How to Use Memorized Reports in QuickBooks: A Complete Guide

As businesses grow, so does the need for customized, accurate, and repeatable financial reporting. Whether you’re tracking sales trends, monitoring expenses, or analyzing profit margins, QuickBooks makes it easy with one powerful feature — memorized reports.

In the latest versions of QuickBooks Pro and QuickBooks Online, memorized reports let you save time by storing your customized report preferences. Instead of reapplying filters and configurations every time you generate a report, you can save it once and access it instantly whenever needed.

This guide will help you understand how to create, manage, and use memorized reports in QuickBooks Pro and Online (2024–2025 versions), along with expert tips and troubleshooting help.

What are Memorized Reports in Quickbooks Desktop and Online

Memorized reports are being made in Quickbooks as you might be knowing that it saves a lot of your time and you can quickly complete your work just in a few minutes. Sometimes in memorized reports, you can see that on the top of the window a mark of X with red, with this X you can also delete your memorized reports just in a minute.

Memorized reports are as easy as you might be thinking if in any case, you want to modify your memorized reports in just a few minutes by just double clicking on your reports.

Benefits of Using Memorized Reports in QuickBooks

• Time-saving: No need to reconfigure filters or formats every time.
• Accuracy: Keeps reports consistent for repeated use.
• Customization: Tailor reports to your business needs.
• Automation: Schedule report delivery via email (QuickBooks Online).

How to Create Memorized Reports in QuickBooks Pro and Online

Steps to Create Memorized Reports in QuickBooks Pro

Here’s how you can create and access memorized reports in QuickBooks Pro:

Step 1: Generate a Report

• Go to the Reports menu and select the type of report you want (e.g., Profit & Loss, Sales by Customer, etc.).
• Customize it with filters, date ranges, and columns as needed.

Step 2: Memorize the Report

• Click on Memorize (top of the report window).
• Name your report something identifiable like “Monthly P&L – Marketing Dept.”
• Choose to:
  • Save it in a Memorized Report Group (for better organization).
  • Share it with other users (multi-user setup).

Step 3: Access Saved Reports

• Navigate to Reports > Memorized Reports > Memorized Report List.
• Click your saved report to open and generate the latest data.

Read this: Memorized Reports in QuickBooks Not Working

Steps to Create Memorized Reports in QuickBooks Online

QuickBooks Online allows even more flexibility by offering cloud access and scheduled emails for memorized reports:

Step 1: Open or Customize a Report

• Go to the Reports section.
• Select a standard report (like Sales by Product/Service).
• Apply filters, groupings, date ranges, and more.

Step 2: Save Customization

• Click on Save customization at the top right.
• Give it a name and optionally:
  • Add it to a group.
  • Share it with others in your company file.

Step 3: Access or Edit Your Report

• Go to the Custom Reports tab to find all your memorized reports.
• You can Edit, Export, or Schedule these reports to be sent via email at regular intervals (daily, weekly, or monthly).

How to Access Memorized Reports in QuickBooks Pro and Online

To access the memorized report in QuickBooks, there are various ways, which are mentioned below:

Step 1: From the Reports Menu:

• Open Reports menu. Now, click on Memorized Reports.
• Now, click on report group or the appropriate report and then to open it, click on it.

Step 2: With the help of the report center

• Open the Reports menu and then open Report Center.
• in the window of Report Center, open the Memorized tab.
• In the left panel of the window, click on the appropriate group. If you haven’t assigned the group while making a memorized report, click on uncategorized.
• To open the report, double-click on it.

Step 3: Accessing from Memorized Report List:

• Open the Reports menu, go to your Memorized Reports and then click on the Memorized Report List.
• To open the memorized report, double-click on it in the window’s list.

Read this: How to Delete Memorized Reports in QuickBooks

How to Manage Memorized Reports in QuickBooks

Step 1: Edit a Memorized Report

• Open the memorized report.
• Make your changes.
• Click Memorize again and replace the existing report.

Step 2: Delete a Memorized Report

• In QuickBooks Desktop: Open the Memorized Report List > Right-click > Delete.
• In QuickBooks Online: Go to Custom Reports > Click the ▼ dropdown > Delete.

Step 3: Organize in Groups

• Group reports by department, function, or user access (QuickBooks Pro Desktop only).

Conclusion

Memorized reports in QuickBooks Pro and Online are powerful tools that can simplify your financial reporting, enhance team collaboration, and save hours of repetitive work. With the latest updates in QuickBooks 2024–2025, managing and scheduling reports is easier than ever.

Customizing once and accessing anytime ensures consistency and accuracy across your accounting workflows. Need help managing or troubleshooting memorized reports in QuickBooks? Visit our website or contact us to get expert support from certified QuickBooks professionals.

Frequently Asked Questions

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