Xero Custom Reports: The Easy Way to Tailor Your Financial Insights

You’ve switched to Xero – smart move. 🌟 But now what? If you’re a business owner used to different software, even Xero’s clean interface can feel unfamiliar at first. The good news? Once you understand how to customise your reports, you’ll unlock real, usable insights that actually help you make decisions. This guide walks you through it.

1. Understanding Xero’s Reporting Dashboard

Before you start tweaking anything, get familiar with the basics:

Profit & Loss: Tracks income and expenses over time.
Balance Sheet: Shows what your business owns and owes.
Cash Summary: Helps monitor inflow and outflow.

These are your foundation. Most custom reports build from here.

2. How to Customise Your First Report

Let’s start simple. Say you want to adjust your P\&L to show quarterly performance by department. Here’s how:

1. Go to Accounting > Reports.
2. Click on Profit & Loss.
3. At the top, change the date range and grouping (e.g., quarterly).
4. Use Compare With to add another period for context.
5. Click Update to apply changes.

To save this for next time:

Click Save As, name your report something meaningful like “Quarterly P\&L by Dept” 📌, and hit Save.

3. Going Deeper: Filters and Columns

This is where you move from basic adjustments to real control.

Tracking Categories: Filter by region, department, or team—whatever tracking tags you’ve set up.
Columns: Add or remove to show what matters (e.g., gross vs net profit).
Sorting: Reorder lines to prioritise key accounts.

Let’s say you want to view all expenses by department:

Choose Account Transactions > add a filter for Tracking > select your department.

Result? A clean, focused report that actually answers your question.

4. Using the Layout Editor Like a Pro

This is Xero’s hidden gem. You’ll find it in templates like the Profit & Loss or Balance Sheet.

In Layout Editor you can:

> Group accounts together
> Rename headings for clarity
> Add formulas to calculate totals

Use this if your standard reports are too generic or cluttered.

Pro tip: Once you’ve built a layout you love, save it. You can apply it to future reports in seconds.

5. Common Issues & Quick Fixes

“My report’s missing data!”

Double-check your date ranges and filters. It’s usually a tracking mismatch.

“I saved a report, but it disappeared.”

Make sure you hit Save As, not just “Update”. Xero doesn’t autosave custom views.

“It’s too complex—I’m lost.”

Start small. Tweak one filter at a time, then build up. You’ll gain confidence fast.

6. Time-Saving Tips & Shortcuts 🚀

Duplicate: Use Save As to clone and tweak existing reports.
Schedule Reports: Automatically email monthly or quarterly updates to yourself or your accountant.
Bookmarks: Pin your top 3 reports to your Xero dashboard.

These small efficiencies add up—especially when you’re already juggling everything else in your business.

7. Expert Insight: You’ve Got This (And I’m Here if You Don’t)

Here’s the thing: custom reports aren’t just a numbers game. They’re about clarity. Confidence. Direction.

In my own client work, I’ve seen customising a simple P&L become the lightbulb moment that shifts someone from stressed to strategic.

It’s not about building the flashiest dashboard. It’s about pulling out what matters. And Xero gives you the tools to do exactly that (without being a data geek).

You’ve got this. But if you ever need a second set of eyes or want help setting it all up? That’s what I’m here for. 💬

Final Word

Don’t wait until year-end to start using your reports properly. Start small, test things out, and build from there.

Customising reports in Xero isn’t just about preference—it’s how you make the numbers work *for you*.

Ready to dive deeper or want to explore next-level tips? Book a call.