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TJScott
February 10, 2025
Question

New Reports - Scheduled Emails

  • February 10, 2025
  • 1 reply
  • 0 views

In the new reports, I see where to schedule an email. It needs some work. 

  • It shows something about work flows. What is that and where do I find it? 
  • I am getting several emails a day with an Excel sheet attached. How do I stop them? 
  • I would like to get a couple reports via email once a week in PDF, not Excel. Where do I set that up? 

 

Thanks, 

1 reply

S
SashaMC
February 10, 2025

Hey TJScott,

 

Thank you for reaching out to the QuickBooks Community. Schedule email work with memorized reports. To be able to get the emails, you would need to follow the steps below:

 

  1. Sign in to your account.
  2. Go to Reports, then select Custom reports.
  3. Find the report you'd like to schedule for email.
  4. In the Action column, select Edit ✎, then turn on Set email schedule.
  5. Set the email recurrence, and enter the email information.
    Note: To send the report as an Excel file, select Attach the report as an Excel file checkbox.
  6. Select Save or Save and close.

 

To answer your second question, you need to edit the frequency, and you can unselect the checkbooks as well. In the same Action column with Edit, make the changes there and save it.

 

Currently, the reports are defaulted to attach as an Excel file, but you can save the document as a PDF file once downloaded.

 

Please let me know if you have further questions. I will be happy to assist. See you around. 

T
TJScottAuthor
February 13, 2025

Hi Sasha, 

Thanks for the response. That's how it all used to work. They changed everything. I made a short video of the screen that I am looking at. You can see that here. https://www.youtube.com/watch?v=RMJvOCfYol4

 

C
CarlSJ
February 14, 2025

I want to express my sincere gratitude for the effort you put into creating a video for clarification, @TJScott. It’s important to have accurate scheduled reports for financial documentation, as inappropriate schedules can lead to confusion for the recipients. Let’s collaborate and organize this so you can have an efficient reporting process.

 

You're on the right track, the steps outlined by my colleague apply specifically to the classic or legacy scheduled reports. This is the reason you find yourself in a different situation or seeing workflows, as you're in the process of scheduling a modern report that follows different options and views.

 

To schedule a modern report available in the New Enhanced Experience, kindly follow these steps:

 

  1. In the Custom Reports section, select the specific report you want to schedule.
  2. Select the dropdown in the Action column, then select Create a Schedule.
  3. Set the starting date and time, beginning next week for the weekly schedule. This will also apply to a specific day every week.
  4. Set the schedule for the recurring report, choose 1 in the Repeat every section, and select Week.


     
  5. If you want to set an end date, choose the exact date or click Never.
  6. Enter the email address of the recipient in the Send to section.
  7. You can enter a Subject or a Message for the email notification.
  8. Once done, click Save and Turn On.

 

To stop the scheduled report you receive in modern scheduling, you can follow these steps:

 

  1. See the specific report in your email, then let's locate it in your scheduled custom reports within QBO.
  2. In the Custom Reports section, select the specific report you want to stop sending.
  3. Click the dropdown in the Action column, then select View all schedules.
  4. Select the scheduled report.


     
  5. You can adjust the repetition for that scheduled report if necessary or select the exact End date.
  6. Otherwise, you can click Save and turn off to end this scheduled report.

 

On the other hand, you can follow these steps to stop a scheduled report in the classic or legacy scheduled reports:

 

  1. See the specific report in your email, then let's locate it in your scheduled custom reports within QBO.
  2. In the Custom Reports section, scroll down to see custom reports from the classic view.
  3. Click the Edit in the Action column.
  4. Then toggle off the option Set email schedule.

 

Additionally, please note that the modern scheduled reports will be delivered to you in Excel format when you receive them via email. While the classic scheduled reports offer the option to be received in PDF and Excel format. If you have the option to view a modern report in classic mode, then you can able to schedule that specific report in PDF form.



 

You can check out this article to learn more about reports that can be viewed in classic or modern mode and frequently asked questions about modern reports: List of QuickBooks Online reports available in Modern view.

 

To schedule a report in PDF format, kindly locate the option to Attach the report as an Excel file and uncheck this box. By doing so, you will ensure that the report is generated and delivered in PDF format.

 

Moreover, if you have any inquiries regarding the updated reporting features in QBO, we encourage you to explore this article which serves as a valuable reference: Frequently Asked Questions about Modern Reports.

 

Did you know that you can gain tailored support and expert advice to deepen your understanding of your financial reports? Explore our QuickBooks Live Expert Assisted, a service designed to connect you with knowledgeable professionals.

 

Correct scheduled reports are vital in managing business and help build accurate financial reporting. We're always here if there's any help we can offer. Have a productive day.

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