Sending customise report group to clients automatically

Zac Product Champion · ‎June 18, 2020

I am trying to set up my own custom report Groups - ie for EOFY email to be sent out to my clients? I can't seem to find where to set it up. Can you help me with the suggestions please?

Zac Product Champion · ‎June 18, 2020

Below article is covering the process:

Memorise Reports

To add a memorised report to a group:

Note: This feature is not available on QuickBooks Online Simple Start.

1. Go to Reports, then select Custom Reports.
2. Find the desired report, then choose Edit.
3. Select Add this report to a group, then choose an existing report group, or Add new.
4. The report you added uses the schedule and email information set for the group chosen. If the group doesn't have a schedule yet, you can set the schedule and email information for the group.

To set a schedule and email information for a memorised report or group:

If you want to send more than one report by email at the same time and to the same people, you can add the reports to a group. Once the reports are in the same group, you can send it by email on a recurring schedule.

Note: This feature is not available on QuickBooks Online Simple Start.

1. Go to Reports, then select Custom Reports.
2. Find the report group you wish to schedule, then select Edit in the Action column.
3. Turn on Set email schedule. (Note: If the report is a member of a group, the report will follow the schedule set for the group. If you don't want to send a report that is a part of a group, you will need to remove it from the group.)
4. Set the email recurrence. (Tip: To set a quarterly schedule, choose Monthly and Every 3 months for the interval. For Monthly and Twice a month, you can't choose the 29th, 30th, or 31st day of the month because these days are not in every month. However, you can choose the Last day of the month.)
5. Enter the following email information for sending the report or group of reports:
From: This is the address from your User ID. If it's incorrect you can change it by selecting the Incorrect? link.
To: Enter the recipient's email ([email address removed]). For more than one, separate them with commas. Don't include any spaces. Select Format? for an example.
Cc: (Optional) Enter addresses, if any, to receive copies.
Subject: Initially it has the name of the report. You can change it.
Note: (Optional) The report or group of reports follows the note and is included as an attachment.
6. If you want to send the report or group of reports as an Excel file, select the box next to Attach the report(s) as an Excel file. Otherwise, the report(s) is sent in HTML format.
7. Select Save and close.

View solution in original post

Zac Product Champion · ‎June 18, 2020

Below article is covering the process:

Memorise Reports

To add a memorised report to a group:

Note: This feature is not available on QuickBooks Online Simple Start.

1. Go to Reports, then select Custom Reports.
2. Find the desired report, then choose Edit.
3. Select Add this report to a group, then choose an existing report group, or Add new.
4. The report you added uses the schedule and email information set for the group chosen. If the group doesn't have a schedule yet, you can set the schedule and email information for the group.

To set a schedule and email information for a memorised report or group:

If you want to send more than one report by email at the same time and to the same people, you can add the reports to a group. Once the reports are in the same group, you can send it by email on a recurring schedule.

Note: This feature is not available on QuickBooks Online Simple Start.

1. Go to Reports, then select Custom Reports.
2. Find the report group you wish to schedule, then select Edit in the Action column.
3. Turn on Set email schedule. (Note: If the report is a member of a group, the report will follow the schedule set for the group. If you don't want to send a report that is a part of a group, you will need to remove it from the group.)
4. Set the email recurrence. (Tip: To set a quarterly schedule, choose Monthly and Every 3 months for the interval. For Monthly and Twice a month, you can't choose the 29th, 30th, or 31st day of the month because these days are not in every month. However, you can choose the Last day of the month.)
5. Enter the following email information for sending the report or group of reports:
From: This is the address from your User ID. If it's incorrect you can change it by selecting the Incorrect? link.
To: Enter the recipient's email ([email address removed]). For more than one, separate them with commas. Don't include any spaces. Select Format? for an example.
Cc: (Optional) Enter addresses, if any, to receive copies.
Subject: Initially it has the name of the report. You can change it.
Note: (Optional) The report or group of reports follows the note and is included as an attachment.
6. If you want to send the report or group of reports as an Excel file, select the box next to Attach the report(s) as an Excel file. Otherwise, the report(s) is sent in HTML format.
7. Select Save and close.

