Generate QuickBooks Expense Reports by Customer: The Easiest Method

Updated at: 04/07/2025

Tracking expenses by customer in QuickBooks can be a headache, but it doesn't have to be. This guide reveals the simplest method to generate detailed expense reports segmented by client. Learn how to effortlessly analyze profitability per customer, improve client billing accuracy, and streamline your financial reporting. Say goodbye to tedious manual calculations and hello to clear, concise expense reports – all within QuickBooks. Let's get started!

Step-by-Step Instructions

  1. Access QuickBooks Reports

    • Log in to QuickBooks Online.
    • Navigate to 'Reports' on the left-hand side.
    • Find 'Report by name' and type in 'expenses'. Select 'Expenses by Customer Summary'.
    Find 'Report by name' and type in 'expenses'. Select 'Expenses by Customer Summary'. Find 'Report by name' and type in 'expenses'. Select 'Expenses by Customer Summary'. Find 'Report by name' and type in 'expenses'. Select 'Expenses by Customer Summary'.
    Access QuickBooks Reports

  2. Customize the Report

    • Ensure the date range is correct. Click 'Customize' in the top right corner.
    • Select the desired customer using the filter (e.g., 'Cool Cars').
    Select the desired customer using the filter (e.g., 'Cool Cars'). Select the desired customer using the filter (e.g., 'Cool Cars').
    Customize the Report

  3. Generate the Report

    • Click 'Run Report'.
    Click 'Run Report'.
    Generate the Report

  4. Review and Refine the Report

    • Review the report. The report will show all transactions for the selected customer.
    • Correct the report title if necessary. Change 'Expenses by Vendor Summary' to 'Expenses by Customer Summary'.
    Correct the report title if necessary. Change 'Expenses by Vendor Summary' to 'Expenses by Customer Summary'. Correct the report title if necessary. Change 'Expenses by Vendor Summary' to 'Expenses by Customer Summary'.
    Review and Refine the Report

  5. Save the Customization (Optional)

    • Save the customization (optional, but recommended for future use). The customized report will be saved under 'Custom Reports'.
    • Optionally, create a group for the customer in the report customization to further organize your reports.
    Optionally, create a group for the customer in the report customization to further organize your reports. Optionally, create a group for the customer in the report customization to further organize your reports.
    Save the Customization (Optional)
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Tips

  • Double-check the date range to ensure you're viewing the correct period.
  • Save your customization to easily access the report in the future.
  • Consider creating customer groups to further organize your reports.
  • Adjust sharing settings as needed to control who can access the customized report.

Common Mistakes to Avoid

1. Incorrectly Categorized Expenses

Reason: Expenses are assigned to the wrong customer or a general account, making accurate reporting impossible.
Solution: Ensure each expense is meticulously categorized and linked to the correct customer during data entry.

2. Failing to Reconcile Bank and Credit Card Statements

Reason: Unreconciled transactions lead to inaccurate expense totals and discrepancies in the final report.
Solution: Regularly reconcile bank and credit card statements with QuickBooks to ensure all transactions are accurately recorded.

FAQs

Can I generate customer-specific expense reports if I haven't categorized my expenses properly?
While it's easier with proper categorization (using classes or customer names when recording expenses), you can still generate reports. However, you may need to manually filter and refine the results to isolate expenses for specific customers. Proper categorization from the start is highly recommended for efficiency.
My QuickBooks version is older. Will this method still work?
The basic principles should work across most QuickBooks versions. However, the exact steps and menu options might vary slightly. Consult your QuickBooks' help section or search online for specific instructions related to your version.
What if I need to include both direct and indirect expenses in my customer expense reports?
This depends on your accounting method and needs. You might need to create separate reports or use custom report filters to include indirect expenses attributed to a customer. Consider using QuickBooks' advanced reporting features or consulting an accountant to ensure accuracy.