Method 1: export the Journal report from QuickBooks
For full line-by-line detail (every debit and credit with its account), QuickBooks' own Journal report is the most complete source.
- In QuickBooks Online, open Reports and search for Journal.
- Set the date range, then use Customize > Filter and set Transaction Type to Journal Entry.
- Click Export > Export to Excel.
- In Google Sheets, open File > Import > Upload and insert it as a new sheet.
It is a one-time copy, so you repeat it each month. The layout also has blank cells under each entry's date and number, which you need to fill down before filtering or pivoting.
Method 2: sync the journal entry list with SheetsSync
SheetsSync's Journal Entries data type gives one row per entry. It is the quickest way to keep a running list of entries for review.
- Install SheetsSync and connect QuickBooks Online from Extensions > SheetsSync > Open SheetsSync.
- On an empty tab, open Configure This Sheet and choose Journal Entries.
- Pick the fields and a date range, for example Custom Range for last month.
- Click Sync.
| Field | What it holds |
|---|---|
| Journal Number | The entry number (DocNumber) |
| Date | Transaction date |
| Total Amount | Entry total |
| Is Adjustment | TRUE for adjusting entries |
| Memo | The private note on the entry |
| ID, Created, Updated | QuickBooks ID and timestamps; Updated shows entries edited after the fact |
This list does not include the individual debit and credit lines; use the Journal report (method 1) when you need those. Journal entries are read-only in SheetsSync, so nothing in the sheet can change your books.
Method 3: add who created and changed each entry
SheetsSync can also sync QuickBooks' Transaction List report. Filter it to journal entries and it adds the columns an audit trail needs.
- On another tab, open Configure This Sheet and choose the Transaction List report.
- Set the Transaction Type filter to JournalEntry.
- Tick Created By and Last Modified By along with Date, Num, Memo/Description, Account, Debit and Credit.
- Set the date range and click Sync.
Transaction List shows one row per transaction. For an entry that touches more than two accounts, QuickBooks puts a split marker in the Split column instead of naming every account, which is another reason to keep the Journal report for line detail.
On the Free plan you can sync one data type or report, so pick either Journal Entries or Transaction List. Pro syncs both, and can refresh them on a schedule (hourly, every 6 hours, daily or weekly) so the review sheet is ready when month-end starts.
Review formulas
Assume the synced Journal Entries tab is named JE with Journal Number in A, Date in B, Total Amount in C, Is Adjustment in D, Memo in E and Updated in F.
Adjusting entries only:
=FILTER(JE!A2:E, JE!D2:D=TRUE)Entries with no memo (often the ones that need a question to the client):
=FILTER(JE!A2:C, JE!E2:E="")Entries edited in the last 7 days:
=FILTER(JE!A2:F, JE!F2:F>=TODAY()-7)Largest entries first:
=SORT(JE!A2:E, 3, FALSE)Put these on their own review tab. Each sync rewrites the synced tab, so notes typed into it would be replaced.