This is Jason from the QuickBooks team.
QuickBooks Online includes hundreds of ready-made reports that you can run at any time.
But QuickBooks Online Advanced comes with a Custom Report Builder, so you can create new custom reports from scratch.
We’ll go over how to create a new custom report, including how to choose, sort, group, and filter your data.
Then you’ll learn how to save the report so you can run it again later.
Select Reports...
Create new report.
First, enter a name for your report.
Let’s build a report that shows every unpaid invoice over a thousand dollars.
QuickBooks uses the transactions within this date range to build your report.
Select the drop down and choose a different date range to widen or narrow the data for your report.
Use the Customize menu to choose what you want on your report.
You have a few options if you want to build a report that shows information about transactions.
You can choose a specific type of transaction to build your report...such as invoices or payments.
Or you can choose to see data from the individual lines on your sales and purchases instead.
This is useful if you want to look up information related to specific items, descriptions, and classes within a transaction.
Not every report has to be about transactions though.
You can also run reports that tell you more about the people you do business with, like your vendors and customers.
This report will show invoices.
Once you select a category of information for your report, select the data you want to see.
Check any checkbox you want on the report.
In our example, we’ll choose to show each invoice’s Date...Number...Dollar Amount...Customer...and Paid Status.
QuickBooks displays the columns left to right in the order you select them.
Since we selected Date first, it’s also the first column, and QuickBooks uses it to sort the data on the report
Because of that, this report shows invoices sorted earliest to most recent.
You can select any column header to re-sort the report though.
Reports like this one are good for finding raw data, but they don’t provide much analysis.
From this menu, choose how you want QuickBooks to group and total the transactions on your report.
You can choose from most of the columns you chose earlier.
Let’s total this report by customer.
Now the report shows how many invoices each customer had in the date range...and the total dollar value invoiced.
Select a group...to see the individual transactions that make up the total.
You can also create sub-groups.
Select Add...and choose Paid Status as the Subgroup.
Now when you select the Customer you see their invoices divided between paid and unpaid.
Select a subgroup...and you see the transactions that make up the total.
But you can change those settings in the Edit group calculations menu.
Select clear all groups to start over.
Right now the report shows all invoices issued for this year to date, but you can limit what’s shown on the report with Filters.
For this report, we only need to see invoices that are unpaid.
So select Paid Status...equals...unpaid.
Now the report only shows unpaid invoices.
Let’s narrow this report a little more.
Select Filter again.
Select Add to set up another filter.
Let’s set this report to only show invoices that have an Amount...greater than...a thousand dollars.
Now the report has two filters...and only shows invoices that are unpaid for more than a thousand dollars.
Select Export to check out your options to export the report.
If you want to run this report later without going through these steps again, select Save.
From now on you can select Reports...Custom Reports...and select the report to run it again with the latest transaction data.
Now you’re ready to create your own reports from scratch with the Custom Report Builder.