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QuickBooks Tips

Unlock Better Data in QuickBooks with Custom Reports

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Let’s be honest—QuickBooks Desktop is packed with reports. If you’ve ever scrolled through the Reports Center wondering which one to open, you’re not alone. But here’s the thing: sometimes, the standard reports don’t give you exactly what you’re looking for. That’s where custom reports come in.

They’re your chance to slice and dice your data in a way that means something to you and your business.

Why Custom Reports Are Worth It

Custom reports let you focus on the parts of your business that matter most—whether that’s tracking income by job, checking expenses by vendor, or comparing sales across departments.

Generic reports feel like one-size-fits-all. With custom reports, you get to shape the data to fit your business—kind of like choosing exactly what songs to play instead of listening to whatever’s on the radio. It’s your information, your way.

A Quick Example

Let’s say you want to keep a closer eye on how much you spend with each vendor over time. You can start with a prebuilt report like the Expenses by Vendor Summary, then tweak it:

  • Add a date range that aligns with your budget review period
  • Filter by a specific account (maybe just job materials)
  • Sort by Total to see where most of your money’s going

Tip: You can also customize the report’s name by selecting the Header/Footer tab in the Customize Report window.

Once you like the way it looks, memorize it.

Name it something clear (like “Monthly Vendor Spend—Job Materials”), and it’ll be right there for next time. There’s no need to start from scratch.

Prefer to Create a Report from Scratch?

In QuickBooks Desktop, go to:

  1. Reports in the top menu
  2. Choose Custom Reports
  3. Select Transaction Detail or Summary to begin

You can filter, sort, group, and format from there to your heart’s content.

One Last Tip

Once you’ve built a custom report that works, don’t keep it to yourself. Share it with your team or your bookkeeper so everyone’s on the same page. You can also export it to Excel if you like working with spreadsheets outside of QuickBooks.

Final Thought

Custom reports are one of the most underrated tools in QuickBooks Desktop. They help you stop guessing and start seeing the whole picture.

Do you have a favorite report you always customize? Let me know—I’d love to hear what’s working for you.

How to Set Up and Manage Memorized Transactions

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Memorized Transactions in QuickBooks Desktop are a great way to save time and stay on top of recurring bills, invoices, journal entries, and more. Whether you have monthly rent, regular utility payments, or consistent customer invoices, memorizing these transactions helps avoid repetitive data entry and reduces the chance of missing something important.

This post will cover:

  • What memorized transactions are and why they’re helpful
  • How to set them up
  • How to edit or delete them when you no longer need them
  • A few things to watch out for

What Are Memorized Transactions?

A memorized transaction is a template for any recurring transaction you use in QuickBooks Desktop. Instead of entering the same transaction repeatedly, QuickBooks can remind you to enter it—or enter it automatically—based on your schedule.

Benefits of Using Memorized Transactions:

  • Saves Time: No need to re-enter the same details over and over.
  • Reduces Errors: Minimizes the chance of typos or missing important fields.
  • Keeps You Organized: Ensures regular payments and invoices are handled on time.
  • Automates Routine Tasks: Great for rent, monthly bills, payroll entries, or customer invoices.

How to Set Up Memorized Transactions

  • Enter the Transaction:
    • Start by entering the transaction (bill, invoice, check, journal entry, etc.) just like you usually would.
  • Select Memorize:
    • You can find the Memorize button along the top of the transaction
  • Choose Your Preferences:
    • Automate or Remind?
      • Add to my Reminders List: QuickBooks will remind you to enter it.
      • Do Not Remind Me: You can enter it manually when needed.
      • Automatic Transaction Entry: QuickBooks will enter it for you on the schedule you set.
    • Set Frequency:
      • Choose how often (weekly, monthly, etc.) and set the next date.
  • Click OK:
    • QuickBooks will save this template in your Memorized Transaction List.

How to Edit a Memorized Transaction

  • Go to Lists > Memorized Transaction List.
  • Find the transaction you want to change.
  • Right-click on it and select Edit Memorized Transaction.
  • Adjust any details—such as frequency, amount, or next date.
  • Click OK to save your changes.

How to Delete a Memorized Transaction

  • Go to Lists > Memorized Transaction List.
  • Right-click on the transaction you want to remove.
  • Select Delete Memorized Transaction.
  • Confirm the deletion.

A Few Things to Watch Out For

As helpful as memorized transactions are, they’re not always a perfect fit for everything. Here are a couple of things to keep in mind:

  • Details Can Get Stale: If the amounts or other details change often, it’s easy to forget to go in and update them. You might end up with old info getting entered by mistake.
  • Set It and Forget It? Not Always Great: If you’ve got automatic entries turned on, it’s easy to miss them if you’re not keeping an eye on things. They can slip through and throw off your numbers if they’re not right.

Final Thoughts

Memorized transactions in QuickBooks Desktop can be a time-saver for recurring tasks. Still, like any tool, they work best when reviewed regularly. Set them up carefully, check them now and then, and they’ll help keep your books running smoothly without the hassle of repetitive data entry.