Scheduled reports

Who can use this: Owner, Manager, Accountant — anyone with view permission for the underlying report. URL / Route: /finance/reports/scheduled (finance.reports.scheduled.index). Detail: finance.reports.scheduled.create, store, edit, update, destroy, toggle. Plan / feature gate: feature:tracker.schedule_reports (default: enabled on standard plans). Permissions: reports.view plus the specific report's view permission.

Purpose

Schedule a report to be emailed automatically on a regular cadence — daily, weekly, monthly, or quarterly. Use it when:

you want a weekly P&L in your inbox every Monday,
you want a monthly AR Aging auto-sent to the collections lead,
your accountant needs a quarterly VAT Return without anyone manually exporting it.

The scheduled report is exactly the same document you'd get by clicking Export PDF / Export Excel on the report page — same numbers, same filters, just delivered on a timetable.

Step by step

Browse scheduled reports

Open /finance/reports/scheduled. Each row shows the schedule's name, the report it runs, the cadence, the recipients, the next run date, and whether it's Active or Paused.

Create a schedule

Route: finance.reports.scheduled.create / store. Permission: the report's view permission.

Click Schedule a report.
Give the schedule a Name (e.g. "Weekly P&L to owners").
Pick the Report — any of the reports you can normally run from the Reports page.
Set the report's Filters (date range, customer, account, etc.). Date ranges can be relative (e.g. "previous month", "last 7 days") so the schedule keeps making sense over time.
Set the Cadence:
- Daily — specify a time of day.
- Weekly — pick a day of the week + time.
- Monthly — pick a day of the month + time.
- Quarterly — pick the first month of the quarter + day + time.
Pick the Output format(s) — PDF and/or Excel.
Add Recipients — one or more email addresses. Recipients do not need to be Solabooks users; you can email reports to an external accountant or a Slack-to-email bridge.
(Optional) Add a Subject line and Note that will appear in the email body.
Save.

The schedule starts running on its next cadence boundary; the Next run column shows you when.

Edit / Pause / Delete

Edit (scheduled.edit / update): change name, filters, cadence, recipients.
Toggle (scheduled.toggle): flip Active ↔ Paused. Paused schedules don't send — useful around month-end when you want to suppress noise.
Delete (scheduled.destroy): removes the schedule. The reports that were already sent in the past are not affected — they're emails, not documents in the system.

Manually run one now

From the schedule's row, Run now triggers an immediate send to the configured recipients — without waiting for the next cadence boundary. The next-run timer is not reset.

Behaviour and rules

Permissions snapshot. The schedule runs under the permissions of the user who created it. If that user later loses view permission for the report, the schedule will stop sending until reassigned.
Filter dates are relative. When you pick "previous month" on a monthly schedule, the report will always show the month before the run date — not whatever month was current when you created the schedule.
Delivery failures. If the email bounces, the failure shows on the schedule's row and an alert is raised in Settings → Workspace; the schedule keeps trying on its next cadence boundary.
Storage. Generated files are also kept in the Documents library for the retention window so you can re-download a past run.
No GL impact. Scheduling and running a report does not touch the books — it's read-only.

Reports — the source of every schedulable report; run interactively first to be sure the filters are right.
Documents library — past scheduled outputs are stored here.
Dashboard — schedule failures surface as alerts here.
Workflow & approvals — failure notifications route through the same alert channel.
Settings — email-from address and SMTP configuration for delivery live here.