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A
ACO_llc
August 16, 2025
Question

Confused by Custom Report groups and listing

  • August 16, 2025
  • 1 reply
  • 24 views

I have a client with QBO Advanced and have had full admin privileges forever. A few months ago I created my own Accountant Online account and added this client to it. I expected to see the same setup I had created but I understand there are some differences. The one I can't figure out is how the organization of Custom Reports work. 

 

I had a lot of custom reports organized the way I wanted them as a user. When I changed any placements or created new groups from the Accountant interface these adjustments don't seem to show up from the user side. Same is true in the other direction. All reports are and should be visible to All.

  • Am I to conclude that the organization of customer reports (i.e., Groups) is user-specific, no matter what the settings?
  • So that means I have to recreate the organization scheme for every user I want to be able to see it?

 

Also, on the Custom Reports listing one of the columns is labeled Date Range, but the information in that column is often missing or just meaningless. Screenshot attached with the Date Range column circled in red. 

 

 

 

1 reply

E
EvethCQuickBooks Team
QuickBooks Team
August 16, 2025

Yes, you are correct, @ACO_llc. In QuickBooks Online (QBO), the organization of custom reports is user-specific, even if the reports are set to Visible to All.

 

Any customizations made in the Reports section, such as grouping, placement, or sorting, are linked to the logged-in user, regardless of their role (Accountant, Admin, or regular user). While report content can be shared using the Visible to All Users option, the organizational structure remains unique to each user's account settings.

 

As a result, the organizational changes you create as an Accountant or Admin won't be visible to your client, even with admin privileges. This is intentional, allowing users to tailor their workflows without affecting others. Alternatively, you can share a customized report by emailing it directly to your client.

 

Regarding the Date Range column in the Custom Reports tab, it reflects the default range established when the report was created. For dynamic reports such as Last 365 Days, it may display the standard range, which may not accurately reflect the latest applied settings.

 

Feel free to reach out if you have further questions about user access or other QBO features. Wishing you continued success!

A
ACO_llcAuthor
August 18, 2025

Thanks for the response/answer to the groups' organization question. I'm sorry to hear that, because it limits how helpful I can be to my client if I can't organize reports for THEM. But now I'm not confused about it.

 

With respect to the other question, you answered:

 

Regarding the Date Range column in the Custom Reports tab, it reflects the default range established when the report was created. For dynamic reports such as Last 365 Days, it may display the standard range, which may not accurately reflect the latest applied settings.

 

I understand what it's supposed to reflect, but you don't explain why some reports show a random number in that column. In the example I shared there are four reports listed, with date ranges shown as follows:

 

Last Calendar Year

1288

1362

07/01/2023 - 06/30/2025

 

The first and last are clear, but the two in the middle don't make sense. All of the reports were created by the accountant and this view is from the client side. When looking at them from the Accountant side, the 1288 number shows up as 81 and the 1362 number shows up as 1216. None of those numbers represent the actual date range of the reports. 

 

Can you explain what's going on?

 

Z
ZackE_Moderator
Moderator
August 18, 2025

Thanks for following up with the Community, ACO_llc.

 

Since your custom reports are displaying numbers instead of dates, I'd recommend checking the browser you're using. It's possible this could have something to do with temporary internet files. Browsing applications store these types of records, but sometimes they can cause issues with certain webpages.

 

Here's how to troubleshoot browser problems:
 

  1. Try using a private or incognito browsing session. See if dates display properly while browsing like this.
  2. Restart your browser.
  3. Clear the browser's cached data.
  4. Add Intuit as a trusted site.

 

If the problem continues after troubleshooting, you'll want to get in touch with our Customer Care team. They'll be able to pull up your account in a secure environment, conduct further research with you, and create an investigation ticket if necessary.

 

I've also included a detailed resource about working with reports which may come in handy moving forward: Manage & share custom reports

 

Please feel welcome to send a reply if there's any questions. Have a wonderful Monday!

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