Sales report by state in Quickbooks Online

Why can we not use the Location of Sale for filtering or anything else for that matter?  It is obviously an important piece of data in the system that we not only can't use to filter but can't include on the invoices.  

To pull a list of donations by state for compliance and solicitation registration, you can use the Transaction List by Customer (or Transaction List by Donor) report. QuickBooks Online does not have a single-click "Sales by State" report, but you can easily customize a donor report to display billing or shipping states

How to extract donation data by state:

Step 1: Run the donor transaction report

1. Navigate to the Reports menu on the left side panel.
2. In the top-right search box, type and select Transaction List by Donor (or Transaction List by Customer if your account uses standard terminology).
3. Adjust your Report period at the top to cover the specific time frame needed for your state registration filings

Step 2: Add state columns in Modern View

1. Click the Gear icon directly on the top-right of the report table (next to the export icons), or click Customize.
2. Click Rows/Columns or Columns to expand the field options.
3. Scroll down and check the boxes for Billing State and/or Shipping State.
4. Check the Donor (or Customer) box to ensure names stay linked to the locations.
5. Click Run report to refresh the data view.

Step 3: Sort and export for compliance filings

Once the state columns are visible, you can click the Billing State column header directly on the screen to instantly alphabetize the list by state.

To turn this into a clean, actionable document for your legal or compliance team:

1. Click the Export icon (the small square with an arrow pointing out) at the top right of the report grid.
2. Select Export to Excel.
3. In Excel, use the Data > Subtotal or Pivot Table tool to group your total revenue sums by state instantly

(Alternative Option: If you want QuickBooks to track this completely automatically on the dashboard moving forward without Excel, you can set up individual states as unique entries under your Location Tracking settings. However, you would have to manually select the donor's state in a dropdown box on every single sales receipt or donation invoice you log.)

Hello, Benjamin09. 

Currently, pulling up a report of sales per billing country is not possible in QuickBooks Online. I know the importance of having this kind of feature. I'll make sure to tap this into our developer's team. Our product engineers will continue to make improvements to the product, and this preference might be available in the future in the best interest of our customers.  

You may want to consider visiting our QuickBooks Blog. From there, you can see the future developments and the latest news about QuickBooks and what our Product Care Team is working on.       

Please touch base with me here for all of your QuickBooks needs, I'm always happy to help. Stay safe!

QuickBooks Online does not natively allow you to subtotal or group standard sales reports by the customer's profile State field

To get a simple report of sales by state by year, choose one of the three methods below depending on how you prefer to handle the data:

Method 1: The Excel Pivot Table (Best for immediate retroactive data)

If your customer profiles already have states filled out, exporting a detailed list to Excel is the fastest way to get your report without changing any settings.

1. Run report: Navigate to Reports and search for Sales by Customer Detail. 
2. Customize columns: Click the Gear icon on the report, select Show More, and check the box for Billing State or Shipping State (or State/Province depending on your QBO version). 
3. Change the period: Set the date range to encompass the multiple years you wish to review, then click Run report. 
4. Export data: Click the Export icon at the top of the report and choose Export to Excel. 
5. Create pivot table: Open the file in Excel, highlight your data, click Insert > PivotTable, and set State as your rows, Date (grouped by Year) as your columns, and Amount as your values.

Method 2: Use the Sales Tax Economic Nexus Report (Quick check)

If you track sales tax natively in QBO, QuickBooks automatically maps the transaction states to monitor tax thresholds. 

1. Go to taxes: Select Taxes from the left-side navigation menu and click Sales Tax.
2. Open nexus tool: Click the Economic Nexus button in the top right corner.
3. Review totals: This panel populates your gross sales numbers grouped cleanly by individual state, which you can filtered by calendar or tax year. 

Method 3: Turn on location tracking (Best for moving forward)

If you want QuickBooks to group these automatically inside the app going forward, you can assign a "Location" to every sales transaction. 

1. Enable settings: Go to Settings ⚙ > Account and Settings > Advanced. 
2. Turn on locations: In the Categories section, check Track locations, change the label to State, and hit Save. 
3. Add states: Go to Settings ⚙ > All Lists > Locations, and add your active states as location choices. (Note: You will need to select the State location manually on each invoice/receipt going forward). 
4. Run the report: Search for the Sales by Location Detail report, group by your new location field, and set the columns to display by Year

Greetings, @HLaJoye. 

Welcome to the Community! Allow me to give you some insight to help you out. 

Once you enable and use the Territory feature in the settings, QuickBooks will let you generate the Sales by Territory Detail report. 

You can customize this report, here's how: 

1. Click Customize at the upper-right corner.
2. In the Filter section, tick the Territory box.
3. Select all Territory you need.
4. Make sure to set the correct dates.
5. Then, hit Run report.

It's that easy! 

This should do the trick. If you have any other questions, don't hesitate to ask. Have a great day! 

Hi Vlouden,

We want to help you with your concern about the sales report. However, we need more information about it to provide the correct resolution and to get this sorted out promptly.

Can you share more details about the help you need with the suggested report? We need more info about why it's not working on your end. If you could provide some screenshots, it would also greatly help.

In the meantime, you can check this article for additional guidance on personalizing reports in QuickBooks: Customize reports in QuickBooks Online.

Please know that you're always welcome to post questions in this space. Have a great day ahead. 

Thanks for following along with the thread and sharing your concerns, @sdouglas1.

How are you doing today? I hope all is well. 

Here's how you can run the Sales by Location report: 

1. Open the Reports menu.
2. In the search bar, enter Sales by Location. Then select the report.
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That should do the trick. If you need some quick tips on customizing the report, check out Customize Reports. 

Don't hesitate to let me know if you have any additional questions or concerns. I'm happy to lend a hand. Have a good one!