Unlock Deeper Insights: How to Create Custom Reports in QuickBooks Online Advanced
Standard reports can only take your business so far. When you need reporting that reflects your workflow, your priorities, and your decision-making style, custom reporting in QuickBooks Online Advanced becomes a powerful tool. The updated Modern View makes it easier to shape your data, visualize trends, and build reports that work the way you do.
Below is a complete guide to understanding and using these enhanced reporting features.
What Is the Modern View?
Modern View is an upgraded reporting experience inside QuickBooks Online Advanced. It replaces the classic reporting interface with a faster, cleaner, and more flexible report builder.
Key improvements include:
- A streamlined interface for editing and customizing reports
- More powerful grouping, filtering, and pivoting tools
- Customizable layouts and improved formatting options
- The ability to create charts directly from your report
- Easier exporting and sharing options
This new view is designed to help business owners and finance teams go beyond the basics and dig into the data that matters most.
Uploading a Statement for Extraction
Here’s how to get started:
- Go to the Bank Transactions page.
- Select the dropdown menu next to Link Account, then choose Upload from file.
- Pick the bank account you want to upload transactions into.
- Click Upload from this device and select your saved statement.
Once uploaded, QuickBooks begins extracting your data. Accuracy is the top priority. If the system isn’t 100% confident in the results, your statement will be reviewed by a QuickBooks expert—at no extra cost. This usually takes less than an hour, and you’ll be notified when it’s ready.
How to Create a Custom Report
1. Start a New Report
To begin, open the Reports center and select Create new report.
You can choose from available report types and either follow a guided setup or begin customizing manually.
2. Organize and Customize Your Columns
After the report loads, you can adjust the information that appears:
- Reorder columns by dragging them into the sequence you prefer
- Add or remove columns, including any custom fields you’ve created
- Save your report with a meaningful name so you can reuse it later
Clear, consistent column organization ensures that your report is easy to read every time you open it.
3. Filter Your Data
Filters allow you to zoom in on the information that matters most.
You can filter by:
- Date range
- Customer or vendor
- Product/service
- Transaction type
- Custom field values
- And more
Multiple filters can be applied at once for more targeted insights.
4. Group Your Information
Grouping adds structure to your report. You can group data by up to three column categories, such as:
- Customer
- Region
- Month
- Item type
You can also edit group calculations to show totals, averages, or percentages.
Grouping makes your data easier to interpret at a glance.
5. Use Pivot Tables
Pivot tables are one of the most powerful features in Modern View.
They allow you to summarize and compare data across two dimensions—for example:
- Sales by product across multiple months
- Expenses by vendor category
- Hours billed by employee and client
With pivot tables, you can quickly spot patterns and trends that may not be obvious in a standard list report.
6. Apply General Options
Modern View lets you fine-tune the overall look and feel of your report:
- Number formatting (decimals, percentages, currency)
- Header and footer formatting
- Row/column spacing
- Gridlines
- Color accents
- Alternate row shading
You can also set or adjust the reporting period at any time.
7. Create Charts From Your Data
Switching to Chart View allows you to visualize your report as:
- Bar charts
- Line charts
- Pie charts
You can select:
- Your X-axis
- Your Y-axis
- Optional “Split by” categories
This is perfect for presentations or sharing insights with your team.
8. Schedule Your Custom Report
Once your report is ready:
- Save it
- Choose the option to schedule it
- Set the frequency (weekly, monthly, etc.)
- Select recipients
Automated report scheduling ensures everyone stays informed without manually exporting or emailing data.
Why Custom Reports Matter for Your Business
Tailored Insights
Your business is unique—and your reporting should be too. Custom reports help you answer the questions that standard templates can’t.
Time Savings
Save your report once and run it instantly whenever needed. Scheduled reporting adds even more efficiency.
Better Decision-Making
Grouping, filtering, pivots, and charts turn raw numbers into clearer insights, strengthening your financial and operational decisions.
Scalability
As your business grows, your reporting needs will evolve. Modern View grows with you.
Best Practices
- Start simple. Answer one key question at a time to avoid overwhelm.
- Use filters strategically. They can reduce clutter and highlight what’s important.
- Name your reports clearly. Include dates, departments, or intended use.
- Review and update periodically. Reporting needs shift as your business changes.
Final Thoughts
QuickBooks Online Advanced gives you the flexibility to build reporting tools that truly support your business. With Modern View, you can go beyond basic summaries and create meaningful, customized insights using filters, groups, pivot tables, and charts.
If you need help building or interpreting custom reports, VirtuCount is always here to assist. Let us help you transform your numbers into strategy.
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