QuickBooks Online
A sales register from QuickBooks Online, in your columns
Every invoice, sales receipt and credit memo in a period, one row each, laid out the way your tax return or your accountant asks for it. Download it as a CSV file, a Word document or a PDF, checked before it leaves your hands.
The report you end up rebuilding by hand
A VAT or GST return, a sales tax review, a quarter-end reconciliation: each one starts with a list of every sale in the period. QuickBooks Online has sales reports, but their columns are its own. The customer's tax ID isn't one of them, a credit memo doesn't sit beside the invoices it reduces, and the layout a tax office or an accountant asks for is never quite the one on screen.
So the export goes into a spreadsheet and gets rearranged by hand, every month, by whoever drew the short straw.
One row for every sale
This is the free starter template below, filled with QuickBooks data for one month. Credit memos are subtracted, so the totals are what you actually sold.
Sales Register
| Date | Type | Number | Customer | Subtotal | Tax | Total |
|---|---|---|---|---|---|---|
| 09/03/2026 | Invoice | 1041 | Harbour Point Cafe | 1250.00 | 100.00 | 1350.00 |
| 09/12/2026 | Sales receipt | SR-208 | Walk-in customer | 84.00 | 6.72 | 90.72 |
| 09/22/2026 | Credit memo | CM-1043 | Harbour Point Cafe | -100.00 | -8.00 | -108.00 |
The starter also has columns for the customer's tax ID and the memo. Add or remove columns in Excel, including any custom field you keep on your sales or your customers.
Checked before you download
Pick a period — last month, last quarter, this month, or your own dates — and choose which kinds of document to include. Before anything is generated, you see the count, the subtotal, the tax and the total, along with anything worth fixing in QuickBooks first:
- Documents with no number, and numbers used twice
- Rows where a column your template prints is blank, like a customer with no tax ID
- Documents in another currency, converted to your home currency at each document's own rate
- A column your QuickBooks company can't fill, like a custom field you haven't created yet
- A file name that would be missing a value, like your company tax ID
Every month or every quarter, on its own
Schedule the register for the month before each run, or the quarter before it. Quarterly runs happen in January, April, July and October, straight after each quarter ends. When the file is ready, you get an email with a link straight to it. Nothing is ever sent to your customers.
Scheduling is part of the Missing Toolkit: Templates Advanced plan. Generating a register by hand is included on every plan.
Free sales register template
A CSV file with a header row, one row per sale and a totals row at the end: date, type, number, customer, customer tax ID, memo, subtotal, tax and total. Upload it as a template and generate your first register straight away.
No email required. Open it in Excel to add, remove or rename columns, then upload it as a template.
Make it the register you need
Open the file in Excel, rename the headings, and add, remove or reorder columns. Each column is a
placeholder, and a filter after it changes how it prints:
${LINE_DATE|date:d/m/Y}
for day-first dates, or
${LINE_TOTAL|plain}
for numbers with no thousands commas. Give the template a file name too, like
Sales register ${PERIOD_END|date:Y-m}.
Prefer a printed register? Put the same placeholders in a table row in a Word document, and the row repeats once for every sale.
In Sri Lanka? There are ready-made starters for IRD's VAT schedules on our Sri Lanka page.
What's in the template
The row holding the
LINE_
placeholders repeats once for every document in the period. The totals row prints once, at the end.
| Placeholder | Filled with |
|---|---|
| ${LINE_DATE} | Date of the document |
| ${LINE_TYPE} | Invoice, Sales receipt or Credit memo |
| ${LINE_NUMBER} | Document number |
| ${LINE_CUSTOMER_NAME} | Customer display name |
| ${LINE_CUSTOMER_TAX_ID} | Customer tax ID from the customer record |
| ${LINE_MEMO} | Message on the document, or the first line's description when there is none |
| ${LINE_SUBTOTAL} | Amount before tax in your home currency; negative on a credit memo |
| ${LINE_TAX} | Tax in your home currency; negative on a credit memo |
| ${LINE_TOTAL} | Total including tax in your home currency; negative on a credit memo |
| ${TOTAL_SUBTOTAL} | Total before tax in your home currency; credit memos are subtracted |
| ${TOTAL_TAX} | Total tax in your home currency; credit memos are subtracted |
| ${TOTAL_AMOUNT} | Total including tax in your home currency; credit memos are subtracted |
How It Works
-
1
Connect QuickBooks Online
Authorize the connection through Intuit with OAuth 2.0. Missing Toolkit: Templates reads your data and never writes to it.
-
2
Upload your register template
Start from the free template above, or your own CSV or Word file. It's checked against your QuickBooks data before you save it.
-
3
Pick a period and generate
Check the summary, then download as CSV, Word or PDF, or schedule it to run every month or quarter.
Common questions
- Can QuickBooks Online export a sales register in my own columns?
- Not on its own. QuickBooks has sales reports, but their columns and layout are fixed, and they don't put a customer's tax ID or your own custom fields beside each sale. Missing Toolkit: Templates builds the register from the same QuickBooks data, in a template whose columns you choose.
- Which documents does the register include?
- Invoices, sales receipts and credit memos dated in the period you pick. You choose which kinds to include each time. Credit memos are shown as negative amounts and subtracted from the totals.
- What file formats can I download?
- CSV, Word or PDF, depending on the template. A CSV template always produces a CSV file, ready for a spreadsheet, an import or a tax filing. A Word template gives you a printable register as Word or PDF.
- Can it show the customer's tax ID or my own fields?
- Yes. The customer's tax ID from QuickBooks is one of the columns, and any custom field you keep on your invoices, sales receipts, credit memos or customers can have a column of its own.
- What if I bill in more than one currency?
- Amounts are converted to your home currency at each document's own exchange rate, so the totals add up. The document's own currency and total can be shown in columns of their own, and the summary tells you when a period mixes currencies.
- Can the register run every month or quarter on its own?
- Yes, on the Advanced plan. Set it to run monthly or quarterly, for the month or quarter before each run. The person who set it up gets an email with a link to the file. Nothing is sent to your customers.
- Does this change anything in QuickBooks?
- No. Missing Toolkit: Templates only ever reads your QuickBooks data. It reads the sales in the period and produces a file; nothing in your books is created or altered.
Stop rebuilding the sales list by hand
Connect QuickBooks Online, upload the template, and generate your first sales register in minutes.
Get Started30-day free trial. No credit card required.