first step have been completed by the user successfully, they can proceed to conduct the required steps in order to customise a report. The following things are customizable in a report.

  • The user can customise the ‘General’ section. In the ‘General Section’, the user can change things like the accounting method, reporting period, and number format.
  • The user can also customise the ‘Rows/Columns’ section. In the ‘Rows/Columns’ section, the user can choose which rows and columns appear on the report.
  • The user can also customise the ‘Filter’ section. In the ‘Filter’ section, the user can select which customers, distribution accounts, vendors, accounts, and products appear on the report.
  • The user can also customise the ‘Header/Footer’ section: In the ‘Header/Footer’ section, the user can decide what appears in the header and footer.

Once the user has successfully set all the necessary filters, they will, without a doubt, have to save this custom report that they created. To save their custom report, the user must.

  • First, the user must select ‘Save Customization’ as soon as they are done customising their report.
  • Next, The report will have to be given a name when the user tries to save the custom report. So, the user will have to also name the report.
  • Once the user has named the report, they will just need to hit ‘Save’, and their custom report will have successfully been saved.

Step 3: Manage and automate custom report

There are a bunch of instructions that the user can give to QuickBooks Online in order to manage and automate their custom reports. These instructions help the user to see all their custom reports, automate their custom reports, show custom reports to specific groups, delete a custom report from a group, and export a custom report in Excel or PDF format.

To see all their custom reports, the user must:

  • First and foremost, the user must go to ‘Business Overview’. 
  • In the ‘Business Overview’ section, the user must select ‘Reports’. 
  • Once the user has opened ‘Reports’ from the ‘Business Overview’ section, the next step that they need to do is to find a report and open it. 
  • Head to go to the ‘Custom Reports’ tab, and in that tab, they need to find a report and open it.

To automate their custom reports, the user must.

  • First, the user must go to ‘Business Overview’. In the ‘Business Overview’ section, the user must select ‘Reports’. 
  • Once the user has opened ‘Reports’ from the ‘Business Overview’ section, the next step that they need to do is to find a report and open it. 
  • Next, To do so, the user needs to go to the ‘Custom Reports’ tab and find their custom report.
  • After the subsequent step, the report has been found, the user must select ‘Edit’ from the column titled ‘Action’.
  • The user also needs to turn on the ‘Set Email Schedule’ option. Furthermore, the user needs to add the email addresses of all the people to who the user needs to send the report.
  • The user can then just fill out the form and set the schedule. Once that is done, the user can hit ‘Save and Close.

To show custom reports to specific groups, the user must.

  • Once the custom report has been created by the user, they first need to select ‘Save Customization’.
  • Then, the user needs to select a group from the dropdown menu titled ‘Add this report to a group and then hit ‘Save’ to add the report to the group.
  • After that, the user needs to go to the ‘Reports’ menu. In the ‘Reports’ menu, the user needs to select the ‘Custom Reports‘ tab.
  • Thereafter, In the ‘Custom Reports’ tab, the user needs to find the group in the list that is in front of them.
  • Now, From the ‘Action’ column, the user must then select the ‘Edit’ option.
  • The user also needs to turn on the ‘Set Email Schedule’ option. 
  • Furthermore, the user needs to add the email addresses of all the people to who the user needs to send the report.
  • The user can then just fill out the form and set the schedule. Once that is done, the user can hit ‘Save and Close.

To delete a custom report from a group, the user must.

  • First, the user must go to ‘Business Overview’. In the ‘Business Overview’ section, the user must select ‘Reports’. 
  • Once the user has opened ‘Reports’ from the ‘Business Overview’ section, the next step that they need to do is to find the group that they want to delete the report.
  • From the ‘Action’ column, the user must then select the ‘Edit’ option for the report that the user wants to delete.
  • Finally, The user can then just select ‘Delete’ and then select ‘Yes’.

To export a custom report in Excel or PDF format, the user must.

  • First, the user must go to ‘Business Overview’. In the ‘Business Overview’ section, the user must select ‘Reports’. 
  • Once the user has opened ‘Reports’ from the ‘Business Overview’ section, the next step that they need to do is to find a report and open it. To do so, the user needs to go to the ‘Custom Reports’ tab and find their custom report.
  • Next, From the ‘Action’ column, the user must then select the ‘Edit’ option for the report that the user wants to export.
  • Finally, the user can select ‘Export as PDF’ or ‘Export as Excel’ according to their requirements.

Step 4: Share custom reports

Once all of the steps that have been discussed in this article so far have been completed, the next step that the user needs to do is to share their customised report. To do so, the user must follow the following instructions properly so that their report is shared with other people without any issues.

  • There is an email icon on the report that the user has opened in front of them. The user will have to press that icon as part of the first step of this process.
  • The user needs to then select ‘Email’. A form will open in front of the user that they must fill out. 
  • Then, the user must form a normal email to their colleagues and once the user is fully ready, the user can hit ‘Send’.

The user can also share edit access with their colleagues or team members. To share edit access, the user must.

  • In an open report, the user must first select ‘Save Customisation’.
  • The next step that the user needs to do is to select a user from the ‘Share With’ dropdown menu.
  • Once the user has made the selections and is ready, they can simply hit ‘Save’, and edit access will have been shared with their colleagues or team partners successfully.
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