Reports · TaDa Books

Reports in TaDa Books are live: they read your books the moment you open them, so there is never a stale copy or a generate step.

Finding a report

Above the report is your row: the reports you use most, one click each. It starts with Profit & Loss, Balance Sheet, Cash Flow, General Ledger, A/R Aging and A/P Aging. Every other report is under More reports at the end of the row: all of them by subject (Statements, Customers and vendors, Taxes, Operations, Build your own), each with a line saying what it shows, and a search box at the top.

The star beside a report puts it in your row; press it again to take it off. Under Your row at the top of the list, the arrows set the order and the X removes one.
A report you opened from the list without starring shows at the end of the row while it is open, with its own star.
Your row is yours: the same in every company and on any computer.
From the side menu: rest the mouse on Reports and the panel beside the menu lists every report by subject. Click one to open it directly.

Picking the period

The period list has the usual months, quarters and years, plus three rolling ones: Last 12 Months, Last 90 Days and Last 30 Days. They end yesterday, the last whole day. While one is picked, change the to date (the end of last month, any day) and the from date moves with it, so a year back from any day takes one click. Typing a from date makes the range Custom. A saved report keeps the rolling choice, so it is current every time you open it.

The core statements

Profit and Loss and Balance Sheet run for any period, on an accrual or cash basis, compared against a prior period or a budget if you keep one. On the cash basis a paid sale counts when the money arrives, with its sales tax as a liability and its cost of goods beside it, and every cash report leaves out the same things (unpaid invoices, bills, credit memos and write-offs), so a detail report always adds up to its summary. A credit memo whose credit you paid back is the exception: the refund is money out, so on the cash basis it takes its share of the memo's income and sales tax off on the day of the refund (a cash-basis sales tax return counts it too). Every number drills down: click it and the exact transactions behind it open in a window, newest first, with the date range in your hands. Spot something miscategorized? Fix it from the drill and the report reflects it immediately.

The order of your accounts

Reports list your accounts in the order of your Chart of Accounts, and that order is yours to set. On Chart of Accounts (with no column sort picked), drag an account by its handle, or use its up and down arrows, to move it among the accounts beside it - the ones under the same parent, of the same type. Put your main income first and the small items after, and the Profit and Loss, the Balance Sheet, the Trial Balance, the General Ledger and every account list in TaDa Books follow. Accounts you never moved go by their account number when they have one, then by name. Sort A to Z (it appears once you have moved something) puts them all back. A QuickBooks import keeps the order QuickBooks had.

Columns by month, quarter, year, class, customer, vendor or job

Columns on the Profit and Loss splits it into side-by-side columns: by class, by month, by quarter, by year, or by customer, vendor or job. The columns always add up to the Total. Quarters and years follow your fiscal year, so a year that starts in July shows "Jul - Sep 2025" and "Jul 2025 - Jun 2026", and a part period at either end counts only the days inside your dates.

On the Balance Sheet, by month, quarter or year shows the balance at the end of each period, oldest on the left. A From date appears next to As of: the columns run from one to the other, and the last one, the As of date itself, is on the right under its own name instead of a Total (balances on different dates do not add up). Click any of them to see what makes up that balance on that date. By class works on both reports too. Up to 24 columns fit; for a longer range, pick quarters or years.

By customer, vendor or job (Profit and Loss)

One column per name with activity in your dates, A to Z, so you can see what each customer, vendor or job brought in and cost. They work on accrual and cash basis alike, and with the class and amount filters.

By job: each line tagged with a job, headed "Customer:Job". Lines with no job are in No job.
By customer: a line for a job counts for that job's customer, so a bill for materials on a customer's job lands in that customer's column. Any other line counts for the customer named on it (or on its entry, so the cost of the stock sold on an invoice sits with that invoice's customer).
By vendor: the vendor named on the line or its entry. Employees, landlords and tax agencies are names you pay, so they count here too.
A name kept as both a customer and a vendor (the Other type) counts as a customer on income and as a vendor on expenses.
The 40 busiest names get their own columns; the rest add into All others, and lines with no such name sit in No customer (vendor, job), so the columns still add up to the Total. Click any number, in any of them, to see its lines.

Worth knowing: credit memos carry no job, so a credit against a job sits in No job; payroll, depreciation and register sales name no one, so they sit in the No column; a job moved to another customer takes its past lines with it; a cost marked billable with no job stays with its vendor (tag it with a job to count it for the customer); and books imported from QuickBooks bring no jobs, so a customer-and-job name from the import is its own customer. The Balance Sheet does not split by name: what a customer owes is on the A/R Aging, and what you owe a vendor on the A/P Aging.

