QuickBooks Online Reports: An Overview

You will unavoidably need to retrieve a ton of reports each week, month, or quarter if you use QuickBooks for […]

You will unavoidably need to retrieve a ton of reports each week, month, or quarter if you use QuickBooks for accounting. The platform from Intuit meets expectations by offering a simple method of accessing your reports from QuickBooks Online. There is a method to automate the procedure, but downloading them for external usage still involves a lot of tedious labor. In this article you will learn all about QuickBooks Online Reports.

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Comparison of QuickBooks Online Reports

Three pricing tiers for QuickBooks Online are available, each with a different set of functionality. There may be variations in the reports that are provided as well. But even on the more affordable Smart Start plan, there are plenty of reports accessible because financial reporting is such a crucial component of any firm.

Open QuickBooks Report by using the Accountant View

From the menu on the left, you may get to the Reports Center.

Open QuickBooks Report by using the Accountant View

It has 2 sections:

  • Reports that store every report that is available, including management, custom, and standard reports.
  • Performance area where charts showing your company’s performance may be created and viewed.

Since this article’s goal is reporting, we will limit our attention to the first category throughout.

Open QuickBooks Reports by using Business View

For this, you have to navigate to the business overview and then select the reports option from that.

Open QuickBooks Reports by using Business View

Three tabs will appear:

  • Standard reports are readily available right out of the package.
  • Custom Reports can be easily customized as per user requirements.
  • Management Reports which include personalized reporting packages with reports, end notes, introductory pages, table of contents, and cover page included.

The main categories of standard reports are as follows:

  • The reports you selected as favorites are your favorites.
  • Overview of the company: balance sheet, audit log, and others.
  • Who Owes You: Customer Balance Summary, Invoice List, and Other Parties?
  • Customers and sales: Sales by Customer Summary, Customer Contact List, and others.
  • What you owe: Unpaid invoices, account payable details, and other amounts.
  • Supplier contact list, details of the check, and other expenses.
  • VAT Summary Report, Tax Liability Report, and other reports on sales tax.
  • Workers: Contact List of Workers, Updated/Recent Timetables, and Additional Resources.
  • For my accountant: Profit and Loss Statement, General Ledger, and more.
  • Payroll: Time Activities: Edited/Recent Time Activities, Employee Details, and Additional.

On the other hand, your subscription plan determines which standard reports are available to you.

Reports offer by the Simple Start QuickBooks Online Plan

The reports listed below are included in the Simple Start plan:

Accessible reports:
  • Audit Log
  • Balance Sheet Comparison
  • Balance Sheet Detail
  • Balance Sheet
  • Profit and Loss by % of Total Income
  • Profit and Loss Comparison
  • Profit and Loss year-to-date Comparison
  • Profit and Loss by Customer
  • Profit and Loss by Month
  • Profit and Loss
  • Quarterly Profit and Loss Summary
  • Statement of Cash Flows
  • Customer Contact List
  • Deposit Detail
  • Estimates by Customer
  • Products and Services List
  • Sales by Customer Summary
  • Sales by Product/Service Summary
  • Accounts receivable Summary
  • Collections Report
  • Customer Balance Summary
  • Invoice List
  • Open Invoices
  • Statement List
  • Check Detail
  • Transaction List by Vendor
  • Vendor Contact List
  • Sales Tax Liability Report
  • Taxable Sales Summary
  • Account List
  • Balance Sheet
  • General Ledger
  • Journal
  • Profit and Loss
  • Recent Transactions
  • Reconciliation Reports
  • Statement of Cash Flow
  • Transaction List by Date
  • Trial Balance
  • Employee Details
  • Employee Directory
  • Multiple Worksites
  • Paycheck List
  • Payroll Billing Summary
  • Payroll Deductions/Contributions
  • Payroll Details
  • Payroll Summary
  • Payroll Tax Liability
  • Payroll Tax Payments
  • Payroll Tax and Wage Summary
  • Retirement Plans
  • Total Pay
  • Total Payroll Cost
  • Vacation and Sick Leave
  • Workers’ Compensation

Users with access to management reports and compilations can also personalize reports when using the Simple Start plan.

