Show, Sort & Filter QuickBooks Reports by Account Number, in Google Sheets

The problem

When I pull a P&L or Balance sheet in modern reports everything is out of order as it does not show COA numbering. If I switch to classic reports the numbering shows up and the report is in numerical order.

In the modern reports, account numbers get buried inside the account label (or don't show at all), rows sort by amount instead of number, and there's no way to filter a Balance Sheet or P&L to a range of account numbers. Firms that key their templates and reporting entities off account numbers (1-XXX for one entity, 2-XXX for another) are stuck reformatting by hand.

Why QuickBooks can't do it

The modern reports treat the account number as part of a fixed parent:sub:sub label, don't offer a reliable numeric sort, and dropped the ability to filter by account number. There's no per-report setting to make the account number the primary key or to include only a range of numbers.

Do it in Google Sheets with Retriever

In Google Sheets, the account number is just data in a column, so you can display it, sort by it, and filter by it however you want.

1. Pull the report into Google Sheets

   Bring your P&L, Balance Sheet, or Trial Balance in with Retriever, account numbers included.

2. Show the account number the way you want

   Split the parent:sub:sub label so the account number is its own column, and show the number or the plain description, your choice, not a fixed format.

3. Sort numerically

   Sort the rows by account number so the report reads in true numerical order, with accounts that had activity in either period kept in place.

4. Filter by account-number range

   Filter to just 1-XXX (or any prefix) to isolate a reporting entity, then refresh, no more manual splitting.

See also

Frequently asked questions