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Use and navigate QuickBooks Statement Writer (QSW)

Use and navigate QuickBooks Statement Writer (QSW)

QuickBooks Statement Writer

Are you tired of manually creating financial reports for your business? Look no further than QuickBooks Statement Writer (QSW)! This powerful tool streamlines the report creation process, allowing you to easily generate accurate and professional financial statements. In this blog post, we’ll guide you through the ins and outs of using QSW. From setting up preferences to creating and opening financial reports, we’ve got you covered. So let’s dive in and discover how QSW can revolutionize your reporting game!

What is QuickBooks Statement Writer?

QuickBooks Statement Writer (QSW) is a financial reporting tool that helps simplify the process of creating and analyzing financial statements. With QSW, you can quickly generate customized reports in Microsoft Excel format from your QuickBooks data.

Using QuickBooks Statement Writer can help you create professional-looking financial reports quickly and easily. By following these steps: setting preferences, creating reports, opening and backing up your work, you’ll be able to navigate QSW with ease.

QSW has three main parts:

  • The QuickBooks file containing the data.
  • You can customize the report in the Report Designer window.
  • A Microsoft Excel worksheet that displays the final output and allows you to make changes to it.

One of QSW’s most significant benefits is its ability to automatically update data in real-time. This feature ensures that you’re always working with accurate information when generating new reports.

Moreover, QSW provides various formatting options for your reports such as adding charts or tables making it easy to interpret complex data sets. It also ensures consistency throughout all your financial statements giving them a professional look.

If you want an efficient way of managing your finances while keeping things organized and professional-looking at all times, then QuickBooks Statement Writer is worth considering!

Previously known as Intuit Statement Writer (ISW), QSW is available in QuickBooks Premier Accountant, Enterprise Accountant, and Enterprise Solutions.

QuickBooks Statement Writer report creation steps

QuickBooks Statement Writer report creation

QuickBooks Statement Writer (QSW) is a powerful tool that helps businesses create custom financial reports. Here are the simple steps to create a report using QSW:

Step 1: Open QuickBooks and navigate to Reports > QuickBooks Statement Writer.

Step 2: Once you’re in QSW, select “New Report” from the toolbar. This will open up a new window where you can customize your report.

Step 3: Choose your report type and template. You can choose from various templates such as Income Statement, Balance Sheet, or Custom Report.

Step 4: Customize your report by selecting which accounts or items to include in the report. You can also add charts and graphs to make it more visually appealing.

Step 5: Review and edit your report data as needed. Once you’re satisfied with the information on your report, save it for future use or export it into Excel for further analysis.

With these easy-to-follow steps, creating customized financial reports has never been easier!

Set up QSW preferences

To make the most out of QuickBooks Statement Writer, it’s important to set up preferences that will suit your needs. By doing so, you can streamline your report creation process and save time.

To access QSW preferences, click on “Edit” from the toolbar and select “Preferences”. From here, you can adjust various settings such as default font style and size, date format, rounding options for numbers and currency values.

Another option is to set up a standard header or footer that will appear in all of your financial reports. You can include custom text or insert variables such as company name or report title.

Additionally, you can choose which accounts to include in your reports by setting account filters in the preferences menu. This allows you to focus only on specific accounts without having to manually exclude others each time you create a new report.

By taking some time to customize QSW preferences according to your unique requirements, you’ll have more control over the look and feel of your reports while also saving valuable time.

Creating, opening, and backing up financial reports

You can create a financial report with several financial statements and supporting documents when you start a new financial report based on the open QuickBooks file. When you open an existing financial report, you can not only continue working on the statements and documents, but you can add additional statements and documents as well.

How to Create a Financial Report

  1. Choose QuickBooks Statement Writer from the Accountant menu, and then choose Design New Report from the QSW opening window. If you already have QSW open, you can create a new report through the Statement Writer menu or from the QSW icons.
  2. There are several predefined date ranges in QSW for your convenience. Additionally, you can define a custom date range if none of the predefined ranges fit your needs.
  3. You can add statements and documents in whatever order is convenient for you. The order here does not affect the order in the final report.
    • Report templates have terms such as Selected Year and Selected Period. Selected refers to the report date you already entered.
    • Select a category from the Show list to limit the list in the left-hand table. The default is All statements and documents.
    • Click the right arrow key to move an item from the left table labeled Statement and Document Templates to the right table labeled Financial Report Contents.
    • If you want to remove an item from the report, select it in the right table and click the left arrow.
    • Click the double left arrow button to remove all items from the report and start over.
  4. It is possible to use a name that is different from the one used for the final PDF report. The report will be saved in the default location.

