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So we're going to be right clicking on that balance sheet so we can open link in a new tab right click on the profit and loss so we can open the link in a new tab go up to that middle tab that has been open close up the hamburger change the range bringing it back to the prior year two thousand twenty three oh one oh one two three tap twelve three one two three tab running it to refresh in it tab in it to the right in it closing it up that being the hamburger and then changing it the range in it once again two thousand twenty three oh one oh one two three tab twelve thirty one two three tab run it back to the middle tab that's the setup process that we do every time we've been focusing in on our balance sheet now thinking about how we can provide these reports to a client or supervisor we're mainly thinking in our case as an accountant to give the reports to the supervisor remembering that presentation for an accountant no matter where you're at is typically going to be you know most or half of at least the job because the person you're giving the reports to may not know what you're talking about much but they can at least see if it looks neat right so we want to make it look neat so that'll be that's important so how can we provide the reports to somebody we could get all the reports and email them but if we do we want to put the emails at least the reports in order in some way have a secure email and email it out we could at least zip the files if we email it we could print the reports hand them in physically but that's less often the case these days since everything is automated and whatnot we could then export the reports to a PDF that's what we did last time and if we do that then we have the options of providing the reports on a cloud drive possibly one drive Google Cloud Drive or something like that or we can then zip the file from there so that when we send it by email it will at least be one attachment instead of 10 attachments or we can export to Excel which is not a tool we'll typically use to give to somebody but a tool that we can use to further make any more changes to the reports because we have way more formatting options for reports in Excel however the downside that we can't save those changes or memorize them for future report generation so any changes that you plan on doing in Excel you want to make sure that they're basic enough that you could be consistent and do them every time and you can have a pretty easy process with that and you could put all of the reports on one tab so that you can print all the reports on one PDF file using a PDF printer such as the Qt PDF printer so that's what we'll do this time we also talked before about the next option is you can use the management report tools which is a nice quick little tool report generator tool custom within QuickBooks that's not as flexible as Excel you can't really customize the reports within it as easily at all really but you can at least get them all on one PDF file and with a nice easy process which is nice we talked about that in a prior presentation so now we're going to get similar reports we looked at before in the same process we want to customize the reports and put them into a monthly quarterly yearly system possibly number them so they'll be in order so that we can then generate them and export them this time to Excel in an order that we want so that we can then put them all on one PDF file using a PDF printer so we'll have to do this again because the software we're going into this every time new so I'm going to generate a similar set of reports summary balance sheet, standard balance sheet comparative balance sheet so let's do that right clicking on the tab up top I'm going to duplicate it I'm going to make the reports on the left hand side let's go to the reports on the left close or go into the standard report let's first open up the summary balance sheet that's probably the one that if you use that report you want to present it first probably because it's the easiest one change the range 010123 tab 123123 I think I turned my caps lock on 123123 okay run it and then I'm going to do my standard customization let's do some customizing here we want the negative numbers bracketed no pennies red for the negative numbers on the footers we don't want the date time report paces remove those poor five or if you please and then we'll go ahead and save this save the customization I want to put a number one in front of it so that it will be in order I'm going to add a group the group's going to be called month and reports so I did year-end last time back to month and and that's the one we want let's save it and check it first tab and customize refresh the screen so it should be able to see it customize reports there it is there's our group there's our report let's go to the tab to the right do a similar thing this time we might want the the balance sheet maybe we want the balance sheet basically by by quarter this time so since I have a summary balance sheet instead of doing the vertical analysis that this time let's imagine that we want to just show the balance sheet by quarters since it's it's the year-end report I precious this so let's make it by quarters so now we can give this and maybe I don't need the standard balance sheet because I have the summary balance sheet and this one already includes the information to the end in the last quarter possibly so I could say this is balance sheet up by quarter I'll just say QT boom and let's do our customizing thing up top making without sense bracketed numbers red and header and footer header and footer date time report basis gone run it let's scroll up save it and I'm going to call this the balance sheet by quarter but I want to put a two in front of it and put it into our group month and reports let's save it all right let's do that one more we're going to go tap to the right I should check that one but I'll check it after this one actually let's just do this one again we'll say another balance sheet horizontal analysis let's go back to where we were total only running it and then I'm going to go up top and say I want just the end month so I'm going to say twelve oh one two three tab and then I want to see it on a side by side comparison prior month horizontal analysis run it I'm going to call this balance sheet horizontal analysis horror a zone tell analysis okay and then we're going to say that we want to save customization again naming it horizontal analysis