Where Is Audit Trail In QuickBooks Desktop?

In QuickBooks Desktop, the Audit Trail lives under Reports > Accountant & Taxes > Audit Trail, where you can filter dates, users, and transactions.

The Audit Trail in QuickBooks Desktop records who changed what, when it happened, and the before-and-after details. If you’re trying to track edits, find deleted entries, or review user activity, you’ll open a dedicated report and then narrow it to the time window or people you care about. Below is a clear route to the report, plus pro filters and export tips so you can move from “Where is it?” to “I’ve got the proof” in minutes.

Find The Audit Trail Report In QuickBooks Desktop

Here’s the exact path:

Open your company file in QuickBooks Desktop.
Go to Reports in the top menu.
Select Accountant & Taxes.
Click Audit Trail.

When the report opens, you’ll see columns such as Date, Entered/Last Modified, Transaction Type, Number, Name, Account, Amount, and the user who made the change. You can set date ranges at the top and refine further with filters. If you want an official walkthrough of the menu path and date settings, see Intuit’s guide on the Audit Trail report (Reports > Accountant & Taxes > Audit Trail).

What The Audit Trail Shows

The Audit Trail report lists activity on transactions and list records. You can spot edits, additions, and removals. For each row, you’ll typically see:

Entered/Last Modified timestamps for the event.
User who performed the action.
Transaction Type such as invoice, bill, payment, journal entry, or list changes.
Before vs. After values when fields were updated.
Voided or Deleted entries, which appear with markers to show the removal.

This activity view helps you validate data, trace mistakes, and respond to audit requests. Intuit confirms that the Audit Trail contains all activities initiated within the company file and includes deleted entries (Audit Trail contents).

Set Dates And Narrow The Noise

The report can feel large. Trim it to a target period and scope so it loads faster and tells a cleaner story.

Pick Your Time Window

Use the date picker at the top. Popular choices:

This Month: Month-to-date control review.
Last Month: Close review for the prior period.
Custom: Match a specific audit request or incident date.

Filter By User

Click Customize Report > Filters, choose Entered/Modified By (or similar user filter), then pick the user. This trims the report to entries created or changed by that login. If you don’t see the user filter in your build, run the report and add the Entered/Modified By column, then sort by it; many teams use that sort for quick user-level review.

Filter By Transaction Type

In Customize Report > Filters, choose Transaction Type. You can pick one type or select Multiple Transaction Types to isolate, say, only bills, bill payments, and checks. This keeps the output relevant to your review.

Add Or Remove Columns

Under Customize Report > Display, tick the columns you want. Popular picks include Account, Amount, Name, and Entered/Last Modified. Keep columns lean so the report stays readable and exports nicely to spreadsheets.

Spot Deleted And Voided Entries

Removals leave a footprint. The Audit Trail will show a line that points to a voided or deleted transaction with identifiers so you can tell what was removed. To isolate these, filter by Voided/Deleted (if available in your version) or use a transaction type/date filter, then scan the Memo and Num columns for the void/delete cues. Match the date of removal rather than the original transaction date when searches come up short.

Export, Save, And Share

Need to share the findings? Use Excel export from the report toolbar and send a filtered snapshot. Give the file a clear name, include the period, and save your report customization in QuickBooks (memorize it) so you can rerun the same view next month without rebuilding filters.

Performance Tips For Large Files

Large company files can slow report generation. Try these steps:

Start with a narrow date range, then widen as needed.
Filter by one user or one transaction type for the first pass.
Remove non-essential columns before you export.
Memorize a slimmed-down layout for recurring audits.

Understand The Condense Effect

QuickBooks Desktop includes a Condense Data utility to reduce file size. When you use it for a cut-off period, the tool also strips the Audit Trail for transactions that get summarized. So if you plan a historical review, grab a backup and reports first. Intuit’s guidance on condensing explains that removing old, closed transactions removes their trail as well (Condense Data notes). If a prior condense already ran, you may not find deep history in today’s file. In that case, open the pre-condense backup to review the older trail.

Common Filters That Solve Real Questions

“Who Changed This Vendor Bill Yesterday?”

Set date range to Yesterday.
Filter Transaction Type = Bill.
Add the Entered/Last Modified and Entered/Modified By columns.
Sort by Entered/Last Modified to bring edits to the top.

“Which Invoices Were Deleted Last Week?”

Set a Custom range for last week.
Filter for Invoice under Transaction Type.
Scan for voided/deleted markers or add filters if present in your version.
Match against customer statements to confirm gaps.

“Show Only Entries From A Specific User”

Open Customize Report > Filters.
Pick the user under Entered/Modified By.
Set a date range and transaction type if you need more focus.

