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Mastering the Sales Tax Liability Report in QuickBooks: A Comprehensive Guide

In today’s complex financial landscape, it’s vital that businesses have the right tools to manage their sales tax liabilities. And as the leading accounting software platform, QuickBooks provides a powerful tool—the sales tax liability report—to help streamline this process.

In this article, we’ll guide you through the ins and outs of using the sales tax liability report in QuickBooks to ensure your business stays compliant and avoids costly mistakes.

Understanding the Sales Tax Liability Report

Businesses collect sales taxes on behalf of taxing authorities and must remit those taxes to the authorities periodically. The sales tax liability report in QuickBooks is your go-to resource for tracking and managing your sales tax obligations, making it easier to stay compliant.

The sales tax liability report in QuickBooks provides a summary of your taxable and non-taxable sales, along with the total sales tax you’ve collected from customers.

The report lets you see your sales tax information at any time, so you can ensure your sales tax data is accurate before you file your return. Additionally, the sales tax liability report can help you add tax adjustments for tax credits, discounts, and corrections.

Accessing the Sales Tax Liability Report

To access the sales tax liability report in QuickBooks, follow these steps:

  • Open QuickBooks.
  • Go to the “Reports” menu.
  • Select “Sales Tax” from the drop-down menu.
  • Click on “Sales Tax Liability.”
  • Generate the report.

What Are the Key Components of the Sales Tax Liability Report in QuickBooks?

The purpose of the sales tax liability report is to generate a summary of your taxable and non-taxable sales, which includes the total value of all sales tax you’ve collected from customers within a given period of time. The report contains the following components.

Reporting Period

You can specify monthly, quarterly, or annual reporting periods to stay on top of what you will owe.

Total Sales

This shows you all sales within a reporting period, including all taxable and non-taxable sales.

Total Taxable Sales

This shows the total sales recorded that are subject to sales tax.

Total Non-Taxable Sales

If there are any non-taxable sales, you’ll be able to view them here.


This tells you whether there are any credits or other factors related to the total sales taxes you owe.

Total Sales Tax Collected and Owed

This represents the total taxes you’ve collected from customers, which should equal the amount you remit to tax agencies.

Taxes Collected by Tax Agency

If you’re required to pay taxes to multiple tax agencies, that data will be reflected here.

Sales Tax Payable As Of

“As of” designates a selected period of time for your report. This allows you to view the amount owed in sales tax within a specific time window.

Total Amount Due

QuickBooks will take all of the variables about your transactions and generate an accurate calculation of the total you owe.

Why Use the Sales Tax Liability Report?

It’s important to be vigilant with your sales tax data to stay compliant and optimize your operations. There are four main benefits to using the sales tax liability report in QuickBooks.


Compliance with tax regulations is vital for every business. Generating this report periodically helps you be sure there aren’t any errors to be aware of.


Without this feature, it would be extremely challenging to hunt down any discrepancies in your sales tax figures to address and rectify them. Transparency means you can see exactly what you need to within the parameters you choose to adjust in settings.


QuickBooks saves you time by letting you instantly pull up accurate sales tax data whenever you need it while simultaneously reducing the potential for manual errors.


It’s important to have accurate sales tax data for compliance and record keeping, but it’s also immensely valuable to be able to pull information for the proper date range whenever you need it. Budgeting and financial planning rely on accurate data, and you always need to have the ability to account for money set aside for taxes.

Common Challenges and Solutions

You want to remain vigilant with your sales tax data, so consider the following challenges and solutions when managing your data in QuickBooks.


Make sure you’ve entered accurate data when there are manual entries, and generate reports regularly to catch potential errors before they have an impact on future records.

Tax Rate Changes

Even if your software captures all your data accurately, tax rates could always change and impact the amount you thought you owed. You should check periodically to ensure rates haven’t changed since you last paid your sales taxes.


If you’re using separate applications for sales, accounting, and capturing sales tax data, make sure any integrations are collecting accurate information and generating consistent, error-free results.

Questions About Your Sales Tax Liability Report? Talk to Fourlane

Have any questions about your sales tax report or any other reports in QuickBooks? Fourlane has the expertise to answer them all. We’ve helped thousands of businesses with their QuickBooks challenges, from sole proprietorships to multinational corporations.

We’d love to serve you, too, so contact us today!

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