number three save it let's see if those three saved back to the first tab refreshing the screen and so there we have the first part is the same I'm going to delete these reports again and I'm just going to imagine that we go in here fresh and every month I'm going to go in and generate these reports change the date range export them to excel do any further customizations I need and then make one PDF file from the excel document so I'm going to right click on this tab duplicate it and then I'll first open up the balance sheet summary which I was already formatted the way we want it perfecto just like Mundo would do it my friend Mundo being a perfectionist so I came up with the term perfecto Mundo let's go ahead and export it to excel export to excel I'm just going to let's drag that one into our spot I have a spot that I wanted it to go we're going into this quick books and I'm going to go into the navigation reports and I'll this one's called month end reports that's cool it's different alright and then I'm just going to drag that one in to here dragging it in I don't want to go don't worry you'll like it over here reports I'm just going to drag you in here and then we're going to say this one is going to be a balance sheet summary so it's right click on this one rename it and it says I just want the end of it balance sheet summary and this is going to be a number one and there we have it so I'm going to open that one up actually wait I'm going to rename this one again and this is going to be I'm just going to put all the reports in this tab so I'm I'm just going to call this month and report reports I should probably put the date twelve dot thirty one dot dot oath two three now sometimes you might want to put the date for like the year first and whatnot because if it's in you might want to put it up top so it's an order by the date year and then month and then so on I'm not going to get into that kind of thing right now I'm going to put it there and then we're going to say okay and then let's go to the next one I'm going to tap to the right right click I'm going to duplicate this tab again and put it to the right so I'll put my reports in order I've got my balance sheet at the end of the quarter and let's go ahead and the dates are good to go let's export this one as well hit the drop down export this time however I'm going to open up the report so I'm going to open it up in here double-clicking on it and then enable the editing now before I do anything to it here I want to get this report into the other tab into my other report where I where did the other report I closed it I want to get it into this report and so there's a couple ways we could do it I could make another tap here and copy the whole thing and bring it over but it might be a little bit easier if I go to the tab down below and I right click on it and I'm going to say move or copy now you have to have the two sheets open so my other sheet is open right now I want to I can copy it over or I can move it I might as well just move it if I hit this it'll copy it and it'll leave this one here but I could just move the whole thing and then if I hit the drop down I wanted to be going into the month-end reports that's the other file that I wanted to go to so I'm going to save it and then boom it makes another tab and now I'm in my month-end reports I'm going to drag this to the right click in that tab dragging it to the right now remember if you needed any other formatting you could do it within here now so for example if I a lot of times I'll go to the page layout tab and then back on over that gives me my page break so you can see there's a page break right there that's not good because now there's a page break between the last column which is going to make a very ugly report when I print it to a PDF note that in QuickBooks there's the automatic formatting that will format for you automatically but it might change the size of the font and whatnot to do that between reports so in here in Excel you can do whatever you need to do so obviously the first thing I might do is try to try to make this column a little bit smaller and so to do it and so we could make this column and then that's enough to do it here also note that it exports in here and it uses this merging of the of the cells I don't like doing that because I can't really as easily do anything to the columns because because this long cell sometimes messes it up so what I often do is remove that I get rid of that whole thing so I'm like alright I don't want that and now it's left aligned if I want to center it so any other changes I would then do without having those merged cells so if you wanted to change it like if you wanted to make the title like black and white or something home tab font group black and white that's something you can't really do on the other report on within that'll take a lot of ink if you print it by the way but it could look nice it won't take a lot of ink because it's just a header but it takes more ink when you start you know making things reverse colored like that but you could do things like that and hear that you can't do uh... else in the other in in in quick books you could change the font style if you wanted to uh... as well so maybe you you want whatever another font style I'm not a professional at this I'm just saying a couple touches of changing the font and what not could make it could make it look more professional could make you stand out a bit I don't want to go overboard because you have to do that every time you export a report that you're going to be providing but if you only do that exporting and changing process on a monthly basis it might be worth your time and then if i want to center it again also like these items and instead of students doing the centering option we're all merged the cells all right click on it and then format the cells and then I'll go to the alignment and I want to do a center across selection so now now it does that without but it still has these cells as distinct cells instead of one long one so I could do that here too I can right click and then format the cells and then say I want to center across the selection and then I'll do it here but the boom right click and then format the cells and then to do it and then center across the selection so on right and I might also within here you know you could change the the the style of the of uh... the formatting of this of the tech of the numbers so I might take take this and say format cells and then on the first tab