Customizing reports in QuickBooks Online

Customization steps

Customizing reports in QuickBooks Online allows you to tailor the information displayed to suit your specific business needs. Here's a step-by-step guide to customizing reports in QuickBooks Online:

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Step 1: Access Reports

1. Log in to QuickBooks Online.
2. From the Dashboard, navigate to the left-hand menu and select Reports.

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Step 2: Choose a Report

1. Browse through the report categories (e.g., Standard, Custom Reports, or Management Reports) or use the search bar to find the specific report you need (e.g., Profit and Loss, Balance Sheet, etc.).
2. Click on the desired report to open it.

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Step 3: Customize the Report

1. Locate the Customize Button: At the top-right of the report, click the Customize button.
2. Adjust the Report Criteria:
   • Report Period: Select the desired date range (e.g., Last Month, Year to Date, Custom Date).
   • Rows/Columns: Decide which data fields should appear in the report.
   • Filter Options:
     • Filter by specific customers, vendors, or products/services.
     • Include or exclude certain accounts, classes, or transaction types.
   • Grouping and Sorting:
     • Group data by categories like account, class, or location.
     • Rearrange the order of columns and rows for better readability.
   • Display Options:
     • Adjust the appearance, such as font size, number formatting, or gridlines.
     • Toggle between cash or accrual basis.

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Step 4: Preview the Changes

• After making your adjustments, click Run Report to preview the updated report.

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Step 5: Save the Customized Report

1. If you're satisfied with the changes, click Save Customization.
2. Provide a name for the customized report.
3. (Optional) Add the report to a Group for better organization.
4. Click Save.

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Step 6: Access Saved Reports

1. Go back to the Reports tab.
2. Navigate to the Custom Reports section to view all your saved customizations.
3. From here, you can edit, delete, or share these reports as needed.

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Step 7: Export or Print the Report

1. At the top of the report, use the Export button to download the report as a PDF or Excel file.
2. Alternatively, click Print to generate a printer-friendly version.

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Additional Tips

• Schedule Reports: For recurring reports, set a schedule to email them automatically.
• Drill Down on Data: Click on any figure within the report to view transaction details.
• Collaborate: Share reports with your accountant or team directly through QuickBooks.

By following these steps, you can ensure your reports are tailored to provide actionable insights for your business.

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Advanced Features of Customizing Reports

QuickBooks Online offers advanced customization features for reports to meet more complex business needs. Here’s a step-by-step guide to using these advanced features:

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Step 1: Access a Report

1. Log in to QuickBooks Online.
2. Navigate to the Reports tab from the left-hand menu.
3. Select the desired report from the Standard Reports or use the search bar to find it.

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Step 2: Open the Customize Tool

1. Open the report.
2. Click the Customize button at the top-right corner to access the customization options.

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Step 3: Use Advanced Date and Time Filters

1. In the Report period section:
   • Select Custom and input a specific date range.
   • Use compare periods to display trends (e.g., year-over-year, month-over-month).
   • Add columns for comparative timeframes, such as % change or $ change.

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Step 4: Apply Advanced Filters

1. Expand the Filter section.
2. Choose from advanced filters to refine the data:
   • Filter by Account, such as only showing revenue or expense accounts.
   • Narrow by Customer, Vendor, or Product/Service.
   • Include or exclude specific Locations or Classes (if enabled).
   • Filter by Transaction Type, such as invoices, payments, or journal entries.
   • Select a specific Employee or Payment Method.

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Step 5: Customize Grouping and Summarization

1. Use the Rows/Columns section to group data:
   • Group by Account, Customer, Class, or Location.
   • Summarize data by totals, percentages, or specific metrics.
2. Enable Sub-totals for grouped data for easier analysis.

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Step 6: Modify Display Options

1. In the Header/Footer section:
   • Add or edit the report’s title, subtitle, or header information.
   • Add company name, date prepared, or custom footer notes.
2. In the Display section:
   • Change number formatting, such as removing decimals or adding currency symbols.
   • Enable gridlines for better clarity.
   • Adjust column order or remove unnecessary columns.

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Step 7: Utilize Tags for Detailed Segmentation

1. Tags (if enabled) allow further categorization.
   • Apply tags to transactions for custom reporting.
   • Filter reports by specific tags for granular insights.

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Step 8: Create and Use Custom Formulas

1. In some advanced versions of QuickBooks Online, you can create calculated fields using custom formulas (e.g., profit margins or average costs).
2. Navigate to the report customization area and check for options to add calculated columns.

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Step 9: Memorize and Automate Customized Reports

1. Once the report meets your needs, click Save Customization.
2. Name your report and add it to a custom group (e.g., “Monthly Reports”).
3. Automate report delivery by scheduling it:
   • Set a frequency (e.g., daily, weekly, or monthly).
   • Input recipient email addresses.

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Step 10: Export Advanced Reports

1. Click the Export dropdown.
   • Choose Excel for further manipulation.
   • Select PDF for a print-friendly format.
2. Use third-party tools to integrate reports with other business systems if needed.

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Step 11: Combine Reports (Management Reports)

1. Navigate to the Management Reports section under Reports.
2. Combine multiple reports into one document:
   • Add a cover page and a table of contents.
   • Include comments or notes for additional context.
3. Save and share the compiled report with stakeholders.

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Step 12: Drill Down for Insights

1. Click any figure in the report to drill down into the underlying transactions.
2. Use this feature to identify anomalies or investigate trends.

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Step 13: Adjust Permissions for Customized Reports

1. Control who can access or edit reports:
   • Navigate to Settings > Manage Users.
   • Assign roles that restrict or grant report access.

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Additional Tips

• Enable Classes and Locations in Settings for advanced segmentation.
• Regularly review and clean up saved custom reports for relevance.
• Leverage custom templates for frequently used reports.

By fully utilizing these advanced features, you can turn QuickBooks Online into a powerful tool for detailed financial analysis and strategic planning.