Here's everything you need to know to get started with Memorised Reports in QuickBooks Online.

How to memorise a report

Memorising a report allows you to save it with its current customisation settings.

  1. Find and display the report you want to memorise.
  2. Select Customise.
  3. Once the report is customised the way you like it, select Run report, then Save customisation.
  4. In the Custom report name field, enter a descriptive name for the report.
  5. If you want to add this report to a group, select Add this report to a group, then choose an existing group or create a new one. (Note: Grouping reports allows you to organise them in your list of memorised reports. You can then create scheduled emails that send all reports in the group to the recipients you specify. This feature is only available in QuickBooks Online Essentials or Plus.)
  6. If you want to share the report with other users, select Share with, then choose the users. Sharing the report will add it to other users' My custom reports. 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 Save.
Note: If you change the customisation on a custom report, you need to save it again to preserve the changes.

How to find, run, export to excel, and edit/delete a memorised report

Once you memorise a report or group of reports, you can do the following:

  • Find
  • Run
  • Export to Excel
  • Edit or delete them from My Custom Reports

To find the report or group of reports:

  1. Go to Reports, then select Custom Reports.
  2. You'll see a list of all memorised or group of memorised reports.

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

  1. Go to Reports, then select Custom Reports.
  2. Find the desired memorised report or group of reports.
  3. Select the Action column ▼ drop-down menu, then choose either Edit, Export as PDF, Export as Excel, or Delete.

How to set a schedule and email information for a memorised report or group

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.

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

  1. Go to Reports, then select Custom Reports.
  2. Find the report group you wish to schedule, then select Edit in the Action column.
  3. Turn on Set email schedule. (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.)
  4. Set the email recurrence. (Tip: To set a quarterly schedule, choose Monthly and Every 3 months for the interval. For Monthly and Twice a month, you can't choose the 29th, 30th, or 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 following email information for sending the report or group of reports:
    • From: This is the address from your User ID. If it's incorrect you can change it by selecting the Incorrect? link.
    • To: Enter the recipient's email (name@somewhere.com). For more than one, separate them with commas. Don't include any spaces. Select 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 the box next to Attach the report(s) as an Excel file. Otherwise, the report(s) is sent in HTML format.
  7. Select Save.

How to add a memorised report to a group

Here's how to add a memorised report to a group:

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

  1. Go to Reports, then select Custom Reports.
  2. Find the desired report, then choose Edit.
  3. Select Add this report to a group, then choose an existing report group, or Add new.
  4. 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.

How to remove a memorised report from a group

Here's how to remove a memorised report from a group:

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

  1. Go to Reports, then select Custom Reports.
  2. Find the desired report, then choose Edit.
  3. Remove the report group's name from the Add this report to a group ▼ drop-down menu.
  4. Select Save.