Custom financial Reports

Keeping up with your business finances is important, but standard reports in QuickBooks Online don’t always show exactly what you need. That’s why customizing reports can be a game-changer.

Instead of wading through numbers that don’t matter to you, you can create a report that focuses on the details you care about—whether that’s tracking sales, keeping an eye on expenses, or ensuring you have enough cash flow to cover bills.

Why Customize Your Reports?

QuickBooks Online gives you plenty of reports, but they may not always answer your specific questions. When you tailor a report to your business, you can:

See the numbers that matter most – No extra clutter, just the insights you need.

Save time – Get straight to the information that helps you make decisions.

Stay on top of your finances – Know exactly where your money goes.

Choose a Report to Customize

Think of reports like recipes—you can start with a basic one and adjust it to your taste.

How to Find the Right Report

• Go to Reports in the menu.
• Use the search bar or browse the list to find a report close to what you need.
• Click to open the report.

Tip: Some popular reports to customize:

• Profit & Loss – Shows how much your business is making (or losing).
• Balance Sheet – A snapshot of what you own and owe.
• Cash Flow Report – Helps you keep track of money coming in and out.
• Sales by Product/Service – Tells you which items or services generate the most revenue.

Customize the Report to Fit Your Needs

Once you open a report, you will see a Customize button at the top. Click it, and you’ll be able to adjust:

• Date Range – View a month, last quarter, or any timeframe you need.
• Columns & Categories – You can include additional details like customers, vendors, or locations.
• Filters – Narrow the report to show only specific sales, expenses, or accounts.
• Layout & Format – Change how the report looks so it’s easier to read.

Tip: If you use this report regularly, click “Save Customization” to save time setting it up again

Customize Transaction Reports for Detailed Activity

Sometimes, you need more than a summary—you need detailed transaction data to examine specific expenses, income, or payments.

QuickBooks Online lets you customize transaction reports to show activity at the individual transaction level. Here’s how:

Drill Down to a Transaction Report

• Click on any number in a report (like total revenue or expenses).
• This will open a Transaction Report showing every transaction that makes up that total.

Customize the Details

• Click Customize to refine the data.
• Adjust the Date Range to focus on a specific time period.
• Use Filters to show only certain customers, vendors, accounts, or transaction types.

Add or Remove Columns

• Click Rows/Columns and choose what details you want to see (like transaction type, customer name, or payment method).
• In addition to adding/removing columns, you can change the order to show on the report.

Sort and Group Data

• Click the headers to sort transactions by amount, date, or type.
• Use Group By to organize the data by category, customer, or another useful field.

Save or Export

• Click Save Customization if you’ll need this report later.
• Export to Excel or PDF for further analysis

Tip: This is a great way to check for errors, analyze spending patterns, or track missing payments.

Save, Share, or Export Your Report

Once you’ve made your changes, here’s what you can do next:

• Save It – Click Save Customization so you can find it later.
• Export It – Download your report as an Excel or PDF file.
• Schedule It – Set QuickBooks to automatically email the report to you or your team.

Custom Report Ideas That Can Help Your Business

Not sure where to start? Here are some helpful custom reports that business owners love:

• Profit by Customer – Find out which customers generate the most revenue.
• Expenses by Vendor – See where your money is going and find ways to cut costs.
• Cash Flow Summary – Make sure you always have enough cash to cover your bills.
• Unpaid Invoices Report – Keep track of customers who still owe you money.

Final Thoughts

Customizing reports in QuickBooks Online isn’t about complicating things—it’s about making your life easier. Creating reports focusing on what’s important to you can save time, reduce stress, and make smarter business decisions.

Give it a try! Start with a simple customization and see how it works for your business. Before you know it, you’ll have reports that work for you—not the other way around.