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Opening up our major financial statement reports like we do every time reports on the left hand side going into the favorites right clicking on the balance sheet report open link in first a word from our sponsor yeah actually we're sponsoring ourselves on this one because apparently the merchandisers they don't want to be seen with us but but that's okay whatever because our merchandise is is better than their stupid stuff anyways like this CPA thinking cap for example CPA thinking CAP you see what we did with like with the letters and this CPA thinking cap is not just for CPAs either anyone can and should have at least one possibly multiple CPA thinking caps why because based on our scientific survey of five people all of whom directly profit from the sale of these CPA thinking caps wearing this CPA thinking cap without a doubt according to the survey increases accounting productivity tenfold yeah at least yeah apparently the hat actually channels like accounting energy from the quantum field ether directly into your head allowing you to navigate spreadsheets faster it's kind of like how in like the matrix when neo learns kung fu or at least that's what the scientific survey saying so get one because the scientific survey participants could really use some extra cash if you would like a commercial free experience consider subscribing to our website at accounting instruction dot com or accounting instruction dot think of it dot com in a new tab right click in the profit and loss report open the link in a new tab go into that middle tab we just opened up closing up the hamburger there is our balance sheet I'm going to do the range change bringing it back to 2023 I don't want to go back to we have to go back 010123 123123 run it and then we're going to the tab to the right closing up the reports and let's go back once again to 03010123 tab 123123 tab run it to refresh it back to the tab to the middle where our balance sheet is this has been our point of focus we now want to think about the concept of being able to provide the reports to clients or possibly supervisors I will primarily be thinking as though we're a bookkeeper we're providing reports to clients remember that the grouping of the reports is going to be as important often times as actually getting the numbers correct because a lot of times you're dealing with people that might not be you know accountants clearly and therefore what's going to impress them is the fact that you're communicating well with them and you're putting the reports in a format that looks nice and neat and clean that they can basically deal with so how you're going to be presenting or giving the reports then becomes very important now we're only going to be focusing in on the balance sheet right now but the same concept would apply when we get to future reports like for example the income statement of course in any other reports that you're going to be batching together the question being how often might you provide the reports to like a client for example you might give them a bundle for example at the end of the month at the end of the quarters at the end of the year you might have different bundles that you make basically on month end quarter end and year end year end likely being the most important bundle because in the united states even small businesses are going to have to deal with the taxes at that point in time so you want to make sure that you got everything you need to help them out at that time and for the rest of the year you're probably trying to just make them feel comfortable that she'll be there at at the tax time and ready to ready to roll so then how can we give the reports to people once we group all the reports we could email them to them however the email you got to make sure that email is secure and you want to make sure that that you might not want multiple attachments on the email because you might be sending at least five to ten reports on a monthly basis if you want to group your reports together you can print them and then you can give them to someone physically but that's less and less common these days you might be working online with people also noting with the email we could zip the files as a pdf and attachment them which is a little bit cleaner than attaching 10 individual files to an email we could export it to a pdf file allowing us to zip it and provide it to somebody possibly or we can put it on a cloud drive like google cloud and or one drive or something like that or microsoft one drive and whatnot so though that's a useful tool these days that's another method that we can clearly put into practice we could excel use excel to give it to somebody but usually excel is not the thing we present with but might be an intermediary tool that we use to customize our reports and then and then possibly use it also to put all the reports on one page or one report so that once again we can provide it with one report and then we have the manage report that we talked about in a prior presentation which is quickbooks little internal tool helping us to process the reports so let's take a look at those internally if i go to the first tab and i go down on the reports on the left hand side then we could see that we had the manage reports over here so this one we saw in a prior presentation helps us to put all the reports into one nice little nice little format so that we could put it on one pdf that's a lot cleaner that's a nice tool it's not a perfect tool but it's cleaner it looks nicer than attaching like 10 emails or 10 attachments to one email right no matter what method we use though we probably are going to end up customizing some reports is what i would suggest doing for external reports and internal reports possibly putting them under the category of month end reports quarter end reports year end reports so that you can make that process at the end of those periods which are usually your busiest time as easy as possible you might want to number them so that when you print them out they'll be in some kind of order so let's do that now i'm going to right click on this tab up top and duplicate it again so that i can open up another report which is going to be the summary report i'm just going to do the same reports we did before basically so i'll do them fairly quickly i'm on the reports left hand side standard balance sheet i'm going to open up the summary reports and then i'll do my standard customization i'm going to bring it back to 2023 oh one oh one two three oh hold on a second oh one oh one two three tab 12 three one two three tab running it to refreshing it scrolling up customizing the report i want negative numbers bracketed red our no pennies on the headers and footer get rid of the date time report basis don't need that save it there it is at lmosa looks good let's go ahead and customize or save the customization memorizing it summary balance sheet that's a good name i'm going to put a number one in front of it because i want to be able to list my reports in uh in orchard and then i'm also going to add a group and i'm just going to put this as