How to Open the Financial Report

The extension .qsm is used for financial reports. If you open a financial report when another one is already open, a new instance of Excel is created with both reports active. You can access both reports and use all their functions.

An existing financial report can be opened in several ways.


  1. Select QuickBooks Statement Writer from the Accountant Menu in QuickBooks.
  2. Choose Open Existing Report in QSW’s Welcome window.

QuickBooks Statement Writer:

You can access Statement Writer from QSW’s menu or by selecting the QSW icon.

File location:

To open a statement stored in a different location, navigate to the file location and double-click the file name.

Network Drive:

Before you can open financial reports stored on a network drive, the system administrator must configure access rights appropriately.

In order to open a statement on a network, the system administrator must make some one-time changes to the network as well as address some local security issues. Note that Before opening the statement, copy it to a local drive until the administrator makes the changes.

How to make Back up Financial Reports

The QuickBooks Statement Writer files are not included in the company backup; they must be backed up separately.

Follow these steps to make a copy of the QSW statements:

  1. Specify the path where *.QSM files are saved (from the QuickBooks Statement Writer drop-down menu, choose Preferences).
  2. Note the following paths: C:\Users[User name]\Documents\Intuit\Statement Writer[Client Company name]
  3. Than Right-click on the Windows “Start” menu and choose “Explore”.
  4. After that Browse the path from the step 2. “C:\Users[User name]\Documents\Intuit\Statement Writer[Client Company name]
  5. Now Right click on the QuickBooks Statement Writer folder and than Choose “Copy”.
  6. The contents should be pasted into the desired backup location.

Tips for navigating the Report Designer:

Once you have completed all the necessary steps to design your report, it’s time to navigate through the Report Designer. Here are some tips to help you make the most of this feature in QuickBooks Statement Writer:

1. Use drag and drop: The drag-and-drop functionality is one of the easiest ways to move elements around on your report. You can use it to rearrange columns, rows, headers or footers.

2. Resize objects: To resize an object such as a table or graph within your report, simply select it and drag its edges inward or outward to adjust its size.

3. Preview mode: Before finalizing your report, switch into preview mode so that you can see exactly how everything will look once printed out.

4. Save frequently: As with any software program, don’t forget to save regularly in case an unexpected event occurs while designing your reports.

QuickBooks Statement Writer is a powerful tool that lets you create professional-looking financial statements easily and efficiently. With these tips for using QuickBooks Statement Writer effectively and navigating through its Report Designer feature smoothly, you’ll be able to generate high-quality reports quickly and accurately every time!

Tips and tricks for using QuickBooks Statement Writer

QuickBooks Statement Writer is a powerful tool that can help you create professional financial reports. However, it can be overwhelming to use for the first time. Here are some tips and tricks to help you navigate QSW with ease.

Firstly, make sure your QuickBooks data is up-to-date before starting a new report in Statement Writer. This will ensure that all information included in the report is accurate and current.

Secondly, take advantage of the customization options available in QSW’s Report Designer. You can change fonts, colors, headers, footers and even add images or logos to make your report look more professional.

Thirdly, save time by using templates instead of creating reports from scratch every time. There are several pre-built templates available in QuickBooks Statement Writer that you can customize according to your needs.

Fourthly, use formulas and calculations within QSW to simplify complex financial calculations such as ratios or percentages. This feature can save you time and minimize potential errors caused by manual calculations.

Lastly but not least important , always back up your reports regularly .

This ensures that all of your hard work doesn’t disappear if something goes wrong during the creation process – like a power outage or computer crash!

By following these tips and tricks for using QuickBooks Statement Writer ,you’ll be able to create professional-looking financial statements quickly while minimizing errors along the way!


QuickBooks Statement Writer is a powerful tool that can help you create financial reports quickly and easily. By using the tips and tricks outlined in this article, you should be able to navigate the software with ease and create professional-grade financial statements.

Remember to take advantage of the Report Designer feature to customize your reports according to your specific needs. And don’t forget to regularly back up your files so that you don’t lose any important data.

With its user-friendly interface and compatibility with other QuickBooks features, QuickBooks Statement Writer is an essential tool for any business owner or accountant looking to streamline their financial reporting process. Give it a try today!

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