{"id":13764,"date":"2021-02-22T12:26:19","date_gmt":"2021-02-22T17:26:19","guid":{"rendered":"https:\/\/www.method.me\/?p=13764"},"modified":"2025-12-06T23:23:39","modified_gmt":"2025-12-07T04:23:39","slug":"custom-reporting-quickbooks-online","status":"publish","type":"post","link":"https:\/\/www.method.me\/blog\/custom-reporting-quickbooks-online\/","title":{"rendered":"Your guide to custom reports in QuickBooks Online"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Let\u2019s face it\u2026 reporting is the lifeblood of every business.&nbsp;From routine financial reporting to satisfying compliance requests \u2013 you\u2019re constantly faced with the need to extract and review your key <a href=\"https:\/\/www.method.me\/blog\/accounting-data\/\">accounting data<\/a>. While necessary, this is a task that can take up vast amounts of your time.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Custom reports, on the other hand, are a way to make sure you get the data you need as quickly as possible. Plus, based on our firsthand experience, they\u2019ll directly aid you in setting up a proper vendor workflow in <a href=\"https:\/\/www.method.me\/quickbooks-crm\/\">QuickBooks<\/a> Online for fast insights and analysis.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The QuickBooks knowledge base is filled with lots of questions about QuickBooks\u2019 customized reports, so here\u2019s an overview of what\u2019s possible (and not possible) for custom reports in QuickBooks Online (referred to as QBO, moving forward, for the sake of brevity).<\/p>\n\n\n\n<div class=\"wp-block-group m-section-thin m-bluebanner is-layout-flow wp-block-group-is-layout-flow\"><div class=\"wp-block-group__inner-container\">\n<h3 class=\"wp-block-heading has-text-align-center simpletoc-hidden\" id=\"h-grow-your-business-without-leaving-quickbooks-online\">Grow your business without leaving QuickBooks Online.<\/h3>\n\n\n\n<div class=\"wp-block-buttons m-justified-center is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-3e41869c wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button m-button cta-content qb4b\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/www.method.me\/quickbooks-crm\/?utm_campaign=2024ctas&amp;utm_term=cta-banner4b\">Build on QuickBooks<\/a><\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-the-different-flavors-of-custom-reports-in-quickbooks-online\"><strong>The different \u201cflavors\u201d of custom reports in QuickBooks Online<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">In the Reports section of your QuickBooks Online Dashboard, you\u2019ll see that reporting is divided into three general categories:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\"><strong>Standard: <\/strong>The library of default reports available in QuickBooks Online, which are pre-populated with your data and ready to go! This is where you\u2019ll find the typical financial reports you\u2019ll need to run.&nbsp;<\/li>\n\n\n\n<li class=\"\"><strong>Custom Reports: <\/strong>A list of reports that you (or your team) have customized and saved.<\/li>\n\n\n\n<li class=\"\"><strong>Management Reports<\/strong>: Groups of reports that have a cover page, table of contents, and space for opening commentary and endnotes. There are 3 predefined management report templates in QBO. These are useful for any time that you need to dress up your reports for a specific audience.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Overall, our findings show that there are four basic types of reports available:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\"><strong>Transaction reports<\/strong>, which group transactional information in a variety of ways. This is the home of bread-and-butter reports like your P&amp;L and Balance Sheet.<\/li>\n\n\n\n<li class=\"\"><strong>List reports<\/strong>, where you\u2019ll find information on your Chart of Accounts, Products\/Services list, Customer and Supplier lists. These are perfect if, for example, you\u2019re looking for how to get a list of checks written in QuickBooks.<\/li>\n\n\n\n<li class=\"\"><strong>Summary<\/strong> and <strong>Detail<\/strong> reports which, as their name implies, provide different rollups of the information contained within each report type.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">It\u2019s important to understand the basics of how reports are assembled in QBO, as they are the building blocks for any custom reporting you\u2019d like to do.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-s-possible-with-custom-reports-in-quickbooks-online\"><strong>What\u2019s possible with custom reports in QuickBooks Online<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Custom reports in QuickBooks Online do offer users a level of control, but based on our observations, these custom reports are essentially tweaks on the standard reports included out of the box.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">But as per our expertise, they certainly have their pros.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Many people will ask something like, \u201cWhich feature in QuickBooks Online reports allows customization of section headings on the profit and loss and balance sheet reports?