month uh end or you might say if they were the end of the year right year year end reports add the group there it is in the drop down that's the one save it save it and then i'll go back to my first tab and then in the uh custom reports refresh the screen and it should show up which is what we have uh in the custom area we have the year end report and now the group it didn't put the little number one in it so i'm going to edit it again why didn't i said number one number one uh hold on a second and then save it and close it okay so there we are now let's do the next one let's go to the standard balance sheet let's say we're going to do instead of just doing the standard balance sheet i'll make a vertical analysis one since i have a a basic balance sheet before if i just add the vertical that might be something worth doing so i'm going to say uh let's make a percent of the column and we'll make this one a bit more fancy and so now we've got the vertical analysis on the right i might say this is a balance sheet with a vertical analysis is there spell check in here okay i'm going to assume that's spelled right and then i'll copy this name and then i'm going to customize it same customization get rid of the pennies negative numbers bracketed red footers we want no time date report basis get out of here run it and then i'm going to save customization the name's going to be that looks good balance sheet vertical analysis number two report and then it's going to go into our year in reports saving it first tab run into refreshing let's see if it puts it where it should go there should be two in there it looks now it's in order mui b to the n b in and then so now let's do another one with a horizontal analysis possibly i'll use this same report and i'll get rid of the percent of column and then i'm going to say that instead we want let's run it instead we want we want let's just do for the end of december so i'm going to go from uh 120123 and then i'm going to take the previous period dollar change percent change and i'm going to call this the balance sheet not vertical but horizontal horizontal analysis because it's going in the horizontal this time save it let's go ahead and save customization and i'm just going to call this now number three horizontal is spelled wrong horizontal analysis i'm going to leave it wrong in the report i apologize if that annoys you because anybody uh but i'm on number three this is not the point of the present spelling is not the point of the presentation although we do want to have it spelled nice because that again will make the people think that you're not sophisticated when you can't spell i've been called unsophisticated many a time for my lack of spelling uh and other things but any case whatever uh well i'm i'm trying here so let's keep it we've got the three now so if we have those three obviously we can go on for some time doing more comparative reports we can do a report by month and and so on and so forth we might do a report by quarter and so on the point is once we have a large amount of reports we want we're going to have them lined up in here note also you're not just going to have the balance sheet accounts you're going to have income statement accounts as well and possibly other reports that you would want but you would want variants of the balance sheet and the income statement and just with the balance sheet and the income statement you can imagine you can easily get over 10 reports pretty quickly if you start thinking about these comparative type reports we'll talk about the income statement and possibly other reports and more detail in uh future presentations now that we have it here at the end of each month or at the end of the year in this case every year we can just basically generate these reports in order because we numbered them so how can we generate them well we could use the management report tool or we could export them to excel and do it for further formatting from there and then batch them together in one pdf file or we can save them as a pdf file so let's do that i'm going to close the reports that are currently open and i'm going to imagine that i already have this set up and now it's the end of the year and i'm just going to generate these reports adjust the date save them as a pdf file and then provide them to the client either by email by some kind of one drive or something like that cloud drive uh or or or something like that so let's go in i'm going to uh i unfortunately i can't right click on it like i would like to and open it that way so maybe it would be best to right click and duplicate the tab and then go down to the balance sheet and open up the balance sheet and so i'm going to close up this one and so now i would like to uh export it as a pdf so we have a pdf here now i just want to point out that sometimes you might run into forms that don't have the option to export as a pdf both in this program and in other programs it therefore is useful to have a pdf printer of some kind so i think there's a free one i'm not promoting them or anything i'm not affiliated in any way but i use this cute pdf printer which i think is still free and that means that when you do the printing option you can print it instead of to a physical printer to a pdf printer so in other words this report has the capacity to make a pdf report this way that's great but if we run into reports that don't have that option then if you have a pdf printer you can use the printing option here and then you also have to save as a pdf within here but if you were to print it you could then print this to a pdf printer instead of a physical printer so now it opened it in pdf format and then i'm going to basically if you needed to print it there's my pdf printer right there instead of an actual physical printer and so that is something i think it's useful to have that tool in the event that you need it will also use that pdf printer tool when we get to the integration of it with excel now note that if we were actually physically printing it we could go into the printing options here this also gives you a preview type of page if you needed to adjust it so in here we've got the portrait and the landscape usually the quickbooks default files for the default settings are pretty good to fit everything on one page when we look at financial reports note that they could be quite tedious in that they might be really wide if you look at certain types of reports in which case you don't want to have multiple pages wide of a report you want them you want every line to fit on the page so these settings basically help to do that uh no settings are perfect to kind of fix that because they might lower or lessen the size of the font for example so if you go from one report to the other you've got different font sizes which is kind of ugly but it's not as bad as basically having reports that don't have like if i had the descriptions over here and the numbers were on the second page that would be really bad right you don't want that so usually the default settings are picking it up right now right now it's you can see it's on port on portrait that makes sense