QuickBooks Online (QBO) is all about collaboration. The Plus and Essentials subscriptions both include multi-user capability. All subscription levels allow for the addition of two accountant users without extra cost.
QBO allows extra users with report viewing and/or time entry capabilities as well.
Another way QBO eases some of the pain points of collaboration is the automatic sending of reports. Let’s see how this works.
The automatic sending of reports functions with custom reports. In the sample QBO file, we will run an Inventory Valuation Summary report and memorize it.
We didn’t need to really customize anything about the report. We just opened it and clicked the Save Customizations button. We give the report a name, or accept the one offered by QBO.
For this exercise, let’s make the report part of a group. You can create a new group right from here. Just type the name you want in the appropriate field.
Select OK and we have one custom report in our new report group.
Let’s create a Sales by Product/Service Summary report. We’ll save it in the same group. On both of these reports we used the date range “Today”.
We can access these reports and the group in the My Custom Reports section of the reports menu.
Notice there is an email column in the report listing. Right now it reads Unscheduled. Click on the Edit link for the report group. Not one of the individual reports, but the line that reads Hector’s Group.
When you do, the following window opens.
Selecting the checkbox that reads, “Set the email schedule for this group” opens several options.
Note that we have selected a schedule of everyday for sending these reports. We accomplished that by clicking on the Edit schedule button.
We type in the email address where we want the reports sent, create a subject line, select additional recipients if we want.
Now we no longer have to send an email to our accountant. Automatically, every day, he’ll get a sales and inventory update on how our business is doing.