The following article is best read in conjunction with the Customizing Your QBO Reports Video (above)
Select The Report
For the purposes of this exercise, we will work with the profit and loss report.
Navigate to the Reports section on the left-hand menu and choose Profit and Loss. This core report shows your income and expenses over a defined period and is a great starting point for customization.
Set the Right Time Period
The default date range may not always be what you need—it could be last month, this fiscal year, or something else. You can:
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Select predefined periods like “This Year” or “Last Quarter”
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Enter a custom date range (e.g., December 1, 2020, to November 30, 2025)
Then click Run Report to refresh the data
Use “Display Columns By” to Segment Data
Among numerous options, you can break down your data by:
Fiscal Years: Good for tracking year-over-year performance
Quarters: Useful for seasonal or growth analysis
Customers: Helps identify top clients and customer-specific performance
This type of segmented view makes it easier to see trends and anomalies.
Export and Share Reports to Save Time
QBO allows you to:
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Print your report (to PDF or paper)
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Export to Excel or Google Sheets
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Email the report directly from QuickBooks
This makes it easy to collaborate with your accountant or share reports with stakeholders without extra steps.
Use the “Customize” Menu
Click the Customize button to access different options:
Accounting Method: Although most of you will be using the accrual method (except for commission salespeople and farmers in Canada), you can toggle between accrual and cash basis , if necessary (perhaps for analysis of cash flow or to show a stakeholder).
Number Format: Choose how negatives appear. I prefer red and in brackets.
Columns: Adjust to show years, quarters, customers, and more
These options help create reports that are easier to view and glean insights.
Filter Based on Your needs
Use filters to view:
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Transactions related to specific customers or vendors
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Just your income or specific expense accounts
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Class or location-specific data (available in higher-tier QBO plans)
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Products or services
Change the Header and Footer
Customize the appearance of your report by:
This can be helpful when presenting or sharing reports externally.
Save Time with Saved Custom Reports
Once your report is set up just how you like it, you can save it as a custom report.
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Click Save customization
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Give it a clear name (e.g., “Profit and Loss by Year”)
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Choose whether to share it with your team or accountant
You can find your saved reports anytime by going to Reports from the Left Hand Menu and selection Custom Reports.
Analyze Further in Excel
Export your report to Excel for more customized analysis:
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Filter data by any column
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Apply custom formatting and calculations
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Use your own reporting style or dashboard
This is especially helpful for high-volume data or monthly management reports that you want to format in a specific way.
Drill Down to See Details of Transaction in Accounts
Click any line item (e.g., “Consulting Services”) to view the underlying transactions. From there:
It’s a fast and effective way to answer specific financial questions.
Final Thoughts
As you can see, customizing your reports in QuickBooks Online is quite straightforward and allows you to gain deeper insights into your data. If done properly and regularly, it can directly lead to a more profitable business.