Reports offer by the Essential QuickBooks Online Plan

In addition to all the reports that are available on the Smart Start plan, the Essentials plan includes:

Available reports
  • Balance Sheet Summary
  • Business Snapshot
  • Profit and Loss Detail
  • Realized Exchange Gains & Losses
  • Unrealized Exchange Gains & Losses
  • Income by Customer Summary
  • Payment Methods List
  • Sales by Customer Detail
  • Sales by Customer Type Detail
  • Sales by Product/Service Detail
  • Transaction List by Customer
  • Unbilled Charges
  • Accounts receivable aging Detail
  • Customer Balance Detail
  • Accounts payable aging detail
  • Accounts payable aging summary
  • Bill Payments List
  • Unpaid Bills
  • Vendor Balance Detail
  • Vendor Balance Summary
  • Expenses by Vendor Summary
  • Taxable Sales Detail
  • Recent Automatic Transactions
  • Recurring Template List
  • Transaction Detail by Account
  • Transaction List with Splits

Users of the Essentials subscription can additionally benefit from group reports and the Auto Sent Reports functionality.

Reports Offer by the Plus QuickBooks Online Subscription

And lastly, having access to a lot more useful reports is a benefit of the Plus plan. Everything from the more affordable options is available, and you also receive:

Available reports
  • Budget Overview
  • Budget vs. Accruals
  • Custom Summary Report
  • Profit and Loss by Class
  • Profit and Loss by Location
  • Total Deposits and Payments (Beta)
  • Inventory Valuation Detail
  • Inventory Valuation Summary
  • Physical Inventory Worksheet
  • Sales by Class Detail
  • Sales by Class Summary
  • Sales by Location Detail
  • Sales by Location Summary
  • Time Activities by Customer Detail
  • Unbilled Time
  • Invoice and Received Payments
  • Terms List
  • Uninvoiced charges
  • Uninvoiced time
  • 1099 contractor Balance Detail
  • 1099 contractor Balance Summary
  • Bills and applied payments
  • 1099 Transactions detail report
  • Open Purchase Order List
  • Open Purchase Order Detail
  • Purchases by Class Detail
  • Purchases by Location Detail
  • Purchases by Product/Service Detail
  • Purchases by Vendor Detail
  • Employee Contact List
  • Recent/Edited Time Activities
  • Time Activities by Employee Detail
  • Balance Sheet comparison
  • Class List
  • Location List
  • Profit and Loss Comparison
  • Recent/Edited Time Activities
  • Time Activities by Employee Detail

Custom Reports of QuickBooks

It could seem that the Plus plan’s more than 100 reports are sufficient for a lifetime. However, you can frequently feel that they don’t convey information in the way that you would like it to.

For instance, the data for this year to date is automatically displayed in the Balance Sheet reports. For example, you might just be interested in current quarter and want to compare it to the corresponding quarter last year each time.

Way of Customizing Report in QuickBooks Online

From the report page, you may do several fundamental modifications, including Report period, Display columns by, and others. Click on Run Report button once you make your selections.

Way of Customizing Report in QuickBooks Online

On the upper-right section of the screen, there is a Customize button that leads to a more comprehensive customization menu. The numerous formatting and filtering choices that are offered here are the primary distinctions.

customization menu

To make the changes take effect, remember to click the Run report button underneath.

Way of creating custom reports in QuickBooks Online

Preserving those modifications for later usage would make more sense if you frequently view a particular report and require the same customizations. Using QuickBooks Online, you may accomplish this by building custom reports.

Click the Save customization button after making your report’s modifications. Type the name of the report here. Share it with the community or group it with other custom reports, if you’d like. Next, select Save.

Every custom report in QuickBooks Online follows the same process.

View of Custom Reports in QuickBooks Online

Navigate to the Custom report tab from the Reports menu. This is where you can view every custom report that users of your account have saved in QuickBooks Online.

Way of sharing custom reports in QuickBooks Online

One option you have when creating custom QuickBooks reports is to share them with a community or your teammates.

Exporting your QuickBooks custom reports is the simplest method to share them with others, though. Reports in QuickBooks Online can be manually exported to PDF or Excel formats. To do this, navigate to your QuickBooks custom report list and use the Edit button’s drop-down menu.

By using this plan the exports of your reports, you may maximize their sharing at the same time. In this manner, each time you need to refresh the data, you won’t have to manually export it.

Exports to Google Sheets or Excel can be scheduled for, say, once a day or once an hour. You can then share this file with your stakeholders.

Scheduled Reports in QuickBooks Online

In QuickBooks Online, you can manually save each report from its page. Given that just the Excel (.xlsx) and PDF formats are supported, it is a little restricted. It can be quite inconvenient to manually retrieve multiple reports regularly, which is the worst part of the process.

Users can benefit from the Auto Send Reports feature if they are on the Essentials or Plus plan. To put it succinctly, it lets you send an email at a certain interval containing a selected report to a particular email address.

