Getting reports by email on a schedule

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Your bookkeeper wants last month's numbers on the first. You want to know every Monday how many stops each driver finished. Neither of you should have to remember to go and run a report. Everything you can have emailed is managed from the bottom of the Reports page. Scheduled reports lists every library report you've set to go out. Each row says what it covers, how often it sends, how many people get it, and the next delivery date. A paused one says so, and shows no next date. The menu on each row has three choices. Send test to me emails the report to you alone, marked as a test, so you can see exactly what your recipients will get. Pause stops it without losing the setup. Resume works out the next delivery from today, so a month of missed emails doesn't arrive all at once. Remove ends it. Below that are four ready-made accounting emails. A monthly profit and loss on the first, a quarterly tax summary, a Schedule C export every January tenth, and sales tax liability. This company already has the monthly P and L switched on. The card shows its next delivery, with Pause and Remove right there. To turn one on, click Activate. Add the recipients, copy your accountant on it, and leave a note for the body of the email if you like. Sales tax asks two more things. How often you file with your state, and whether you count tax when invoices are paid, or by invoice date. Use the basis your registration files under. The templates cover the books. For anything else, open a report from the library and set it up the way you want to read it. Here it's jobs completed this year, grouped by driver. Click Schedule. The summary at the top is exactly what will be sent: the same period, grouping and filters you see on screen. Pick how often. Daily, weekly on the day you choose, monthly on the first, quarterly, or once a year. Everything goes out around eight in the morning on your company's own clock. Type who it goes to. Separate addresses with commas or new lines, up to fifty of them. They don't need a PortaPro login. A spreadsheet file is always attached. Add a PDF with your logo on it, an Excel file, or both. The headline numbers and the summary table also sit right in the body of the email. One thing that catches people out. The dates have to roll forward. Year to date, last month or last thirty days work. Two dates you picked by hand would send the same old window forever, so the sheet won't save until you choose a preset. If you bill on a cycle, there's one more choice. This billing audit opens on the last billing cycle, so the sheet picks every billing cycle for you. It sends the morning after each cycle closes, and every email covers exactly the cycle that just ended. If a delivery fails, usually because of a mistyped address, it's tried again on the next hourly run, and the row tells you why. After five failures in a row the schedule pauses itself until you fix it and resume it.

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