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How to Create Custom Reports in QuickBooks Desktop: A Complete Guide

  • Writer: Fars Geraldino
    Fars Geraldino
  • 3 days ago
  • 3 min read
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QuickBooks Desktop comes with a wide range of built-in reports to help you track your business performance. But sometimes, the standard reports don’t provide the exact information you need. That’s where custom reports come in. Knowing how to create custom reports in QuickBooks Desktop allows you to tailor your reporting to meet your business's unique needs.


In this blog post, we'll walk you through the step-by-step process of creating custom reports in QuickBooks Desktop, along with tips for customization, filtering, and saving your reports for future use.


Why Create Custom Reports in QuickBooks Desktop?


Custom reports give you more control over your data, enabling you to:


  • Track specific account activity

  • Monitor employee or customer performance

  • View item-level sales or inventory

  • Filter reports by class, location, job, or other variables

  • Meet your accountant's or stakeholder’s exact reporting requirements


QuickBooks Desktop's custom report features are available in all editions—Pro, Premier, and Enterprise—though Enterprise users have access to more advanced customization tools.


Types of Reports You Can Customize


QuickBooks allows customization on nearly all standard reports, including:


  • Profit and Loss

  • Balance Sheet

  • Sales by Item, Customer, or Rep

  • Expenses by Vendor or Account

  • Time Tracking and Payroll Reports

  • Job Costing Reports


You can start with a standard report and customize it to reflect the data you want to see.


How to Create Custom Reports in QuickBooks Desktop


Step 1: Choose a Base Report


  1. Open QuickBooks Desktop.

  2. Go to the Reports menu.

  3. Browse through report categories (Company & Financial, Sales, Expenses, etc.).

  4. Select a base report that closely matches your needs.

  5. Click to open the report.


This will be your starting point for customization.


Step 2: Customize the Report


Once the report opens:


  1. Click the Customize Report button at the top of the window.

  2. In the Modify Report window, you’ll see several tabs:


Display Tab:


  • Add/remove columns

  • Change reporting basis (Cash vs. Accrual)

  • Set date ranges


Filters Tab:


  • Filter by customer, vendor, item, class, job, account, etc.

  • Combine multiple filters for more detailed insights


Header/Footer Tab:


  • Edit report title, subtitle, and footnotes

  • Add your business name/logo


Fonts & Numbers Tab:


  • Change how numbers, fonts, and negative values are displayed

  • Click OK once your customization is complete.


Step 3: Memorize (Save) the Custom Report


To avoid redoing the customizations in the future:


  1. Click Memorize at the top of the report window.

  2. Name your custom report.

  3. Choose whether to save it in a specific report group (optional).

  4. Click OK.


Now your report is saved and accessible under Reports > Memorized Reports.


How to Export or Print Custom Reports


Once you've created your custom report:


  • Click the Excel button to export it.

  • Choose Create New Worksheet or Update Existing Worksheet.

  • Save or email the report as needed.

  • Or click Print to create a hard copy.


This is ideal for sharing reports with stakeholders, accountants, or auditors.


Tips for Creating Better Custom Reports


  • Use classes or customer:job tracking for more detailed reporting.

  • Combine filters to focus only on the data that matters.

  • Customize date ranges for monthly, quarterly, or yearly views.

  • Add memo fields for more clarity in transactions.

  • Create report groups for organized access to custom reports.


Need Help with Custom Reports in QuickBooks Desktop?


Creating detailed, insightful reports can be challenging without the right setup. Whether you need job costing insights, sales reports by rep, or advanced filters, our QuickBooks experts can help.


Call 1-877-419-2575 for personalized support on custom reports, setup, and optimization in QuickBooks Desktop.


Final Thoughts


Knowing how to create custom reports in QuickBooks Desktop allows you to take full advantage of your financial data. From tracking performance metrics to preparing for tax season, custom reports provide the flexibility your business needs to succeed.

Start building the reports that matter most—tailored to your business goals, not just generic templates.


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