Charts

The reports where a picture answers a question faster than rows of numbers can show charts above the report, drawn from the very same numbers, so the two always agree. Three small icons in the report's toolbar pick Table only, Charts above the table or Charts only. Reports open as Table only until you pick otherwise; TaDa Books then remembers your choice for each report on your account, on any computer. Table only draws nothing extra, so the report starts right under the toolbar; expanding the report to the whole window puts the charts aside too (except in Charts only). In Charts only, the report's title and dates sit at the top, above the charts.

Profit and Loss: your headline figures (income, expenses, net income and net margin) with the change against the comparison and a small trend line; income and expenses month by month with net income as a line (and the comparison period as a dashed line); a profit bridge that walks from income down through each group of spending to net income; where the money went; and, with columns by class, customer, vendor or job, net income by that column. Click a month or a column and every chart focuses on it; click it again (or the X on the chip) to go back to the whole period. In where the money went, the smallest accounts are rolled into Other: click it to see which accounts are inside, and click any of them to open its entries.
Balance Sheet: what you own, what you owe and your net worth; the two sides as bars that are the same length when the books balance; a 12-month trend of cash, money owed to you, bills you owe and card balances, with net worth shaded behind them. Click a month end to see the bars and donuts as of that date.
Cash Flow: a cash bridge from the cash you started with, through net income, adjustments, investing and financing, to the cash you ended with, and the accounts that moved the most cash.
A/R and A/P Aging: the balance by age, the colour warming as it gets older (click a bucket to list its documents), and the ten largest balances split by age.
Sales by Customer and Expenses by Vendor: your biggest names with a running-share line and the 80% mark - how few names make most of the total. Click a name to narrow the report to it.
Sales by Item: the best sellers with each one's margin. Click an item to see its invoice lines.
Budget vs Actual: each account's actual inside its budget (green is good news, red is not) and the year's running total against the running budget.
Combined: what each company adds to the combined statement.

Clicking a bar, a slice or a step opens the entries behind it, the same as clicking a number in the table. Print and Save as PDF carry the charts you see. Lists and tax forms (General Ledger, Trial Balance, 1099, Sales Tax and the like) have no charts on purpose: there a table is the answer.

The custom report

When the question is more specific ("what did we spend on repairs, by building, this year"), build it in the custom report: choose the rows, the date range, and stack filters (accounts, classes, contacts, amounts, memo text). The account and contact filters are type-to-find: start typing a name and the list narrows as you type, and when only one name fits it fills itself in. The totals are computed over everything the filters cover, not just the rows on screen, so the answer is exact. A report worth keeping can be saved with a name and rerun any time; it remembers its filters and stays live.

Customers and vendors

Six reports answer the questions you would otherwise assemble by hand. Sales by Customer shows income per customer for any range - and its total is exactly your Profit and Loss income for the same range, because anything entered without a customer sits in its own "No customer" line instead of disappearing. Expenses by Vendor is the mirror for spend. Customer Balance tells each customer's story - what they owed coming in, every charge and payment with a running balance, where they ended - plus the average days they take to pay you. Vendor Balance does the same for what you owe. Transactions by Customer and by Vendor list every transaction entered for each name, one row per transaction.

The agings are as of today: an invoice, bill, payment or entry dated after today has not happened yet, so a rent check dated tomorrow still leaves the invoice owing its full amount today, exactly as the Balance Sheet for today shows it. Tomorrow the Aging takes it off.

Both agings net what a name already paid you (or you paid them) that no document has taken yet: an unapplied payment or credit shows as a minus in the Current column, so the Aging total matches the receivable or payable on the Balance Sheet. An entry made straight to Accounts Receivable or Accounts Payable (a journal entry, a refund check) is there too, under its name, so nothing that sits on those accounts is left off. Such an entry must name a customer (for receivables) or a vendor (for payables) when you save it. When a payment and a refund check (or checks paid out to the customer and repaid later) came in together from QuickBooks, TaDa Books records that one settled the other, so neither shows: the ledger already says nothing is owed. Void either one and the other comes back on the Aging. The Overview's A/R and A/P figures are these same totals, and its Cash is your active bank accounts plus cash held at a broker, through today.

The A/R and A/P Aging reports also gained an Open documents view: the flat list of every open invoice or unpaid bill with days past due. Tick Overdue only and it becomes a collections call sheet, with each name's phone and email right on the heading.

Sales by Item

Sales by Item shows what each product and service sold in the range: quantity, sales, share of sales, average price, cost of goods and gross margin. It counts invoice lines, credit memo lines (a return takes the quantity, the sale and its cost of goods back) and a deposit line that names an item, which is how a sale paid on the spot is recorded. A line typed on an invoice or credit memo without an item sits in its own No item line, so nothing on a sales document is hidden.

