How to Use Audit Trail in QuickBooks Desktop

Audit trait in QuickBooks

QuickBooks is one of the premier accounting software mainly used by small, medium and large businesses. It helps the organization to efficiently manage their accounts and finances and makes the process of bookkeeping very easy for the organization. It provides many integrated tools and processes along with a myriad of features to assist the organization in preparing bills and invoices, financial statement, etc.; managing the payroll system, accounts payable, accounts receivable, etc.

One of the functions that can be performed through QuickBooks is using Audit Trail. With the help of the QuickBooks audit trail, you can keep track of each and every change that is being made in the QuickBooks data file. Sometimes you may see a change in the data file which is either unusual or which has not been made by you. This happens especially in the case of QuickBooks multi-user mode i.e. when there are multiple users that are working with the same data file. In such a situation, the audit trail report is one such feature that will help you to know what changes were made to the data file and by whom.

Benefits of Using Audit Trail in QuickBooks Desktop

There are certain benefits of using Audit trail in QuickBooks Desktop, some of which are:

  • Flawless Control: QuickBooks Audit trail report helps you to control each and every transaction and entry that is being recorded in your QuickBooks data file.
  • Proper Training: Audit trail QuickBooks will help you to properly train your employees. If the employees make mistakes in recording transactions, they can use the feature of the audit trail to rectify it.

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How to Access QuickBooks Desktop Audit Trail Option?

  • Login to your QuickBooks accounts and go to Reports.
  • Click on Accountant and Taxes.
  • Then select Audit Trail.

How to Track Down the History of a Specific Transaction in QuickBooks Audit Trail?

  • Open the transaction.
  • Click on More (bottom of the page).
  • Now go to Audit History and click on it. The Audit Trail will open.

How to Customize QuickBooks Audit Trail Report?

QuickBooks gives you four types of customization options under four different tabs namely Display, Filters, Header/footer, and Fonts & numbers which are discussed below in details:


Display tab gives you several choices regarding the customization of the audit trail report. One such choice is the report date range, for example, the date on an invoice. Another choice is the last modified filter which indicates when was the report last changed or modified by the user. There are also column options that give you the freedom to choose what columns are to be present on the report.

QuickBooks audit trail display


Filters are a commonly used tool to refine any kind of search. This can be applied when you are searching for a specific transaction too. There is a multiplicity of filters available for your use, for example, amount, account, customer, job, name, vendor, etc. You can apply the filter to search for a transaction and once you are done, you can remove the selected filter as well.

quickbooks audit trail filter filter


This tab provides you an option to type and edit what is to be displayed in the header and footer of the report.

audit trail QuickBooks headerFooter

Fonts & Numbers:

This tab is mainly concerned with the appearance of the report and provides you with an option to edit it. Also, you can modify every report differently by using this tab.

QuickBooks audit trail Fonts & numbers

In case you have any queries regarding the use of audit trail reports any further, you can contact the QuickBooks Enterprise Tech Support Number 1-805-257-5030.

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