Audit Log

The Audit Log in QuickBooks Online is a comprehensive record of all activities in your company file. It tracks who logged in, what transactions were entered or modified, and which administrative tasks were performed. This helps you maintain accuracy and security over your books.

Accessing the Audit Log

To view the Audit Log:

1. Select the Gear icon in the upper-right corner.
2. Under Tools, select Audit Log.

Understanding “System Admin” entries

You may occasionally see events listed as performed by “System Admin.” This does not indicate unauthorized access or QuickBooks making changes on its own. Instead, it represents automated system processes required to maintain your account, such as recurring transactions or scheduled maintenance. All activities recorded in the log are ultimately triggered by user configurations or system necessities.

Tracking user activity

The Audit Log is the primary tool for reviewing who accessed your account and what actions they took.

• Viewing login times: The log records when users (including your accountant) log in and log out, allowing you to track when they were active in the file.
• Identifying specific users: For any transaction or event, the log displays the name of the user who performed the action. If you need to know who wrote or edited a specific check, locate the event in the Audit Log to see the associated user.
• Listing users: While there is no specific report to generate a list of users, you can view everyone with access by selecting Manage Users from the Gear menu.

Reviewing transaction changes

When a transaction is modified, the Audit Log allows you to see exactly what changed.

1. Open the Audit Log.
2. Locate the specific event (e.g., “Check edited”).
3. Click View in the History column.
4. Click the small arrow next to the date to expand the details. This shows the original state of the transaction versus the current state, highlighting specific modifications or additions.

Filtering for specific events

Because the Audit Log contains extensive data, use the Filter button to find specific information quickly.

• Statements: To see when statements were created or sent, click Filter, select Statements under Events, and click Apply. This lists all statement activity.
• Date ranges: If you are verifying that recurring invoices generated successfully, filter by the specific date range (e.g., 12/1/2015) to confirm the transactions appear in the log.
• Users: You can filter by a specific user name to see only actions performed by that individual.

Troubleshooting missing transactions

If you expect automated transactions (like recurring invoices) to appear but they are missing from the Audit Log, it indicates the system did not generate them. If this occurs, or if you cannot locate a transaction you believe exists, contact our Online Support Team for further assistance.

Email tracking

While the Audit Log shows that a statement or sales form was sent, it does not explicitly display if an email bounced. To ensure you have a record of communications, you can configure QuickBooks to email you a copy:

1. Select the Gear icon.
2. Select Account and Settings.
3. Choose the Sales tab.
4. Click the Messages section.
5. Check the box for Email me a copy.
6. Click Save.