On Accrual a sale counts on the invoice's date. On Cash it counts on each payment's date, for the share that payment covered, and credit memos are left out, the same rule as the cash Profit and Loss. Cost of goods is what the stock actually cost when it left the shelf, so a service always shows none.

Click a line in Summary to see the documents behind it in Detail; click a row there to open the document. Show every item brings the whole list back. The class filter narrows it to the lines tagged with those classes.

Unrealized Exchange

With multi-currency on, Unrealized Exchange lists the foreign invoices and bills still open on the As of day, each at that day's published rate against what your books recorded, and the gain or loss per currency and in total. It posts nothing; the real gain or loss posts when the money moves. See Working in more than one currency.

Classes: one set of books, many answers

If you run several stores, buildings or lines of business inside one company, give each a class and tag transactions as they enter. Every report can then answer per class or for everything at once, without a second set of books.

Budgets

Enter a budget by account and month under Accounting, then Budgets, and the Profit and Loss can show actuals against it, with the difference doing the talking. A budget keeps the financial year it was made for: if you later change the month your year starts, its months stay where they were. If two people work on the same budget, the second save is stopped and names who saved first, so nobody's numbers are lost.

Importing a budget. Press Import above the grid and pick a spreadsheet (.xlsx, .xls or .csv) with an Account column and one column per month, headed the way the grid is (Oct 2025) or just by the month (Oct, October). The easiest start is the grid's own download: open it in Excel, change the numbers, and import it back. Only the months and accounts the file has are filled, and nothing is saved until you press Save, so you can read the amounts first. A row whose account is not in the budget, two accounts with the same name (write the full Parent:Child path), or a cell that is not an amount is listed and left as it was. On a budget by class the file fills the class you are on.

Budgets by class. Tick Budget by class when you create a budget (or press Split by class on one you already have) and it holds a grid per class - each store, property or department - plus No class for costs nobody tags. Pick the class above the grid to type its amounts; switching class keeps what you typed, and one Save stores every class. All classes shows the company total and cannot be typed into. Starting from last year's actuals fills each class from that class's own numbers. Combine classes turns it back into one grid, adding the classes together (it asks first; the class amounts cannot be brought back).

In Budget vs Actual, pick a class in the Class filter to compare that class's budget with its actuals. A parent class adds the budgets and actuals of everything under it. No class amounts count only in the unfiltered company total, the same as untagged entries. A budget for the whole company cannot be split by class, so with a class picked the report says so instead of showing a misleading comparison. Two people budgeting different classes of the same budget at the same time can both save.

Cash-flow forecast

Cash-flow forecast on Reports shows where your bank balance is heading, week by week, for the next 4, 8, 13 or 26 weeks. It starts from what is in your bank accounts today and adds:

Money coming in: open invoices at their due date, and recurring invoices on their schedule (before tax).
Money going out: open bills at their due date, and the items on your Calendar that carry an expected amount and are not done yet, like rent or a loan payment.
The rest of the budget (tick Fill the months from the budget): what is left of each month's budgeted income and spending after the invoices, bills and calendar items already counted, so a month you have not invoiced yet still shows what you expect. Accounts marked Not cash in the chart of accounts (depreciation, amortization and bad debt are marked for you) are left out, since that money never leaves the bank.
Money waiting to be deposited: checks you have received but not taken to the bank yet count as money in today.

Anything overdue is counted in the first week, since the money has not moved yet. The top of the report shows today's cash, the totals in and out, the balance at the end and the low point. If the balance goes below zero, the report names the week; click any week to see the invoices, bills and budget behind it.

Handing the year to your accountant

The quickest handoff is the Year-end package on the company's Tax tab: pick the year, press Download, and one zip holds the trial balance, the general ledger, the working trial balance and adjusting entries from Tax workpapers, the Income Tax summary, the 1099 summary and detail, and every document dated inside the year, each listed in a README that says what it is. It is built from the books as they stand when you press the button, so freeze the year in Tax workpapers first if the figures must not move.

The Trial Balance report's download menu also offers the trial balance in the layouts tax programs import: one for Lacerte, one for UltraTax CS, and a plain sheet to paste into Drake's own template. Each is the columns that program's import asks for, with the amounts as real numbers.

Income Tax is the report an accountant asks for. It has three views of the same year.

Summary totals your books by the line of the tax return each account reports on. Detail lists the transactions behind every one of those lines, grouped under it, with the section total printed where the section ends. Preparation is where an account gets its line.

