View Made Changes QuickBooks? See What Changed

Yes, QuickBooks has a built-in feature called Audit Log (also referred to as Audit Trail in older versions) that lets you see who made changes, what was changed, and when. You can access it from the Reports menu or the Accountant Tools, depending on your QuickBooks version. This article explains how to view changes, what the log shows, and how to use it to track edits to transactions, lists, and settings.

Formula

The calculator above computes your average pace and speed from a finish time and distance. The formulas are:

• Pace (min/km) = Finish time (minutes) ÷ Distance (km)
• Speed (km/h) = Distance (km) ÷ (Finish time (minutes) ÷ 60)

Where:

• Finish time (t) – total time in minutes (e.g., 50 min)
• Distance (d) – distance in kilometers (e.g., 10 km)
• Pace – minutes per kilometer, lower is faster
• Speed – kilometers per hour, higher is faster

Worked Example

Using the default values: finish time = 50 minutes, distance = 10 km.

1. Pace = 50 ÷ 10 = 5.00 min/km
2. Speed = 10 ÷ (50 ÷ 60) = 10 ÷ 0.8333 = 12.00 km/h

The calculator returns a pace of 5.00 min/km and a speed of 12.00 km/h.

How to View Changes in QuickBooks

The Audit Log is the primary way to see changes in QuickBooks Online, QuickBooks Desktop, and QuickBooks Mac. Here’s how to open it in each version:

QuickBooks Online

1. Go to Settings (gear icon) → Audit Log.
2. Set a date range (default is last 30 days).
3. Use filters for user, event, or affected account.
4. Click Apply to see the list of changes.

QuickBooks Desktop (Windows)

1. Open the Reports menu.
2. Select Accountant & Taxes.
3. Choose Audit Trail.
4. Set the date range and click Refresh.

QuickBooks Mac

1. Go to Reports → Accountant.
2. Select Audit Trail.

In all versions, the log shows the date/time, the user who made the change, the type of change (create, edit, delete, void), and the before/after values for key fields.

What the Audit Log Shows

The Audit Log records changes to:

• Transactions (invoices, bills, checks, sales receipts, journal entries)
• Lists (customers, vendors, items, employees)
• Settings (preferences, tax rates, account chart)
• Deleted or voided transactions

Each entry includes the event type, the user who performed it, the date and time, and a description. For example, if an invoice amount was edited from $100 to $150, the log shows the old and new values, the user, and the timestamp. This helps you trace unauthorized changes or accidental edits.

Common Problems and Limitations

Users often encounter these issues when viewing changes:

• Audit log is empty – if you have admin rights but see no entries, check the date range; the default may be too short.
• Not all changes are logged – in QuickBooks Online, some changes like report customization or email sends are not included.
• Desktop audit trail is limited – the Audit Trail report in QuickBooks Desktop shows changes to transactions and lists but may not capture every setting change.
• Deleted transactions are hard to find – the log shows the deletion event, but you may need to use the “Recycle Binâ€� in QuickBooks Online to restore it.

If you cannot see a change you expect, verify that you have the correct permissions (admin or accountant role) and that the change was made within the selected date range.

How to Use the Audit Log for Reconciliation

The Audit Log is useful for reconciling discrepancies. For example, if your bank balance doesn’t match, you can filter the log for changes to bank accounts or checks. You can also compare the log to your own records to spot unauthorized edits. To export the log:

1. In QuickBooks Online, click Export to Excel or CSV.
2. In QuickBooks Desktop, click Export to Excel or PDF.

This gives you a permanent record for audits or troubleshooting.

Alternatives to the Audit Log

If you need more detailed tracking, consider:

• Activity Log (QuickBooks Online) – shows user login and logout times, plus some changes.
• Accountant’s Copy (Desktop) – allows a separate review of changes before merging.
• Third-party apps – some add-ons provide more granular change tracking, but they may require a subscription.

For most users, the built-in Audit Log is sufficient. If you need to track changes to specific fields like quantities or tax codes, the log usually includes that detail.

Frequently Asked Questions

How far back does the Audit Log go?

In QuickBooks Online, the Audit Log retains data for as long as your subscription is active, but the default view shows the last 30 days. You can change the date range to any period since you started using QuickBooks. In QuickBooks Desktop, the Audit Trail report includes all changes since the company file was created, but the report can be large and may slow down if you select a long range.

Can I see who deleted a transaction in QuickBooks?

Yes, the Audit Log records deletion events, showing the user, date, and time. In QuickBooks Online, you can also go to the Recycle Bin to restore deleted transactions. In QuickBooks Desktop, the Audit Trail shows the deletion, but restoring may require a backup or a professional tool.

Why is the Audit Log blank in QuickBooks Online?

If you have admin rights and the log is blank, check the date range – it may be set to a period before you started using QuickBooks. Also, ensure you are not filtering by a specific user or event that doesn’t match. If the problem persists, try clearing the browser cache or using a different browser.

Does the Audit Log show changes to the chart of accounts?

Yes, changes to the chart of accounts (adding, editing, or deactivating accounts) are logged. The entry will show the account name, number, and type before and after the change, along with the user and timestamp.

Can I export the Audit Log to Excel?

Yes, in QuickBooks Online, click the Export button to download a CSV file that opens in Excel. In QuickBooks Desktop, the Audit Trail report can be exported to Excel or PDF via the report’s export options.

Is the Audit Log available in all QuickBooks plans?

The Audit Log is available in all QuickBooks Online plans, but the retention period and export options may vary by plan. In QuickBooks Desktop, the Audit Trail is included in all versions, but some advanced features like the Accountant’s Copy require the Accountant edition.

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in t | Finish time | min | 50 | 0
in d | Distance | km | 10 | 0
out pace | Average pace | min/km | t / d | 2
out speed | Average speed | km/h | d / (t / 60) | 2