\u201d These individuals have clearly never heard of custom reports, because that\u2019s exactly where they shine.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In QuickBooks Online, a custom report allows you to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Personalize the report title and header information<\/li>\n\n\n\n<li class=\"\">Set a reporting period, and formatting of numbers<\/li>\n\n\n\n<li class=\"\">Add, remove, and re-order the columns associated with that report<\/li>\n\n\n\n<li class=\"\">Apply report-level filters<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The key piece to note here is that, in every case, you need to start with a standard report as the foundation of your custom report.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Questions are often posted to the help center around what\u2019s possible with a custom report, and how to share custom reports in QuickBooks Online.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">I\u2019ve distilled their feedback down to the following \u2013 a custom report in QuickBooks Online:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Cannot combine data from different report types<\/li>\n\n\n\n<li class=\"\">Must use the same look and feel of the report it\u2019s built off of<\/li>\n\n\n\n<li class=\"\">Can only leverage data available in QBO<\/li>\n<\/ul>\n\n\n\n<div class=\"wp-block-group m-section-thin m-bluebanner is-layout-flow wp-block-group-is-layout-flow\"><div class=\"wp-block-group__inner-container\">\n<h3 class=\"wp-block-heading has-text-align-center simpletoc-hidden\" id=\"h-method-crm-lets-you-run-your-business-your-way\">Method CRM lets you run your business, your way.<\/h3>\n\n\n\n<div class=\"wp-block-buttons m-justified-center is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-3e41869c wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button m-button cta-content crm-cta3\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/grow.method.me\/request-demo\/?utm_campaign=2024ctas&amp;utm_term=cta-banner-mofu3\">Watch it in action<\/a><\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n<p class=\"wp-block-paragraph\">So, if you were wondering which form cannot be customized in QuickBooks, it\u2019s any form that requires you to do any of the above.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Drawing from our experience, custom reports can also sometimes have mishaps, such as QuickBooks custom fields not showing in reports for some users.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Here\u2019s another example of how custom reports can be tricky \u2013 let\u2019s imagine you\u2019re in this scenario: Your client wants a customized report to track delinquent customer accounts. After customizing a report, you should do which of the following to save the customized report?<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"\">Collapse<\/li>\n\n\n\n<li class=\"\">Memorize<\/li>\n\n\n\n<li class=\"\">Save Settings<\/li>\n\n\n\n<li class=\"\">Save Customizations<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">The correct answer is D, but all these options seem viable, right? Reasons like this are why learning to use custom reports can be a bit of a learning curve.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In sum, our investigation demonstrated that custom reports in Quickbooks Online are a great starting point, but you\u2019ll inevitably find yourself in a scenario where you wish they could do a bit more. With that in mind, here are a few alternative approaches to consider.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-alternative-1-spreadsheets\"><strong>Alternative #1: Spreadsheets<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">If you\u2019ve found that you\u2019ve hit a wall with the custom reports in QuickBooks Online, it may be time to consider extracting the data and manipulating it in Google Sheets or Excel.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Our research indicates that as long as your exports include a unique identifier like a reference number or client ID, you\u2019ll be able to combine data from different reports using the <strong>vlookup() <\/strong>formula.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Here\u2019s an overview of the steps involved:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"\">Export the data you want to compile into a report (make sure you have a column you can match the data together with!)<\/li>\n\n\n\n<li class=\"\">Import each data set as a unique worksheet in your spreadsheet.<\/li>\n\n\n\n<li class=\"\">Decide on the final format. You\u2019ll need to a) add columns to one of the reports to handle the matched data, or b) create a new spreadsheet with the relevant columns you\u2019d like to combine.&nbsp;<\/li>\n\n\n\n<li class=\"\">Use the vlookup() formula to extract data from one sheet and populate it into the final destination. Don\u2019t forget to double-check your formulas\u2026this is one of those formulas that can be a bit finicky when pasted across cells incorrectly! Here are some great videos outlining how to use vlookup in <a href=\"https:\/\/www.youtube.com\/watch?v=d3BYVQ6xIE4\" target=\"_blank\" rel=\"noreferrer noopener\">Excel<\/a> and <a href=\"https:\/\/www.youtube.com\/watch?v=EgGu8UqjnRQ\" target=\"_blank\" rel=\"noreferrer noopener\">Google Sheets<\/a>!