Pick the company's Tax form once, at the top. Everything below follows from it, and the choice sticks for every future year. If the company later changes its form (a partnership becoming an S corporation, say), every mapped account moves to the matching line on the new form; the few with no match are listed after you save and wait under Needs a line.

Preparation, and the fast way through it

The view opens on Needs a line - only the accounts that still need a decision, biggest first. Two other chips sit beside it: Assigned, and All accounts if you want the whole chart.

If the form has no balance sheet to file, like Schedule C or Schedule E, the asset and liability accounts are hidden and the screen says how many: they have nowhere to go on that return.

Each row shows what the account carries this period, so the ones that move the return come first and the ones with no activity sit at the bottom. Pick a line and it saves itself, straight away - there is no Save button. A line above the table confirms what was saved and offers Undo.

Suggest lines

Most of this is typing, not judgement: an account called "Insurance:Property Insurance" reports on Insurance and nobody is in doubt about it. Press Suggest lines and TaDa Books proposes a line for every account it can read confidently.

It weighs three things together:

NAME - the words in the account's full path. "Maintenance:Repairs:AC" is a repair because "Repairs" is in it.
TYPE - what kind of account it is. A long-term liability belongs on "Mortgages, notes payable in 1 year or more" whatever it is called, which matters most on property books where accounts are named after addresses.
USED - what the ledger shows. A fixed asset carrying a credit balance is accumulated depreciation, however it was named.

Nothing is written yet. You get a list of every proposal with the account, what it carries, the line, and a chip for each signal that spoke, so you can see exactly why a line was chosen. Untick anything you disagree with and press Apply. Only the ticked lines are written, and every one can still be changed afterwards.

It stays quiet when the evidence does not agree, and tells you how many it left for you. That is deliberate: a wrong line that gets accepted ends up on a return, so silence is the better answer.

On a rental partnership or S corporation, tick Rentals on Form 8825 beside the Tax form picker. A partnership reports rental income and expenses on Form 8825 rather than in the main Deductions section, and no account name can say which kind of business you are - so you say it once, and every suggestion after that reads the Form 8825 line for the words it knows: repairs, taxes, insurance, utilities, professional fees. Leave it off for a trade or a service business and the general deduction lines are used instead.

It also learns from you. A line you have already chosen for an account named like this one - on this company or any other of yours - is offered again, translated to whatever the current form calls it: what you mapped to Repairs on a Schedule E property comes back as Repairs and maintenance on a partnership. Only your own books teach your books; another customer's chart never does.

More rows on screen

The Expand button at the left of the report toolbar gives the report the whole window, which is worth doing on a long Profit and Loss or a General Ledger. While it is expanded the same button turns solid and reads Exit full page, in the same spot it was before, and Esc brings you back too.

Keeping a report one click away

The Pin button on the report toolbar keeps the report exactly as it is set up - the period, the basis, the filters - as a chip in the Open views bar, which shows on every tab. To rename a chip, click the gear at the end of the bar and press the pencil beside it; Enter keeps the new name and Esc leaves it as it was. The same menu hides a chip or changes the order, and the X on a chip removes it.

Sharing

Every report prints cleanly and downloads as PDF, Excel or CSV. The numbers in the export are real numbers, so columns still add up in a spreadsheet.

Email a report on a schedule

A report you saved under My reports can go out by email on its own: the Profit & Loss every month to your lender, the A/R aging every Monday to whoever chases payments.

Save the report the way you want it (Save in the report toolbar). Pick a period like Last month rather than fixed dates, so each email moves on.
Press the clock on its chip under My reports.
Add the people it goes to (up to ten), pick Daily, Weekly or Monthly, the day and the time (your company's own time), and the attachment: PDF, Excel, CSV or none. The report itself is always in the body of the email.
Show the email previews it exactly as it will read. Press Start emailing.

Each person gets their own copy, so nobody sees the others' addresses, and replies go to you. A filled clock means the report is emailed; amber means the schedule is paused.

Scheduled emails beside My reports lists every schedule. History shows each send: sent, not sent and why, or missed. Send a test to me sends it to you alone, now.

Good to know:

The schedule keeps its own copy of the saved report. If you save the report again later, the schedule says so and offers Use its current settings; until you press it, the emails do not change.
Profit & Loss, Balance Sheet, Statement of Cash Flows, Trial Balance and the A/R and A/P aging summaries can be emailed today.
Nothing is sent that would show more than the report was saved to show: if a class or account the report is filtered on is deleted, the schedule pauses and says why. A Balance Sheet that does not balance is not sent.
If the person who set it up loses access to these books, the schedule pauses until someone who may change the books saves it again.
A missed day is never sent twice over: when sending catches up, it sends the latest one and records the others as missed.