If you want a step-by-step on narrowing by date and user, Intuit’s community threads also outline the menu steps and user-level review in Desktop (User-filter discussion).

Reading The Columns Like An Auditor

Columns tell the story of a change. Here’s a quick decoder you can keep by your keyboard during reviews.

Column	What It Tells You	When To Use It
Entered/Last Modified	The exact timestamp of the addition or edit.	Build a timeline and spot end-of-day changes.
Entered/Modified By	The QuickBooks user who did the action.	Attribute changes during team reviews.
Account / Name / Amount	What was hit and for how much.	Confirm the impact and tie back to ledgers.

Turn Good Audit Trail Habits Into Routine

Memorize a filtered Audit Trail for month-end. Use the same dates and filters every close so trends stand out.
Archive Exports with file names that include period and user filters. Keep the sheet in your month-end folder.
Check Deletions alongside bank statements and A/R or A/P subledgers so every void/remove has a backup trail.
Limit Access to edit rights in QuickBooks. The tighter the roles, the cleaner the trail.
Back Up Before Big Changes. If a condense or major clean-up lies ahead, save the current file and exports first.

What If The Report Looks Empty?

If the Audit Trail isn’t returning what you expect, run through this checklist:

Dates: Set a wider window. Many edits happen on days that trail the original transaction.
Columns: Add Entered/Last Modified and Entered/Modified By, then sort.
Filters: Remove extra constraints to confirm the data exists, then add filters back one at a time.
Condense History: If the file was condensed, older trail lines may not exist in the live file. Check the pre-condense backup and Intuit’s condense notes (Condense behavior).
File Health: If performance is choppy, verify data and rebuild. After that, reopen the report.

Differences From QuickBooks Online

Desktop and Online handle audit views in different places. In Desktop you use the Audit Trail report under Reports > Accountant & Taxes. Online provides an Audit Log in the gear icon area with different filters. Screens and column names vary, so match your steps to the product you’re running. If a colleague shows Online screenshots, replicate the intent by using Desktop filters laid out above.

When To Export To A Spreadsheet

The built-in filters cover most needs, but complex reviews often benefit from a spreadsheet. Export to Excel and set filters on user, date ranges, and amounts together. Add conditional formatting to flag changes over a certain size or activity outside business hours. Keep the workbook in your monthly audit pack so it becomes a repeatable control.

Practical Scenarios You Can Solve Fast

Customer Balance Jumped Overnight

Dates: Yesterday to Today.
Transaction Type: Invoice and Credit Memo.
Add columns for Account, Amount, Name, and user.
Sort by Entered/Last Modified to expose late edits.

AP Aging Looks Off After Vendor Cleanup

Dates: Last 14 days.
Transaction Type: Bill, Bill Payment, Vendor Credit.
Filter by the user who ran the cleanup.
Scan for deleted or re-dated items that skewed the aging.

Cash Account Doesn’t Tie To Bank Feed

Dates: Statement period.
Transaction Type: Check, Deposit, Bank Transfer, Journal Entry.
Add Memo and Num columns to trace edits on reconciled items.
Export and match to the bank feed export for a line-by-line check.

Controls That Keep The Trail Clean

Separate Logins: Every staffer should sign in with a unique user. Shared logins blur accountability.
Strong Roles: Assign only the access needed for each job. Narrow rights reduce risky edits.
Close Dates: Set a closing date with a password for locked periods. The trail will show any override.
Monthly Review: Run a short Audit Trail every month and save it with your close files. Patterns show up fast.

What To Know About Removing Audit Data

Some shops want to shrink file size by reducing history. Before you do anything, weigh the compliance and tracking needs. Intuit’s forum notes that Condense removes the trail for rolled-up periods, which can limit future reviews (Removing trail discussion). A safer path is to condense only when necessary, keep a dated backup, and store exported Audit Trail snapshots for the periods you still need quick access to later.

Quick Reference: Open, Filter, Prove

Open: Reports > Accountant & Taxes > Audit Trail.
Filter: Set dates, add user and transaction type filters, trim columns.
Prove: Export to Excel, archive with your month-end docs, and keep a repeatable layout.

Final Checks Before You Close The File

Make sure the report dates match the review period.
Confirm the user column is visible when you need accountability.
Save a memorized view so the next run takes seconds, not hours.
If the team plans to condense, capture exports and a backup first.

Once you know the path and a few filters, the Audit Trail becomes a quick way to answer who, what, and when across your books. Keep a lean saved layout, export a copy for each close, and you’ll always have the details on hand.