because it fits on portrait we can make it landscape so if it was a very long report then and in width we can change it to landscape and that would be good and then we have the smart page fit i'm going to put it back on portrait smart page fit will help you help it to basically fit on one page and once again the way it does that possibly is possibly changing the font size and whatnot to get it on one page wide is what we're generally looking for if it's two pages long i'm not really concerned with that generally i just want it not to be two pages wide and then we got the repeat page header that means the header on top will will repeat again on the second page then you've got the close you've got the email so you could send it by email from here you could save it as a pdf so this will be a little bit two steps instead of just going straight to the pdf but if you go here you have the capacity to do these little changes over here uh similar to the printing settings and then you can print it and when you print it it opens it up basically as a pdf and at that time once again you can print it or download it from this section so i'm going to close this back out i'm going to close this back out so i also if you hit the drop down and just export it to a pdf then it'll go directly to the pdf well it's basically the same thing it takes you to the same basically page and then we can save it as a pdf again so i can save it as a pdf and it goes to my downloads and typically that's downloads in google now and what i'm going to do is drag it into my folder so here's my folder i put it into quickbooks online and on the desktop opening that up i'm going to put it into quickbooks navigation because that's kind of the part of the course or the course that we're looking at and then i'm just going to open that back up again and say pull that in pull it in drag it in get over here and then i'm going to hit the drop down and extra large so there's our balance sheet uh summary i still want to name it with a number one so i'm going to right click rename i want the number one in front of it because i want them to be in order by number not by alphabetical order even within my folder here because that will make it easier for me to group them once they're here so i'm going to close that out let's let's go back to the first tab i'm going to duplicate it again duplicate the tab drag it to the right this will be the second report that we want let's open up the vertical analysis and then i would just need to change the range but it's already good because we're in the same period at this time and then i have my options of sending it out let's go ahead and export to a pdf again and then if i save as a pdf it'll do the download and then i'm just going to drag it into my folder going to drag it into my folder boom and then we'll change the name on that one i'm going to right click and put a two in front of it and say this is going to be number two renamed and so it's in the order that i want let's do it again ultra vase another time one more time back to the tab to the left right click duplicate the tab dragging it to the right opening up the three the balance sheet and we don't need to change the range horizontal analysis let's hit the drop down boom don't hit it too hard though don't break it don't break it export to a pdf and then we're going to go ahead and save it or save to pdf and let's put that in our folder as well dragging it into the folder and so now we have them in our folder so there's only three reports let's go ahead and rename this one so i can put a three next to it and so now they're in order that i want them to be in because i've numbered them so even if i was to attach them to an email at this point in time i can at least attach them in an ordered way so that they can see which ones i think should be open first second third and so on and so forth but normally if i give it to an email someone as an email there might be more than three reports so it would be nice if i zipped the reports at least so that would be one method another method we can do is put it on our trusty cloud drive google cloud one drive microsoft one drive cloud drop box or something like that as long as it's of course a secure location that you can share with them then that's another useful tool i would still want to use the numbering system possibly so that they can open each file individually and see them kind of in the order of presentation that you might want to put them in uh if i was to give it to someone by email i would want to zip them possibly so that i can put them into one file that they can download on an email instead of downloading 10 files or in this case three files so i might have another folder and call it like year and reports reports hopefully i spelled that right i'm going to grab these and drag them in there so this folder i cannot generally attach to an email but if i zip it i usually can so if i right click on it and uh and i send it to a zip uh compressed to a zip file so your zip file might look different it might just have a zipper on it but the point is that now once it's in that file you can usually attach it once it's zipped and compressed to an email so when i go into an email and look for that file it will find it when i go into an email and look for this folder it won't allow me to attach the folder but will allow only allow me to go into the folder and then pick up the reports that are inside of that folder so that's the that's the second method that we could use to give it to someone we have them now we can give them the documents physically we can print them we can provide them on a cloud drive and have the reports neatly filed within that cloud drive so they can open up whichever one they want but put them in order we can zip it possibly so we can attach it to an email or whatever other electronic device we're using to send it as long as it is secure but the other two methods that we we looked at over here was that we can use the same method of numbering the reports to put those reports into the manage reports tool which will basically put them all in one pdf file and give a little intro page and in a closing page we looked at that before and the next thing we could do is we could export these reports same process we make the reports but then we export them to excel and if we export them to excel we can actually use the cute pdf printer or whatever pdf printer you want to take all of the tabs if we put them all in tabs in excel we can print all of the tabs at one time that has some advantages one you can put them all on one pdf file which you can also do with this tool but two with excel you can also do more editing so if you want to do a little bit more editing on the reports possibly just a little some little touches that would be easy like changing the font on the titles or something or changing some colors that you want on the title or in the reports then you can just do a little bit more touching up on excel you have to do it every time you export it can't save the exporting in excel generally but that might be worth doing so we'll see that method in a future presentation