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claypipeM
August 22, 2023
Question

Exporting expenses to Exel in categories

  • August 22, 2023
  • 1 reply
  • 0 views

Hi

My accountant needs to see all my expenses by category ie Advertising / Rent / Postage etc - I have all these categories set up in Quickbooks, but can't work out how to save each one out as a separate Excel file. Any help much appreciated.

Best

Frances

1 reply

C
ChristineJoieR
August 22, 2023

I'll guide you thoroughly with the process, @claypipe. It will be a little bit tricky. I'll ensure to support you in achieving this in QuickBooks Online.

 

First thing, we need to pull up a Transaction Detail by Account. Then, we will filter the necessary details to show the information you require.

 

Here's how:

 

  1. From the Reports tab, let's find the Transaction by Detail Account in the Search bar.
  2. Next, click the Customize button and navigate to the Filter section.
  3. If you see the Transaction type and click the dropdown, put a checkmark on the Expenses checkbox.
  4. After that, Go to the Distribution Account to click the dropdown. Put a checkmark on the preferred account, for Example Advertising.
  5. Lastly, press the Run Report button.

 

Once done, you can export this report to Excel. Then, repeat the steps to show other categories like Rent, Postage, etc. You can designate them in the Distribution Account under the Filter section.

 

Furthermore, organizing your products and services into categories can indeed provide helpful insights when running reports in QuickBooks Online. To organize your products and services, you can follow these steps here: Group products and services into different categories in QuickBooks Online.

 

I'm here to help you with concerns about pulling a report in QuickBooks Online. Just let me know any specific issue or question, and I'll do my best to assist you.

S
savvyrae23
February 29, 2024

I'm having a similar issue to this - every month when I do an expense report, I am able to double click each category and print out the list of expenses by each one  - but I am trying to export each line into Excel and it's not working like I had hoped. 

 

For example - for "Janitorial Expenses", I can double click on that and I get a separate page that comes up listing all expenses under that category, but I can only open and view one category at a time. I need the detail of each to be exported.   I hope I am asking this right. 

 

 

R
Rea_M
February 29, 2024

Hello there, savvyrae23. We'll make sure you can export your list of expenses from QuickBooks Online (QBO) and accomplish your goal.

 

Before we begin, we'd like to confirm which report you pulled up. To obtain the information you need, we recommend pulling up the Transaction Detail by Account report and customizing it to display all expense accounts. From there, you can view the detailed list of expenses per category. Follow these steps to accomplish this:

 

  1. Go to the Reports menu.
  2. Find and open the Transaction Detail by Account report. 
  3. Select Customize.
  4. Set the reporting period in the General section.
  5. Go to the Filter section and choose which Distribution account appears on the report (for example, All Expenses Accounts).
  6. Click Run report.

 

After that, export the report to Excel so you can use it outside of QuickBooks.

 

Additionally, you might consider memorizing the report above to save it with its current customization settings for future use.

 

If you have other questions about exporting reports and managing expenses in QBO, please don't hesitate to visit the Community. We're always here to help. Stay safe.

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