How to Combine Reports in QuickBooks (Desktop & Online)

There are many ways you can easily combine reports. You can manually export reports from each file or combine them using the functionalities of QuickBooks Desktop Enterprise. Keep Reading this article for a step-by-step guide to combining reports in QuickBooks and learn how to combine reports from various companies using the spreadsheet sync feature.

To combine reports in QuickBooks Desktop and QuickBooks Online, you can go to the reports menu, select the Combine Reports from Multiple Companies options, click on the Add File button, look for the file that has to be combined and click on the Open button. You will have to repeat this action until all the reports are selected to be merged.

Prerequisites for Combining Reports in QuickBooks

Before you start to combine reports in QuickBooks Desktop or QuickBooks Online, you must go through the prerequisites mentioned below:

• Make your chart of accounts as similar as possible throughout the company files to facilitate the reading of combined reports.
• If an account’s name, type, and hierarchical level match in every report, then it will be merged.

Note: There is no case difference in account names.

• The following accounts won’t be combined:
  • Accounts with various privileges. A phone account and a phone subaccount, for instance, are not merged.
  • spelling variations. For instance, the phone and the phone are not combined.
  • distinct account numbers.
  • both account numbers and non-number accounts.
• The accounts have been listed based on their type. The accounts under each category are listed on the initial company file according to the order of modifications. After that, accounts are added from other company files in the order that they appear.
• It might be necessary for you to sign in and enable multi-user access to your files.

How to Combine Financial Reports from Multiple QuickBooks Desktop Company Files?

There are numerous procedures for combining reports, and each one of them has been explained below in detail. Users who are using QuickBooks Desktop Premier, or Pro are advised to refer to Option 2 to combine reports in QuickBooks.

Option 1: Steps to Combine Reports in QuickBooks Desktop Enterprise

Here are the types of reports that are combined whenever we merge multiple company files in QuickBooks Desktop Enterprise.

• Trial Balance
• Profit & Loss by Class
• Balance Sheet Summary
• Statement of Cash Flows
• Profit & Loss Standard
• Balance Sheet Standard

• Step 1: Choose the Combine Reports from Multiple Companies option from the QuickBooks Reports menu.
• Step 2: After choosing the Add Files option, you must find the other company file, and click on Open. You must follow these steps with more files that have to be merged. 
• Step 3: Choose the reports you wish to combine under the Select Reports for Combining option.
• Step 4: After choosing a report basis, choose the report’s From and To date range.
• Step 5: In Excel, select the Combine Reports option. The combined data will open in a new Microsoft Excel spreadsheet.

Option 2: Combine Reports Using Microsoft After Exporting Reports from Each File 

To manually export the reports spreadsheet from each file and combine them using Microsoft Excel, follow the steps given below.

• Step 1: Open your company file.
• Step 2: Export the chosen report to an Excel workbook, then save the workbook.
• Step 3: Access the 2nd company file.
• Step 4: An identical report should have been created, exported, and saved to a new worksheet in the same workbook.
• Step 5: Launch the Excel sheet and then open the workbook.
• Step 6: Put the two reports together by hand into a third worksheet.
• Step 7: Lastly, you are required to save the workbook.

Related Topic- How to Merge Two Customers in QuickBooks

How to Combine Multiple Reports in QuickBooks Online

You can manually export reports of any individual to gather the details and data of various reports into one consolidated report. Once you have exported it, you will be able to edit and combine reports in QuickBooks Online externally.

Here are the Steps to Combine Multiple QuickBooks Online Reports

Step 1- Run and Edit the Reports

Here are the steps to run and customize reports in QuickBooks Online. 

• Step 1: Select the Reports option. 
• Step 2: To locate the precise report you wish to combine, you will have to use the search bar. 
• Step 3: Choose the Report
• Step 4: Select the required filters, as well as other choices, and date range. 
• Step 5: To create the report, you must select the Run Report option. 
• Step 6: Click on the Customize button to add more customization to the report.

Step 2- Export Reports to Combine

Mentioned below are the steps that must be followed by the users to export the reports from the files to combine them. However, users are advised to repeat the steps for all the reports that you are targeting to export. 

• Step 1: Click on the Export button,
• Step 2: Now, you must pick the file format (such as Excel or CSV) that you would prefer. 
• Step 3: Lastly, you must save the file to your computer system and ensure that you have saved it in an accessible location. 

Step 3- Customize and Download the Report

We would advise you to use the Spreadsheet program like Google Sheets and Microsoft Excel to customize and download the reports.

• Step 1: Launch the exported reports in the spreadsheet application of your choice. 
• Step 2: Select the primary report from among the exported report files.  Here’s where you will have to merge all the information.
• Step 3: Copy the information from the other reports, then put it into the same spreadsheet underneath the information from the first report. 
• Step 4: Make sure the columns are aligned correctly and rearrange and format the combined data as necessary.
• Step 5: Once the combined report has been edited as per your needs, save it to your computer as a new file.

Here are the Steps to Combine QuickBooks Online Reports from Multiple Companies using Spreadsheet Sync

To use spreadsheet sync to combine the reports from multiple companies in QuickBooks Online, you will have to run multi-company records and combine them. Follow the steps provided below for the same:

Step 1- Run Reports that Consist of Multi-Company Data

First, if you haven’t already, Add company data from QuickBooks Online Advanced to Spreadsheet Sync. You can merge these reports from various company files in Spreadsheet Sync:

• Balance Sheet – Multiple Period
• Trial Balance
• Profit and Loss – Multiple Period

Step 2- Combine the Reports

Here are the steps to combine reports in QuickBooks Online by using Spreadsheet Sync. 

• Step 1: Choose the “Build multi-company reports” option from the Spreadsheet Sync menu.
• Step 2: Now, you must choose the group that you wish the reports to be run for. 
• Step 3: Choose the report that you wish to read.
• Step 4: To obtain the desired data from the company file, you must directly from the source, and select Filters.

Note: Depending on the report type, different filters may be used.

• Step 5: To import the data into your spreadsheet, run Report.
• Step 6: Utilize the capabilities included in the spreadsheet to make bespoke graphs and charts using the data from QuickBooks.

Related Topic-- How to Merge Accounts QuickBooks Online

Conclusion

When you combine reports in QuickBooks, you are enabling all the QuickBooks users to consolidate data from multiple company files. This helps to provide a clearer financial overview. Whether you are using QuickBooks Desktop or QuickBooks Online, the process of combining the reports involves selecting and merging reports through built-in functionalities or manual methods. By following the outlined steps mentioned in the article above and by ensuring that prerequisites like matching charts of accounts are met, you will be able to efficiently generate comprehensive reports. This capability is essential for accurate financial analysis and decision-making.

Frequently Asked Questions (FAQs)

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