Custom reports are the only reports that can utilize this functionality. If you want to send any of the regular reports automatically, simply save them as custom reports, just like we did in the previous chapter. There’s really nothing that needs to be changed.

Once the desired custom reports have been produced, select them from the list and click the Edit button to the right of each report.

Swap Configure an email schedule. Next, decide who should receive and when the emails should be sent. Employ the pre-configured template or set up your own. Another option is to attach the report as an Excel file, which is similar to an Excel export from QuickBooks. If not, the report will automatically be emailed in HTML format.

When you’re done, select Save and close in the lower-right corner.

Schedule Quarterly Reports in QuickBooks Online

Although it might seem illogical, the same choice also allows you to transmit quarterly reports to QuickBooks Online.

In the Set Recurrence field, choose:

  • Repeats – Monthly
  • Every – 3 months

Likely, the report scheduling method offered by QuickBooks will not be suitable for your needs.

A lot of accountants indeed favor using spreadsheets to work with financial data. In this manner, users can apply custom formatting, execute sophisticated calculations, or export the data into other services, including data visualization programs.

It kind of defeats the purpose of an online platform that QuickBooks Online can be configured to distribute Excel reports, as the file still needs to be saved locally.

Fortunately, there is another, much more effective approach to automatically export QuickBooks reports that is just as easy to set up.

Additionally, Google Sheets users are disadvantaged because the import procedure.xlsx files into Drive is cumbersome and takes a long time.

QuickBooks Automated Reports of Your Favorite Spreadsheet Tool

This is a far better option if you intend to deal with your data and create reports using your preferred spreadsheet program.

It can perform automatic data imports between QuickBooks and Big Query, MS Excel, and Google Sheets. You have the option to sync the data as frequently as every 15 minutes, and you can simply create a plan that suits your needs.

Use our tutorial to export data from QuickBooks Online to learn how to configure it.

The reports listed below are importable:

  • Detailed Account List
  • AP Detail on Ageing
  • A summary of AP ageing
  • AR Detail of Ageing
  • AR Ageing Overview
  • Equilibrium Report
  • Cash Movement
  • Client Equilibrium
  • Details of the Customer Balance
  • Revenue from Customers
  • Charges incurred by the vendor
  • Detail of the General Ledger
  • Summary of Inventory Valuation
  • Journal Article
  • Summary of Profit and Loss
  • Details of Profit and Loss
  • Sales by Class Synopsis
  • Sales by Individual
  • Department-wise Sales
  • Product Sales
  • Tax Overview
  • List of Transactions
  • Trial Equilibrium
  • Supplier Equilibrium
  • Details of Vendor Balance

It is also possible to approach it differently and retrieve information on a particular data entity. Among the choices that are accessible are:

  • Account
  • Attachable
  • Bill
  • Bill Payment
  • Budget
  • Class
  • Company Info
  • Credit Memo
  • Customer
  • Department
  • Deposit
  • Employee
  • Estimate
  • Exchange Rate
  • Invoice Item
  • Journal Entry
  • Journal Code
  • Payment
  • Payment Method
  • Preferences
  • Purchase
  • Purchase Order
  • Refund Receipt
  • Sales Receipt
  • Tax Agency
  • Tax Code
  • Tax Rate
  • Term
  • Time Activity
  • Transfer
  • Vendor
  • Vendor Credit

The QuickBooks source is included with the entities, and the reports can be accessed using the QuickBooks Reports source.

Way of Automating QuickBooks Reports Export

In our post on exporting data from QuickBooks Online, we explain how to automatically transfer reports from QuickBooks to Google Sheets. However, this is the TLDR version of it:

  • Register on this, pick QuickBooks Reports as your source app, and choose a destination app by clicking Add Importer.
  • Establish a connection to your QuickBooks account, then choose the report you wish to export.
  • To load your QuickBooks report, log in to your destination app account and choose the file (or table, if you’re using BigQuery) from there.
  • After setting up your report’s automatic data refresh, click Save and Run.

Types of QuickBooks Online Reports

Your QuickBooks account offers a wide variety of report formats. Now we’ll tell you where to look for the ones that most interest you. We will also discuss exporting them using the manner of your choice.

Standard Payroll Report in QuickBooks Online

The Payroll category has 19 reports available, located near the bottom of the Reports page. You can access almost all of them without any limits if you have the Smart Start or Essentials plans.

Only Plus users can access the Payroll Summary by Employee, Recent/Edited Time Activities, and Time Activities by Employee Detail exceptions.

