Try DrillFi: budget vs actual for QuickBooks Online, drilled to the invoice.

One sample company and six tabs, all running on the same data. Each tab says what it does and has a short walkthrough if you want one, or just start clicking.

Budget vs actual that goes all the way to the invoice.

QuickBooks Online's Budget vs. Actuals report stops at the account. DrillFi maps your budget to your chart of accounts once, then makes every number a door: open a section, then a budget category, a GL account, a vendor, and the exact transaction behind the variance.

CompareSee each line against budget or last year, for the month or year to date, and show the full-year budget next to part-year actuals when you want it.
DrillClick a section, then a category, a GL account and a vendor. The last level lists the invoices, bills and journal entries that make up the number.
SpotTransactions that triggered one of the 15 checks carry a tag right in the list, so a duplicate or a missing class stands out where you are already looking.
or try it yourself:

The example: Sunfield Pantry Co., August 2026

Click any highlighted line to drill in.
Profit & Loss
Sample company · amounts in USD

Want this on your own QuickBooks file?

Connect QuickBooks Online, bring your budget and map it once, and every line on your P&L drills like this one.

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Fifteen checks that run on every sync, so you find the problem before your board does.

Duplicate invoices, vendors coded to different accounts, a recurring bill that did not arrive, an unusual jump in one expense. Nobody has to remember to look: DrillFi checks the books each time they sync and shows what it found, with the dollars attached.

DetectFifteen kinds of bookkeeping problems, from duplicate bills and missing classes to personal-expense leakage. You choose which checks apply to your business.
TraceEvery flag links back to the exact row in the P&L drill-down, so you see the transaction that triggered it instead of a summary.
Sign offTurn on sign-off for a company and each item can be marked reviewed, or dismissed as not an issue, with a note. The monthly package then shows what is still open.
or try it yourself:

What it found on the sample file

Wondering what's hiding in your own books?

For $100, one time, we'll run all 15 checks on your QuickBooks Online file, rank what we find by dollars, and walk you through it. No subscription.

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Flux analysis: explain only the variances that moved.

Budget vs. actual tells you where you missed a plan. Flux analysis asks a different question: did each group behave the way the earlier months said it would? DrillFi works out what every group should have been, lists the ones that are off by more than you care about, and takes you from there to the vendor and the invoice.

GroupEvery budget line starts as its own group. Combine lines that behave alike, or pull one GL account out to give it its own expectation.
ExpectChoose the basis for each group: the average of recent months, last month, the same month last year, the budget, or a rate times a driver like net revenue, units sold or headcount.
ReviewOnly groups off by your percent and dollar thresholds are listed. Open one to see the vendors and GL accounts behind it, then the transactions, and write what happened.
or try it yourself:

The example: Sunfield Pantry Co., August 2026

What each group was expected to be in Aug, from the 6 months before it (Feb to Jul), against what it was. A group is listed for review when its difference is at least 10% of its expected amount and at least $1,000.

Aug 2026: actual vs. expectedexpectations use the 6 earlier months, Feb to Jul

What you control

ThresholdsA group is listed when it is off by at least a percent of its expected amount and at least a dollar amount. You set both once, for the whole company.
DriversRent stays flat, freight follows units, commissions follow revenue. Use net revenue, units sold, another line, or a driver you keep yourself, like headcount.
Notes that stay honestWrite what happened next to the number. If a later sync changes the difference, the item opens again with your earlier note attached.
An Excel workpaperDownload the month with the differences and subtotals as live formulas, ready for your reviewer or auditor.

See which groups moved on your own books.

Connect QuickBooks, map your budget once, and the first month of flux is ready to review. Each budget line starts as a group, and you choose how each one is expected to behave.

How flux analysis worksWhat it does

The metrics your board asks for, built from your own accounts.

Most tools hand you a fixed set of ratios. DrillFi lets you combine any two lines from your books into a KPI, shows the inputs behind every number, and carries the result onto your dashboard and into the monthly package.

BuildPick any two P&L lines, GL accounts or unit figures and combine them: a percent of, a ratio, a difference, a sum or a product, over any time window.
CheckEvery tile is computed live from the same synced data as the P&L and shows the formula and its inputs, so nothing is a black box.
TrackTwelve working-capital KPIs are built in (DSO, DPO, cash conversion cycle, inventory turnover, quick ratio, runway and more). Switch off any that do not apply.
or build one yourself below.

Build your own KPI

Pick any two lines from the sample books and combine them. This works like the KPI builder in the product's Config page, where a saved KPI shows up on the dashboard and can be included in the monthly package.

Start with

Track the numbers your board asks for.

Build your own KPI formulas on your live QuickBooks data, with every input shown.

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Who owes you, who you owe, and what is actually selling.

The P&L tells you what happened. The subledgers tell you who is behind it: aging for receivables and payables, and sales by item and by customer, this month and year to date against last year. All four come from the same synced QuickBooks data as the P&L.

CollectA/R aging by customer across QuickBooks' aging buckets, from current to 91 or more days past due. In the app each customer opens to its invoices.
PayA/P aging by vendor. The aging total is the same figure the DPO tile uses, and the A/R total feeds DSO.
SellSales by item and by customer for the month or year to date, with last year beside it and the price per unit, so you can see what is driving revenue.

The example: Sunfield Pantry Co., August 2026

Sample company · amounts in USD

See who owes you and what is selling, on your own books.

A/R and A/P aging, sales by item and sales by customer, compared with last year and tied to your P&L.

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A board-ready package with your name on it, built every month.

The P&L, balance sheet, cash flow, KPIs, subledgers and the items still needing attention, laid out as one branded PDF from the same mapped QuickBooks data. You set the sections and branding once, and each period it is ready to send.

Open the full sample package (PDF)

See a real one: 13 pages for Sunfield Pantry Co.

This is the actual PDF your clients would receive for August 2026: the P&L against budget and last year, balance sheet, cash flow, KPIs, A/R and A/P aging, sales by item and customer, and the open issues.

Open the 13-page sample packagePDF, opens in a new tab
Page of the sample package: profit and loss for August 2026 against budget. Page of the sample package: cash flow statement. Page of the sample package: KPIs.

Make it yours

White-label it

The monthly package is a PDF generated each period with your firm's name and color. Try it:

  • Profit & LossL1 / L2, vs budget, LY
  • Balance Sheetthis month, last month, last year
  • Cash Flowindirect method
  • KPIscharts and tables
  • SubledgersAR/AP aging, sales by item and customer
  • Items needing attentionalways last

A simplified preview of the layout. The sample PDF above is the real output.

Stop rebuilding the package every month.

Set your sections and branding once. DrillFi builds the PDF package from your mapped QuickBooks data each period.

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What's in this demo

Everything below runs on one fictional sample company. Each part uses the same synced data, so the P&L, alerts, KPIs, subledgers and monthly package always agree.

Budget vs actual, drilled to the invoiceCompare to budget or last year, then click through category, GL account, vendor and transaction. 15 automated checksDuplicate invoices, vendor coding drift, unmapped accounts and more, each linked to the row that triggered it. Flux analysisEach group against what the earlier months predicted, so you explain only the ones that moved more than they should. KPI builder and working capitalCombine any two lines into your own KPI, or use the 12 built-in working-capital KPIs with every input shown. SubledgersA/R and A/P aging, sales by item and sales by customer, this month and year to date against last year. White-label monthly packageA branded PDF with your firm's name and color: P&L, balance sheet, KPIs, subledgers and open issues. $100 Financial Check UpNo subscription. We run all 15 checks on your own QuickBooks file and walk you through the results.