Memorized Reports

Memorizing a report allows you to save it with its current customization settings.

1. Find and display the report you want to memorize.
2. Select on the customize icon to change the report's settings.
3. Once the report is customized the way you like it, select the Save Customization button.
4. Enter a descriptive name for the report in the Report Name field.
5. If you want to add this report to a group, use the Add this report to a group drop-down to select an existing group or create a new one.
   Note: Adding reports to a group allows you to organize them in your list of memorized reports, and to create scheduled emails that send all reports in the group to the recipients you specify. This feature is only available in QBO Essentials or Plus.
6. You can also use the Share with drop-down to select whether to share this report with other users or not. Sharing the report will add it to other users' My custom reports section. However, users you invite to the company later on will not automatically receive access to the report- only existing users.
7. Once the desired options are set, select OK.

Note: If you change the customization on a custom report, you need to save it again to preserve the changes.

Once you memorize a report or group of reports you can find, run, export to Excel, edit or delete them from the My Customer Reports reports list.

To find the report or group of reports:

1. Choose Reports > My Custom Reports.
2. You'll see a list of all memorized or group of memorized reports.

To run, export to Excel, edit, or delete a report or group of reports:

1. Find the desired memorized report or group of reports.
2. Select to highlight the name of the desired report.
3. Just above the list of reports to the right, you will see Run Export, PDF, Edit, Group, Excel and Delete.

To delete a customized report

1. Select Reports from the left menu.
2. Choose Custom Reports.
3. Select the report you wish to delete by selecting once.
4. Just above the list of reports to the right, you will see Run Report, PDF, Edit Group, Excel, and Delete.
5. Select Delete.
6. Choose Yes on the warning that pops up Are you sure you want to delete this report?

If you want to send more than one report by email at the same time and to the same people, you can add the reports to a group. Once the reports are in the same group, you can send it by email on a recurring schedule.

Reminder: This feature is not available on QuickBooks Online Simple Start.

1. Choose Reports > My Custom Reports.
2. Select Grouped Report Name to highlight it, then select Edit.
3. Select on the box next to Set the email schedule for this report or group.
   Note: If the report is a member of a group, the report will follow the schedule set for the group. If you don't want to send a report that is a part of a group, you will need to remove it from the group.

   To remove it from the group:

   1. Navigate back to the list of custom reports.
   2. Highlight the report to remove from the group.
   3. Uncheck Add this report to a group.
   4. Select Save.
4. On the right, select the Edit button.
   Tip: To set a quarterly schedule, choose Monthly and Every 3 months for the interval. Also, for Monthly and Twice a month, you can't choose the 29th, 30th, and 31st day of the month because these days are not in every month. However, you can choose the Last day of the month.
5. Enter the email information for sending the report or group of reports.
   • From: This is the address from your login name. If it's incorrect you can change it by selecting on the Incorrect? link
   • To: Enter the recipients email (name@somewhere.com). For more than one, separate them with commas. Don't include any spaces. Select on Format? for an example.
   • Cc: (Optional) Enter addresses, if any, to receive copies.
   • Subject: Initially it has the name of the report. You can change it.
   • Note: (Optional) The report or group of reports follows the note, and is included as an attachment.
6. If you want to send the report or group of reports as an Excel file, select on the box next to Attach the report(s) as an Excel file. Otherwise, the report(s) is sent in HTML format.
7. Select Save.

If you want to send more than one report by email at the same time and to the same people, you can add the reports to a group. Once the reports are in the same group, you can set the schedule and email information for all the reports in the group.

Reminder: This feature is not available on QuickBooks Online Simple Start. Also, once you add a report to a group, any schedule and email information associated with the individual report is lost.

1. Choose Report > My Custom Reports.
2. Select the desired report and choose Edit.
3. Select the box next to Add this report to a group.
4. From the drop down select the name of the desired group. If the desired group name is not available you may create a new group by:
   1. Selecting Add New from the drop-down menu.
   2. In the Name: field, enter the desired name for the group.
   3. Select Save.
5. The report you added uses the schedule and email information set for the group chosen. If the group doesn't have a schedule yet, you can set the schedule and email information for the group.

If you want to send a report that is part of a group as an individual report instead, you will need to remove it from the group.

Reminder: This feature is not available on QuickBooks Online Simple Start. Also, once the report is removed from the group, the schedule and email are no longer set. You will need to set a new schedule and email for the individual report.

1. Choose Reports > My Custom Reports.
2. Select the desired report and choose Edit.
3. Select to clear the box next to Add this report to a group.
4. Select Save.