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How to Find Gross Sales in QuickBooks

· 7 min read
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Introduction​

Gross sales represent the total revenue your business generates before deducting any expenses, discounts, or returns. It's a critical metric for understanding your overall business performance. QuickBooks, whether it's the Online or Desktop version, allows users to easily find and track gross sales through various reports and features. In this guide, we’ll walk you through how to find gross sales in QuickBooks and the key steps to generate reports that provide an overview of your sales performance.

Why Knowing Gross Sales is Important​

  1. Assess Business Performance: Gross sales give you a clear picture of how much revenue your business is generating, helping you assess performance over specific periods.
  2. Financial Analysis: By analyzing gross sales, you can determine trends, identify your top-selling products or services, and understand how external factors impact your business.
  3. Tax Reporting: Knowing your gross sales is essential for accurately filing taxes, as it's used to calculate taxable income and determine any applicable sales taxes.

Step 1: Find Gross Sales in QuickBooks Online​

1.1: Run the Sales by Customer Summary Report​

One of the quickest ways to find your gross sales in QuickBooks Online is by generating a Sales by Customer Summary report.

  1. Log in to QuickBooks Online: Open your QuickBooks Online account and ensure you’re in the correct company file.
  2. Go to Reports: In the left-hand navigation menu, click on Reports.
  3. Search for Sales by Customer Summary: In the search bar, type "Sales by Customer Summary" and select the report from the drop-down options.
  4. Set the Date Range: Adjust the date range to the period for which you want to see your gross sales (e.g., last month, last quarter, or custom period).
  5. Run the Report: Once the date range is set, click Run Report. The report will show a summary of your sales, broken down by customer, for the specified period.

In this report, the Total Sales column reflects your gross sales for each customer. At the bottom of the report, you’ll see the overall total, which represents your business's gross sales for the chosen period.

1.2: Run the Profit and Loss Report​

Another method to find gross sales is by running the Profit and Loss (P&L) report, which gives an overview of your income and expenses.

  1. Go to Reports: Again, click on Reports from the left-hand navigation menu.
  2. Search for Profit and Loss: In the search bar, type "Profit and Loss" and select the report.
  3. Set the Date Range: Choose the appropriate date range to analyze your gross sales over a specific period.
  4. Run the Report: Click Run Report. Under the Income section, you will see the total sales figure, which represents your gross sales before any deductions.

1.3: Customize the Sales Report​

If you need more specific details in your report, QuickBooks Online allows you to customize the Sales by Customer Summary or Profit and Loss reports.

  1. Click Customize: In the top-right corner of the report, click Customize.
  2. Modify Columns and Filters: You can add or remove columns, filter by customer, product, or service, and even include or exclude specific transaction types.
  3. Update the Report: Once you've made your customizations, click Run Report to view the updated report.

Step 2: Find Gross Sales in QuickBooks Desktop​

For QuickBooks Desktop users, the process is similar but involves navigating different menus.

2.1: Use the Sales by Customer Summary Report​

  1. Open QuickBooks Desktop: Ensure you're logged into the correct company file in QuickBooks Desktop.
  2. Go to Reports: In the top menu, click Reports, then select Sales.
  3. Select Sales by Customer Summary: From the Sales menu, click on Sales by Customer Summary.
  4. Set the Date Range: In the date range fields, select the period you want to analyze (e.g., month-to-date, quarter-to-date, year-to-date).
  5. View the Report: The report will display your total sales by customer. The gross sales figure is represented by the Total at the bottom of the report.

2.2: Run a Profit and Loss Report​

  1. Go to Reports: In the top navigation, click Reports, then go to Company & Financial.
  2. Select Profit and Loss Standard: From the list of financial reports, click on Profit & Loss Standard.
  3. Set the Date Range: Choose the date range you wish to view.
  4. Run the Report: Under the Income section, the sales totals represent your gross sales for that period.

2.3: Customize the Report​

If you want to further break down the sales data, you can customize the report:

  1. Click on Customize Report: In the report window, click the Customize Report button.
  2. Modify Filters and Columns: Add or remove columns, filter by specific accounts or items, and choose how the data is displayed.
  3. Update the Report: Once you've customized the report to your liking, click OK to view the updated information.

Step 3: Export the Report to Excel (Optional)​

If you want to further analyze or share your gross sales data, you can export your report to Excel.

3.1: Export in QuickBooks Online​

  1. Click on Export: At the top-right corner of your report, click Export and choose Export to Excel.
  2. Download the File: Once the report is exported, download the Excel file and open it to analyze or share the data.

3.2: Export in QuickBooks Desktop​

  1. Click Excel: In QuickBooks Desktop, at the top of the report, click Excel.
  2. Choose Create New Worksheet: Select Create New Worksheet and choose whether to export the report as a new Excel file or update an existing worksheet.
  3. Open the Excel File: Save and open the Excel file for further review or analysis.

Step 4: Understanding and Analyzing Your Gross Sales Data​

Once you have the gross sales report, it’s important to understand and analyze the data to make informed business decisions.

Look for patterns in your sales over time. Are there certain months where sales spike? Do particular customers or services account for the majority of your sales? This information can help you make strategic decisions.

4.2: Compare Gross Sales Period Over Period​

Compare gross sales data across different periods (monthly, quarterly, annually) to assess whether your business is growing, stagnating, or declining.

4.3: Break Down Sales by Customer or Product​

If you customized your report to include breakdowns by customer or product, analyze which customers or products contribute the most to your gross sales. This can help you focus your marketing and sales efforts.

Common Issues and Troubleshooting​

5.1: Missing Transactions in Reports​

  • Issue: Certain sales transactions are missing from your reports.
  • Solution: Ensure that all sales are recorded in the correct period and that the date range on your report is set accurately. Also, check that transactions are categorized under the appropriate income accounts.

5.2: Report Shows Net Sales Instead of Gross Sales​

  • Issue: The report is displaying net sales instead of gross sales.
  • Solution: Ensure that you are running the correct report (such as Sales by Customer Summary or Profit and Loss) and verify that no discounts or returns have been deducted. If necessary, adjust the filters to exclude any deductions.

5.3: Incorrect Data in Report​

  • Issue: The data in the report appears incorrect or incomplete.
  • Solution: Double-check that all transactions have been entered correctly in QuickBooks. You may need to review each sales transaction to ensure it’s accurately categorized.

Conclusion​

Finding gross sales in QuickBooks is a straightforward process that provides valuable insights into your business’s financial performance. Whether you use QuickBooks Online or QuickBooks Desktop, running reports like the Sales by Customer Summary or Profit and Loss will give you a clear view of your total sales before any deductions. By regularly reviewing your gross sales, you can make informed business decisions, improve financial planning, and ensure accurate tax reporting.