Hi, this is Jason from the QuickBooks team.
QuickBooks Online Advanced includes hundreds of ready-made reports that you can run at any time...
...but you can also create your own.
We’ll go over how to create a new report, including how to choose, sort, group, filter and create pivot tables with your data.
Then you’ll learn how to save the report so you can run it again later.
Select Business Overview…Reports.
Note, your navigation may look like this.
Select Create new report.
Let’s build a report that shows every unpaid invoice over a thousand dollars.
You can start with the report creation wizard to use a template.
Or pick everything on your own.
Let’s start this report with the report creation wizard.
Type invoices…and the wizard lists starting points for reports about invoices.
Select invoices by paid status.
And QuickBooks builds your starting point.
Now, enter a name for your report.
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.
The report organizes your data into rows and columns.
You can also select a transaction to take a closer look at it in a new tab.
Select the Customize button to change what’s on the report.
You have a few options if you want to add columns.
The number next to a section shows how many columns from that section are on the report right now.
Select Invoice to see more options.
From here you can turn on or off any data related to invoices.
Select Show all columns to see the rest.
You don’t need all of these columns for the report, so uncheck a few of them.
Select the Layout tab to rearrange the columns.
Select the column you want to move and drag it to where you want.
Right now the report groups invoices by paid and unpaid, and that column appears first.
But you want to see the invoices totaled by customer, so select Group.
Select clear all groups to start over.
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.
By default, groups total by Amount and a total dollar value...
...but you can change those settings in the Edit group calculations menu.
Select an X next to a group to remove it.
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, you 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.
Let’s use Pivot Tables to look at this info in a different way.
Turn off the paid status filter so you see both paid and unpaid.
Then Select Pivot Table…
For Rows select Customer name…
For Columns select Paid status…
And for Values select Amount.
Close the Pivot Table window.
Now you see each customer’s name…and their totals for paid and unpaid invoices each in their own column.
Select Export to check out your options to export the report.
If you want to run this report again 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.