I might say that I want them to basically be uh... currency negative numbers red and bracketed and no desk like remove the decimals and so I can adjust the number formatting if I want to instead of having those dashes in there so that we have uh... the zeros in there just a few options on that all I won't I might not do that every time but if I go back on over here same thing I go to the tab to the right and then the left or the view there's my page break so you probably want to center this notice one of the differences between this format here and if i was to print it out this way if i looked at this report for example and i went to the print and looked at my print option it centers it nicely right so that's one thing that quick books does automatically when you print it to a pdf that way but you could do that fairly and over here if i went to the file tab and print it it excel puts it on the top top right corner right because that's just how excel generally works but you could then center it yourself by just saying okay i'm gonna make this so maybe a little bit wider until it's basically uh... centered here or you can put a margin on the left hand side if you wanted to have a margin on uh... the left so that you can basically center it without too much too much problem uh... but i'll just do this basic formatting we did i'll make this black and white uh... over here and everything fits on one page that looks good all i'll leave it at that uh... you could you could even put brackets around it sometimes you might some people like the look of say maybe putting brackets around around it notice that kind of messed up the number structure so you could adjust the numbers should be underlined maybe with an underline right and so this one maybe you have an underline instead of the other format that we had liabilities are here and then so that's kind of a tedious change to make uh... but and you could put a double underline under the here versus uh... double underline here and then maybe we make this one uh... uh... smaller on the total column and maybe this one a little bit larger and i could put a a cell to the right to kind of center this without this big space here if i wanted to but again those are just some things that you can do it you can do it excel which you can't do other reports you want to do that for all the reports of you were to do that which is a little bit tedious so be careful with what kind of formatting you want the point is now what you do the formatting i can go to the file tab on the left and i can go to my printing options and instead of printing it to a printer i can print it to the cute pdf printer which means it's going to print to a pdf and then down here we've got the print active sheets so what i want to do is print the entire workbook not just the one sheet that i happen to be on so now it starts at the first page and then if i scroll down here's the the second page notice this report two pages long which i'm not i don't have a problem with i just don't want to be two pages wide right so we can do that we have that there and then to do portrait orientation so we could change the orientation if we needed to that would be if we have these longer reports we could change the orientation uh... and we can adjust the margins if we needed to the order of adjustments that you would want to do usually would be i'm going to if the report is too wide the first thing i want to do is say well could i shrink some cells to make it fit on one page if yes keep it portrait that's what i'll do if no then maybe i change it to landscape so the orientation is under page layout orientation landscape landscape hopefully will will make it fit on one page used to be a problem landscape was because uh... when you staple pages together now you've got a report that's not going the same way as all the other pages which is not fun these days the pdf file will still present the landscape sheet as a vertical display as opposed to as opposed to it being sideways right and when you would which is what would be the case when you staple it or something so landscape is not as big of an issue if you need to do that uh... and usually if it's an electronic file and then uh... if you can't if you can't do that then you might because it's still too wide then you might see if you can adjust the formatting of the sheet within here and then your other options are going to the actual printing options and within the printing options you can change the margins on the side of the page you can reduce the margins or you can use the scaling uh... fit sheet on one page fit all columns on one page normally you don't want to fit the whole sheet on one page because i'm not concerned with how long it is i'm concerned with how wide it is this is kind of what quick books does by default i believe now the problem with this is that if one report fits on a page and the other does not the way it's gonna force it to fit on the page has to be that it reduces like the text size for example so now you can have two pages of reports that have possibly a little bit different text sizes that's why it's the last resort typically in in my thinking in my thought process that's how i think about it at least alright let's do the last one here and i'll show you how that works let's print out this last bit or go to the first tab and open up the horizontal it's just open it up in this tab and then i'll export this one just like we did before and we'll say export to excel i'll just open it up double clicking on it to open it and then i'm going to copy it over to the other sheet enable the editing before i do anything to it i'm gonna right click on the tab and i'm gonna move or copy and then within the mover copy i'm gonna i'll just move it instead of copying it so i'll keep it unchecked hitting the drop down i want to move it to my month in reports boom the month in reports has to be open for that to work i'm gonna say otherwise you won't see it in the drop down right and then say okay boom moves it on over i'll grab that one and i'll pull it to the right now these two tabs have the same name because they started from a balance sheet report so i could change the tab double clicking on the tab balance sheet uh... by qt and this tab is a balance sheet a balance sheet horizontal analysis i'll just keep it at that and now this one if i go to the view to the right and back to the left it's it's once again too long now i could probably fix this one by adjusting the columns again but let me just show you