<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">After putting it to the test, the beauty of this approach is that you can combine data however you want. Better yet, it gives you the ability to bring in external data sets and match them against your QBO data.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The downside is that this is quite manual and prone to human error due to the setup of the worksheets and formulas.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-alternative-2-the-method-way\"><strong>Alternative #2: The Method way<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">You might be thinking, \u201cI can\u2019t figure out QuickBooks is there another option for me?\u201d&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If so, you\u2019re not alone \u2013 <a href=\"https:\/\/www.method.me\/\">Method<\/a> doesn\u2019t just expand your possibilities with QuickBooks. It also strives to make your QuickBooks experience as digestible as possible.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Reporting is a big deal to our customers here at Method, and I love the functionality our teams have built around the <a href=\"https:\/\/help.method.me\/en\/collections\/2022246-web-report-designer\">Report Editor<\/a>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">One of our guiding principles here is to enable businesses to do more with QuickBooks, so we built our <a href=\"https:\/\/www.method.me\/blog\/crm-reporting\/\">CRM reporting<\/a> capabilities specifically to address the limitations of custom reports within QuickBooks Online.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Using Method\u2019s reporting tools, you\u2019ll be able to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Merge and combine all types of data into single reports (including both transaction and non-transaction data)<\/li>\n\n\n\n<li class=\"\">Create beautiful reports using our drag-and-drop interface<\/li>\n\n\n\n<li class=\"\">Leverage this powerful customization engine to tailor any document you can imagine, including <a href=\"https:\/\/www.method.me\/blog\/quickbooks-customize-invoice\/\">QuickBooks invoices<\/a> and <a href=\"https:\/\/www.method.me\/features\/estimates\/\">estimates<\/a>!<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Because <a href=\"https:\/\/www.method.me\/\">Method<\/a> syncs all your QuickBooks data in real-time, you get live reporting without the limitations discussed above!\u00a0<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-wrap-up-custom-reporting-in-quickbooks-online\"><strong>Wrap up: Custom reporting in QuickBooks Online<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The built-in reporting capabilities in QuickBooks get any business off to a great start and do an amazing job of handling the \u201cbread and butter\u201d reports you\u2019ll need regularly like your:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Profit and loss statement&nbsp;<\/li>\n\n\n\n<li class=\"\">Balance sheet<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">As you find yourself needing a bit more than the standard \u201ccustom\u201d reporting capabilities provide, take a quick minute to celebrate \u2013 it\u2019s a sign that your business is growing!<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">As discussed today, there are both short-term \u201cstop-gap\u201d solutions that can help and a great long-term solution that will help you take your growth to the next level (in reporting and beyond!).&nbsp;<\/p>\n\n\n\n<p class=\"has-text-align-center wp-block-paragraph\">Learn how else you can extend the power of QuickBooks Online with Method in this <a href=\"https:\/\/grow.method.me\/request-qbo-ebook\/\">free ebook<\/a>.&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Learn how you can maximize the power of custom reporting in QuickBooks Online to make data-driven decisions going forward.<\/p>\n","protected":false},"author":24,"featured_media":13765,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"site-sidebar-layout":"default","site-content-layout":"default","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"default","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"set","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center 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center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"categories":[150,39,18],"tags":[],"class_list":["post-13764","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-accounting","category-quickbooks-accounting","category-small-business"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.5 (Yoast SEO v27.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Your guide to custom reports in QuickBooks Online &#8212; Method<\/title>\n<meta name=\"description\" content=\"Learn how your small business can maximize the power of custom reporting in QuickBooks Online to make data-driven decisions going forward.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link 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