Quarterly Payroll Reports in QuickBooks Online

Any report in the category can be opened to view a quarterly payroll report. Once there, click Run report after changing the time period to something like Last Quarter.

Click the Save customization button and give the report a name if you want to store it for later use. From this point forward, it will consistently feature the data for the selected time and show up in the Custom reports section.

Way of Exporting Employee Reports in QuickBooks Online

Reports on employee details and the employee directory are accessible for each plan. These can be downloaded as Excel or PDF files using the regular method, and then saved to your device.

Depending on your requirements, a direct export into a spreadsheet can be more beneficial, particularly if you intend to deal with this data in the future. This can automate this, and it can be updated often to reflect any changes you make to QuickBooks Online in the list of employees.

Way of exporting productivity reports in QuickBooks Online

The Time Activities by Employee Detail report is likely the closest thing you’ll find in QuickBooks Online, even if there isn’t a productivity report specifically accessible. The Payroll area of the Reports page is where you can locate it.

You can make some changes, save it as a customized report, and set up auto-reports to be delivered to any email address on a regular basis.

Using this in order to extract all time entries and create a productivity report in your spreadsheet would be an intriguing task. You could also export the data into a program like Data Studio and create a fantastic, self-updating productivity report there if you had some spare time.

Budget Report in QuickBooks Online

Within the Business Overview category in QuickBooks Online, there are two budget reports that are accessible. These are the Budget vs. Actuals and the Budget Overview. Only the Plus plan has access to them.

Due to the large number of columns in both reports, the symbol for storing them is initially unavailable. To locate the icon, scroll a little bit to the right.

It may also be used to pull a budget from QuickBooks Online into a spreadsheet. This is an example export:

Accountant Reports in QuickBooks Online

A variety of reports are accessible in the “For my accountant” area; the specific selection varies based on your plan.

For all plans, most reports are accessible. Only Essentials and higher plans can access the following:

  • Current Autonomous Transactions
  • Continual Template List
  • Transaction Information by Account
  • Transaction List with Divides

Furthermore, Plus subscribers get access to:

  • Comparing balance sheets
  • List by Class
  • List by Location
  • Comparison of Profit and Loss

Every report can be saved in either PDF or Excel format, using conventional procedures.

Accountant Automatic Reports in QuickBooks Online

You might want to export accountant reports from the platform frequently, either for additional processing or for your own keeping.

QuickBooks Online allows you to automate this tedious process. Every report can be scheduled to be sent at a set time every day to a particular email address. For information on configuring it, see the section on QuickBooks Online under Schedule reports.

It would be best to export these reports straight into Google Sheets or Excel if you intend to work with them further. The data will be fetched into a standard spreadsheet format, which offers the advantage of formatting, formulating, and other processing capabilities.

For the function of export, the majority of common accounting reports are also accessible. They consist of a cash flow statement, balance sheet, journal, and transaction list. For more on configuring them, see the preceding chapters.

Vendor Report in QuickBooks Online

The Reports menu splits vendor reports into two sub-sections: Expenses and suppliers, and What You Owe. Because QuickBooks interchangeably refers to “Vendor” and “Supplier,” vendor reports are known as supplier reports on the platform.

Only a few supplier reports are accessible on the Smart Start plan; the only ones you can view are Supplier Contact List, Transaction List by Supplier, and Check Detail.

Numerous other reports, such as Vendor Balance Detail and Summary, are available to users on the Essentials plan. Approximately twelve extra reports are included with the Plus plan.

It provides access to a wealth of vendor information. You can directly import different vendor reports or raw vendor data into your spreadsheet.

Expense Report in QuickBooks Online

As we saw in the previous chapter, expense reports are bundled with vendor (supplier) reports. For Smart Start and Essentials programs, there is a very small selection of reports available, however all spending reports are available to Plus users. Among them are:

  • Accessible Purchase Order Catalogue
  • View Purchase Order Information
  • Acquisitions by Class Specification
  • Acquisitions by Location Specifics
  • Purchases by Detail/Product Service
  • Purchases Organized by Supplier

Regardless of your plan, you can import the Expenses by Vendor report.

Reconciliation Report in QuickBooks Online

Reconciliation reports are available in the Reports section under “For my accountant.” It’s simple to identify because it’s the only report on the list that lacks a customizable three-dot menu to the right.

Using the Accounting -> Reconcile option, you can also access reconciliation details.

All QuickBooks plans offer reconciliation reports.

Sales Report in QuickBooks Online

QuickBooks Online offers nine different sales reports.

