Reports Menu

Customize and manage your reports in QuickBooks Online

QuickBooks Online offers a wide range of reporting tools to help you track your business performance. Whether you need to fix a timesheet error, review budget comparisons, or track changes made by your team, you can customize and manage your data directly from the Reports center.

Edit timesheet entries without deleting them

If a timesheet was entered for the incorrect week, you do not need to delete it. You can edit the specific time activity to correct the date.

1. Go to the Reports menu.
2. Search for and select Time by Name.
3. Set the From and To dates to include the period with the incorrect time activity.
4. Locate the incorrect entry in the report and double-click it to open the details.
5. Double-click the Date field to open the single activity window.
6. Change the date to the correct week and click Save.

Run Budget vs. Actuals reports

To see how your actual expenses compare to your budget, you can run a Budget Overview or Budgets vs. Actuals report. You can enter budget values at a parent account level (for example, a main “Utilities” account) to cover sub-accounts (such as “Electric” or “Phone”).

1. Go to the Reports menu.
2. Select Business Overview and then choose Budgets and Forecasts.
3. Select the specific budget report you wish to view (e.g., Budget vs. Actuals).
4. Adjust the date range or filters as needed.

Track changes with the Audit Trail

If you need to see who deleted or modified a transaction—such as an invoice that shows multiple users with the same timestamp—use the Audit Trail report. This report shows the user who made the change, the transaction type, and the date of the modification.

1. Go to the Reports menu.
2. Select Accountant (or search for Audit Trail).
3. Click Audit Trail.
4. Review the report to see the history of changes and deletions.

Manage memorized reports

If you have customized report settings that you use frequently, you can memorize them. If you no longer need a memorized report, you can delete it from your list.

1. Go to the Reports menu.
2. Locate the section for Memorized Reports.
3. Find the report you wish to remove.
4. Select the report, click the Edit (or similar action) menu, and choose Delete.

Create reports for zero inventory items

To view only items that have a quantity on hand of zero, you can customize an inventory listing report.

1. Go to the Reports menu.
2. Search for and select Inventory Valuation Summary (or List reports depending on your subscription tier).
3. Click the Customize button.
4. In the Filter section, set Quantity on Hand to 0.
5. Click Run report.

Export payroll data to Excel

If you attempt to export a standard Payroll Summary report to Excel and encounter column limits (e.g., the file is too wide), use the dedicated Excel export feature designed for payroll data. This allows you to pull detailed data directly into a spreadsheet format.

1. Go to the Reports menu.
2. Select Employees and Payroll.
3. Choose Summarize Payroll Data in Excel.
   • Note: You must have Microsoft Excel installed and enable macros when prompted to use this feature.
4. Select the desired date range.
5. The data will export to Excel, where you can save and format the file as needed.