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Stan iTEE Global
March 13, 2025
Question

Customizing and running custom reports

  • March 13, 2025
  • 1 reply
  • 0 views

We are a QBO Advanced user, and have developed a custom report for department managers to see their monthly transactions. It works fine - each month the report has to be customized to select the Class(es) relevant to their departments and emailed to them, for each of 30 managers. Now I want to ask my bookkeeper to do this monthly.

 

Problem is, the Bookkeeper role doesn't allow customizing of a custom report. Neither does the Internal Accountant role (though it does allow customizing of a standard report). What permissions do I need to give my bookkeeper to allow them to customize a custom report?

    1 reply

    C
    Carneil_C
    March 14, 2025

    I know a user role to customize those custom reports in QuickBooks Online (QBO), @Stan iTEE Global. I'll outline the relevant information and the process below.

     

    You can assign the In house accountant or the Standard all-access user role for your Bookkeeper. Here are the steps to edit the user role:

     

    1. Go to the Gear icon and choose Manage users.
    2. From the Users tab, find the user and click Edit.
    3. Then, modify the Role by selecting an option from the dropdown menu.
    4. Click Save changes.

     

    However, you'll still need to switch on Share with others, to make it visible to users who can access the report. This step improves data accessibility and facilitates easier collaboration. Thus, the user is unable to customize a custom report unless it is shared with them.

     

    Here's how:

     

    1. Go to the Reports menu, and choose Custom reports.
    2. Click Edit from the specific report.
    3. After you've made the changes you want to the report, select Save as.


    4. Turn on Share with others.
    5. Tick the Add this report to group (optional).
    6. Click Save.

     

    Additionally, you can create your own roles and customize their permissions by checking out the insights in this handy reference: Add and manage custom roles in QuickBooks Online Advanced and Intuit Enterprise Suite.

     

    Moreover, you can email, export, print or save your reports for future use to help you track your business performance seamlessly.

    Furthermore, we have QuickBooks Live Expert Assisted that are always available to help you with best practices in setting up and making the most out of QuickBooks Online.

     

    If you still need any help with user roles, reports, or other transactions in QBO, please let me know, and I'll do everything I can to help here in the Community.

    S
    Stan iTEE GlobalAuthor
    April 15, 2025

    Hi Carneil - thanks. This works for some reports (e.g. when I've made a minor customization to a standard report and saved it) but DOES NOT work for others (e.g. a Transaction report that I built from scratch using the report writer). For that report built from scratch, it doesn't matter how many times I re-save it with "Share All" specified, my bookkeeper (who has In-house Accountant role) can't customize it. Please advise.

    C
    Carneil_C
    April 15, 2025

    Thanks for the update, Stan iTEE Global. We can give your bookkeeper a Company admin role in QuickBooks Online (QBO) by providing the details and process below.

     

    Yes, the In-House Accountant role can give your bookkeeper access to Transaction reports created from scratch, but it doesn't allow them to modify. You'll want to assign them the Company Admin user role since this provides access to every part of the account, specifically customizing any reports.

     

    Here's how:

     

    1. Go to the Gear icon and choose Manage Users.
    2. Click Edit under the Action column from the user.


    3. Choose Company Admin from the Roles section.
    4. Tick Save changes once done.
       

    Moreover, with QBO Advanced, you can create your own reports using Custom Report Builder. You can use spreadsheet sync to measure performance and streamline your business.

     

    If you require further assistance with reports or QBO Advanced features, we're here to equip you with all the necessary data and resources, ensuring you can achieve your goals.

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