  • There is just one offered to Smart Start users: Sales by Customer Summary.
  • Additional access to Sales by Customer Detail and by Customer Type Detail is available to Essentials users. They can also view Sales by Product/Service Summary and Detail.
  • All reports are included in the Plus membership, including certain QuickBooks Online Class reports such as Sales by Class Detail, by Class Summary, and by Location Detail and Summary.

The Sales and Customers area is where you may locate the accessible reports.

Inventory Reports in QuickBooks Online

Inventory Valuation Summary and Inventory Valuation Detail are the two inventory reports that are located under the Sales and Customers category. Only Plus members get access to both.

The Inventory Valuation Summary report can also be downloaded into a spreadsheet.

Job Cost Reports in QuickBooks Online

Employees or suppliers refer to the job cost report in QuickBooks Online as “Time cost.” For some reason, it’s also a little buried.

Select Projects from the menu instead of the standard Reports tab. For this tab to appear in your QuickBooks account, projects must be enabled.

When you’re there, select Project Reports after selecting the project that interests you.

You will then view the required report after selecting the Time cost by employee or supplier report for this project.

Project profitability and unbilled time and expenses are two more project reports that you can view in QuickBooks Online while you’re there.

Reports by Class in QuickBooks Online

There are several reports that allow for class-based data differentiation. They are as follows:

  • Gains and Losses by Class
  • Detail of Sales by Class
  • Summary of Sales by Class
  • Acquisitions by Class Specification

Only Plus subscribers have access to the reports. They can also view an independent Class List report.

Way of Visualize Graph Reports in QuickBooks Online

The Business Snapshot report is definitely worth looking at if you’d prefer to view a more visually appealing report. It’s under Business Overview in the Standard Reports menu.

Management Report in QuickBooks Online

Rather than being a novel kind of report, management reports are more of a feature. It enables you to essentially arrange any of the current reports into a visually appealing PDF template that includes an executive summary, cover page, and other lovely elements. You can also add notes to the file if required.

There are simply two default reports available when you first access the Management Reports tab: Basic Company Financials and Extended Company Financials. Now we’ll walk you through creating a new one.

Way of creating a new management report in QuickBooks Online

Selecting the report to utilize as a management report should come first. You can utilize any of the pre-made reports, but you must save them as custom reports first if you want to make any changes to them.

  • Launch the report and make the required adjustments, just as we did previously in this piece. Select Save customization, then give the report a special name before saving. It will now show up in the area for custom reports.
  • Access the Management Reports section. Select a report type: Extended or Basic. Click View and then hit the Edit button next to a selected report after selecting the Report period.
  • Choose Reports after that, then select Add new report. Click on the dropdown list to select the appropriate report, then edit any relevant details.
  • Select the “Save and Close” option located in the lower-right corner.
  • It will now show up on the list, the report. On the right, click View. You can immediately print or save the preview as a PDF as it appears.


You can access a large number of rich reports even with the most basic QuickBooks plan. They facilitate effortless data reporting and analysis, and in the event that something is lacking, you may probably obtain the necessary information by customizing the pre-existing reports.

But still if you face any issue then contact us, we had a team of expertise they will help you in resolving your issue.

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Accounting Professionals

Looking for a professional expert to get the right assistance for your problems? Here, we have a team of professional and experienced team members to fix your technical, functional, data transfer, installation, update, upgrade, or data migrations errors. We are here at Dancing Numbers available to assist you with all your queries. To fix these queries you can get in touch with us via a toll-free number
+1-800-596-0806 or chat with experts.

Frequently Asked Questions

Can you use this to export customized QuickBooks reports?

Reports and raw data exports from QuickBooks can be automated. This implies that your spreadsheet is where you may directly customize your reports. The customized reports created in QuickBooks, however, cannot be exported.

Does QuickBooks Online allow me to construct an MRR report?

There are no MRR or ARR reports available in QuickBooks Online. However, it doesn’t appear that either metric can even be estimated using the information in QBO.

In theory, you could extract your revenue data and divide it into months on a spreadsheet. That seems to allow you to figure out the recurring revenue. However, it’s not that easy.

No accounting program, including QuickBooks Online, can tell the difference between revenue from new clients and that from renewals. Additionally, they bias the MRR statistics by overlooking deals that were not extended for another term.

Because of this, computing MRR using QBO revenues is more akin to computing an average monthly revenue for a given time frame than it is to computing an actual MRR statistic.

Still, there are a lot of tools available that you can plug into your product to get the important information. Compared to attempting to extract value from QuickBooks Online reports, this method is significantly more trustworthy.

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