How to customize financial reports on Xero

intermediate 8 min read Updated 2026-03-18

Quick Answer

Customize Xero financial reports by accessing the Reports section, selecting your desired report, and using the customization options to modify date ranges, layout, tracking categories, and filters. Save customized reports as templates for future use.

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Prerequisites

Active Xero subscription
Admin or Financial user role
Basic understanding of accounting principles
Existing financial data in Xero

Step-by-Step Instructions

Access the Reports section

Log into your Xero account and click on Reports in the main navigation menu. This will take you to the reports dashboard where you can see all available financial reports organized by category.

Use the search bar to quickly find specific reports if you have many custom reports saved.

Select and open your financial report

Choose the financial report you want to customize from the list. Common reports include Profit and Loss, Balance Sheet, or Cash Flow Statement. Click on the report name to open it with default settings.

Modify date ranges and periods

At the top of the report, click on the Date dropdown to change the reporting period. Select from preset options like This Month, Last Quarter, or choose Custom to set specific start and end dates. You can also change the comparison period using the Compare dropdown.

Use comparative periods to analyze trends and performance changes over time.

Customize layout and display options

Click on Update button, then select Layout Options. Here you can:

Choose between Standard or Detailed view
Show or hide zero balance accounts
Include or exclude archived accounts
Adjust decimal places and currency display
Enable percentage columns for variance analysis

Hide zero balance accounts to create cleaner, more focused reports for stakeholders.

Apply tracking categories and filters

If you use tracking categories, click on Tracking to filter the report by specific categories like departments, projects, or regions. You can also apply account filters by clicking Accounts and selecting which account types to include or exclude from the report.

Use tracking categories to create department-specific P&L reports or project-based financial summaries.

Customize report formatting

Click on Format options to modify the visual appearance. You can:

Change font sizes and styles
Adjust column widths
Add or remove company logo
Include custom headers and footers
Choose between portrait or landscape orientation

Add your company logo and custom headers for professional-looking reports to share with investors or lenders.

Save your customized report template

Once you're satisfied with your customizations, click on Save Layout or Save as Template. Give your template a descriptive name like Monthly P&L - Management and add any relevant notes. The saved template will appear in your Custom Reports section.

Create multiple versions of the same report for different audiences (board, management, tax preparation).

Schedule and share customized reports

Click on Email to set up automatic report delivery. You can schedule reports to be sent daily, weekly, monthly, or quarterly to specific email addresses. Choose your preferred format (PDF, Excel, or CSV) and add a custom message if needed.

Schedule monthly financial reports to be automatically sent to your accountant or board members to save time.

Common Issues & Troubleshooting

Custom layout options are grayed out or unavailable

Check that you have the correct user permissions. Only users with Financial User or Admin roles can customize report layouts. Contact your Xero administrator to update your permissions.

Tracking categories don't appear in report filters

Ensure tracking categories are properly set up in Settings > General Settings > Tracking and that transactions have been assigned to these categories. Empty tracking categories won't appear in filter options.

Saved report templates are missing or disappeared

Check the Custom Reports section under Reports. If still missing, templates may have been deleted by another admin user. You'll need to recreate the custom layout and save it again.

Report data appears incorrect or incomplete

Verify the date range settings and ensure all transactions are properly coded to the correct accounts. Check that bank feeds are up to date and all reconciliations are complete for the reporting period.

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