PortaPro can email reports on a schedule, around 8 AM in your company time zone. There are two kinds, both managed from the bottom of the Reports landing page:
Schedule a library report
- Every billing cycle (only when your company bills on a cycle): the morning after each cycle closes
- Daily: every morning around 8 AM
- Weekly: once a week around 8 AM, on the Day of the week you pick
- Monthly: the 1st, around 8 AM
- Quarterly: Jan 1, Apr 1, Jul 1, Oct 1
- Annual: January 10
The period has to roll forward. A schedule needs a preset such as Year to Date, Last Month or Last billing cycle; two hand-picked dates would send the same window forever, so the sheet's Schedule button stays off until you close it and pick a preset. Balance reports need a rolling As of date (Today, End of last month, End of last billing cycle). Units Deployed and Roll-Off Containers always send the current picture.
Every billing cycle pairs with Last billing cycle (or End of last billing cycle on a balance report): every delivery is exactly the cycle that just ended. When a report is set to Last billing cycle, the sheet picks this cadence for you. A Monthly schedule of Last billing cycle still works; it sends whichever cycle most recently closed on the 1st.
Each email carries the headline figures and summary table in the body, with the attachments you chose.
Manage your scheduled reports
Under Scheduled reports on the landing page, each row shows the report, what it covers, how often, recipients and the next delivery. A failed delivery shows "Last delivery failed:" with the reason. The row menu offers:
Built-in templates
The Templates section below lists four pre-built emails. Click Activate, enter Recipients (comma-separated), an optional CC for your accountant and optional Notes for the email body, then Activate.
| Template | When | Format |
|---|---|---|
| Monthly P&L | The 1st of every month at 8:00 AM, for the prior month | PDF (CSV fallback) |
| Quarterly Tax Summary | Apr 1, Jul 1, Oct 1 and Jan 1 at 8:00 AM, for the quarter just ended | PDF or CSV |
| Year-End Schedule C Export | January 10 at 8:00 AM, for the prior tax year | PDF + CSV (both attached) |
| Sales Tax Liability | Monthly, quarterly or annual, matching your Filing frequency | PDF + CSV (both attached) |
Sales Tax Liability also asks for an Accounting basis: Cash counts tax when invoices are fully paid, Accrual counts it by invoice date. Use the basis your sales tax registration files under.
An active template shows Active or Paused, its next delivery date, and Pause / Resume and Remove buttons. Templates do not have a test send.
When a delivery fails
A delivery that fails is retried on the next hourly run. After 5 failures in a row the schedule pauses itself; fix the cause (usually a bad address) and resume it. If a schedule lists more than 50 recipients, only the first 50 receive it. There is no delivery history screen; the scheduled report row shows the last failure, and Send test to me is the quickest check on a library schedule.