What the log records
The audit log lists events such as creating, editing, voiding and deleting transactions, along with the user, the date and time, and often the before and after values. It also notes actions like logging in, changing settings and adding users. It does not replace a proper review, but it gives you a timeline.
How to open and filter it
Open the gear menu and look for the audit log under tools. Filter by user, date range, event type, or the name of the transaction. If you are looking for a deleted invoice, filter by the delete event and the date. You can often click an entry to see more detail.
Investigate a changed balance
Suppose last month's profit changed after you printed it. Compare the old report with the new one, find the accounts that moved, then filter the log to dates after you printed. Look for edits to transactions dated in the earlier month. You may find a late bill entered, a deleted duplicate or a reclassification by your bookkeeper.
Controls for small teams
Give each person their own login instead of sharing one, so the log means something. Limit roles: someone entering bills does not need access to payroll or settings. Use closing dates to block changes to past periods, and keep the password for those with a limited group. Review the log monthly for deletions or large voids, especially around cash.
Limits to keep in mind
The log shows activity within QuickBooks. It cannot tell you why someone made a change, nor whether the original document was right. Pair it with a comment or memo habit so a person leaves a reason when editing. Some history may not stay forever, depending on the product's retention, so export or save an evidence file when you are investigating something serious.
If you suspect fraud, avoid confronting anyone before you gather facts. Save reports, preserve the log, and talk to an attorney or accountant about next steps.
A practical monthly review
Set aside fifteen minutes after you close the month. Filter the log for deleted and voided transactions, edits to dates in prior periods, and changes to user permissions. Ask about anything unexpected. This brief routine discourages casual changes and catches innocent errors before they spread into reports your lender or accountant sees.
The log is most useful alongside a few other habits. Require approval for payments above a limit. Keep bank reconciliation duties separate from payment duties where you can. Lock prior periods once the accountant has finished the work. Restrict access to payroll and banking settings. With these in place, the log becomes a way to confirm that your controls work rather than the only line of defense.
Common questions
Can users delete their entries from the log?
Users cannot normally alter the log itself. Admin permissions still matter, so limit them.
Does the log show changes made by my accountant?
Yes, if they log in with their own user, their activity is listed with their name.
This guide is general information, not tax, legal or accounting advice. Rules, fees and due dates change; check with the IRS, the NJ Division of Taxation or a licensed professional for your situation.