what i mean by the by the page layout horizontal if i couldn't fix it by adjusting the columns then possibly i can go into the orientation and make it landscape and now now it fits right so then i would want to go in in once again center i might want to add another column to the left in order to do in order to center it a little bit differently right so i can so i don't end up with this white space i can adjust basically my margins within here so i i could select a right click and uh... insert and so now i have something to work with on the left and the right so these are my two and i could make this a little bit longer until it fits on you know the two margins here so now i've made the margins basically that way and the same size on the two sides of the report which basically centers it now notice you can do stuff in here again that you can't do in excel like this total i don't need that right that doesn't help so i can delete that uh... this line on top i don't need that so i can i can say i can clean this up in ways i can't really do uh... in in uh... quick book so i can get rid of that line and then see this pp for the prior period so i don't need that prior period thanks i'm just going to delete that which i can't do in quick books i don't believe and then there's the change and so on and so forth you can also change the titles if you if you if you needed to within here if you wanted to call something something a little bit different also note that the net income we talked about was kind of an issue uh... before because sometimes if you're a partnership you want to be allocating the net income to the partner capital accounts and the fact that it gives you net income which isn't actually an account becomes kind of a pain so you could then move this into retained earnings which is where it should properly go for normal uh... reporting purposes again you can't really do that in quick books but you can make that change in here making it look a little bit more more professional kind of like it you know more like an external reporting form you could do other things like that too because we also talked about the fact that bank accounts are not usually uh... what we would call the reporting account we call it cash and cash equivalence so you could make this call this cash and cash equivalence possibly or something like that the accounts receivable having the sub-account so you could you know as you get into more detail on the editing here's the point for all just make this black and white to match what we did before home tab font group black and white and then let's go ahead and just export this thing so we can see what it looks like let's go to the file time and i'm gonna print it using my cute pdf printer so there's a cute pdf printer i've got the entire workbook selected if i scroll down there's page there's the that balance sheet here's the by-quarter one here's the end of the by-quarter one here's the balance sheet horizontal analysis it fits on one page it's pretty nice and fairly centered so that's good and then here's the end of it and there it is let's go ahead and print it out and instead of going to a printer it's going to go to a cute pdf printer which will look like this and then i want to put it into my desktop desktop and then i put in the quick books online and then a navigation folder so i think that's good let's go ahead and just save it there and then i'm gonna find it where are you where did you go so there's our month end reports so i can open it up from here in the pdf and i can attach this one pdf to an email if i wanted to or send it some electronic way with just one file instead of the multiple files that we saw before and we can we have the formatting that we could do within excel for it and if we email it to someone we can attach it with just one attachment and then within the attachment you've got all the reports here's our balance sheet and then here's our our craigs design another balance sheet and then notice this one here's the landscape one so see it didn't like if you stapled it if you imagine printing these out and stapling it it was actually a big problem because then you have to put the report you have to reverse it and put it this way so they fit with the other reports and it's like well do you want the reports facing like this way or do you want them facing this way and so on and you certainly don't want two reports that are landscape that are facing different ways because that would be awkward that would be weird so confuses frustrating so but now it just shows it straight uh... vertical even if it's landscape if you open it up normally in a pdf so if you look at that look compared to this one this is how that the first report looks uh... if you just printed out stock out of uh... out of quick books and you there's not a whole lot of format and you could do other other than take the the decimals away although most of the reports look nice and clean and fine the only so there's pros and cons to either way that you want to print the report the management report thing tool that we saw also that was over here had a little bit different look and feel to the reports so if i go into here and i preview this thing it's got the intro page that it did uh... but then the reports again look a little bit different here and so so it just depends on what what style you want the reports to be in but a little bit of tweaking of the reports that's a little bit different than the standard that is is uh... just uh... the default out of the box make your reports stand out a little bit uh... a little bit more right so so something like this i if you did that double underline thing or something like that or just major title different or changed some fonts or something like that that is going to stand out a bit from other quick books users because they're probably not taking the time to do that out of stuff you could also combine the uh... they make a title page in excel if you wanted to like i could make a title page in excel which is a little bit difficult to make then making it in a word processor like word but you can make a nice title page in excel so that you can still have a title page and everything that you want within excel or you can try to integrate excel and word meaning integrate this into word and get really fancy so that you can print the whole thing out uh... that's integrated from excel and word onto uh... onto a uh... uh... one pdf file if you so choose so those are just some of the options for the presentation