Sherim · ‎January 19, 2024

When scheduling a report group to email, I cannot check the box "Attach as an excel file" or it will not save.

Rasa-LilaM · ‎January 19, 2024

Thank you for following this thread, Sherim.

It can be challenging when you're unable to mark the checkbox for Attach as an Excel file and it doesn't save. Allow me to assist you in resolving this issue promptly.

When you click on a button or a link and nothing occurs, it indicates that pop-up windows are being blocked. Let's adjust your browser settings so that you can save and attach the file in Excel.

The process differs from which one you’re currently using. Let me help and walk you through the steps on how to perform this task in Google Chrome.

Click the three-dot icon in the upper left to select Settings.
This action will direct you to a page that shows a list of the browser's preferences.
Head to the Privacy and security menu on the left panel and choose Site setting.
In the Content section, select Pop-ups and redirects to view more options.
Go to the Allowed to send pop-ups and redirects section.
If you prefer to keep pop-ups blocked, add an exception for QuickBooks Online instead:

a.To the right of Allow, select Add and enter qbo.intuit.com.

b. Press the Add to keep the changes.

For other browsers, follow the instructions outlined in this article: Why doesn't anything happen when I select a button or link?

After setting up everything, you can start attaching the report in Excel. I've attached an article that covers all the processes about keeping the current customisation settings in your report, including the steps to email one: Memorise reports in QuickBooks Online.

To make the most of your reports and help you concentrate on the important aspects of your business, we encourage you to thoroughly review each article for comprehensive information:

Should you require further assistance in attaching your reports to Excel or if you have any queries about customizing the layout, feel free to get in touch with me. I'm more than happy to help. Have a fantastic rest of the day, Sherim.

kabre · ‎November 07, 2024

"Set email schedule" does not appear as an option when I edit a report in Quickbooks Online Plus. How do I enable this?!

Bryan_M · ‎November 08, 2024

You've come in the right thread, @kabre. Let's work together to enable the "Set email schedule" feature from the Report section.

I'd like to verify if you edited from the Custom Reports section where your memorised reports are. If not, you can follow these steps as to how:

Go to the Reports section and select Custom Reports.
Click the Edit icon below the Action column.
Tick the switch on the Set email schedule to turn it on.
Once done, click Save and Close.

Check out this article for more information: Set schedule and email information for a memorised report in QuickBooks Online.

If this is what you did and the issue persists, I recommend performing some basic troubleshooting steps.

Let's start by signing in to your account via private or incognito mode to identify if this is a browser-related concern. Also, to avoid storing cache data files that can cause unnecessary behavior when using web-based programs.

Feel free to use the shortcut keys below:

Google Chrome: press Ctrl + Shift + N
Microsoft Edge: press Ctrl + Shift + N
Safari: press Command + Shift +N

Then, set an email schedule for your reports. Once this works, you'll have to clear the cache of your default browser to remove accumulated data files. If not, you can use another supported browser or device.

I'll also share this article to learn how to add data in QBO reports via Excel: Export your reports to Excel from QuickBooks Online.

If you have any more questions about scheduling an email on your reports, let us know by leaving a comment below. Community support is available at any time. Take care always, and have a good one.

kabre · ‎November 08, 2024

Hi Bryan,

The quick reply is appreciated. Your reply didn;'t fix it directly, but it has allowed me to see what the issue is - the report I was trying to schedule is in a "Group" and it looks as though for grouped reports only the group as a whole can be scheduled rather than the individual reports. We had used groups to better organise custom reports, didn't realise that they limit the ability to schedule individual reports within the group.

I can understand the logic of wanting to schedule a group of reports, but I can't understand the logic of not allowing reports within a group to be individually scheduled!

Many thanks for the assistance!

ShangY · ‎November 08, 2024

Thanks for the additional information, @kabre. Currently, the specific feature you're seeking isn't available in QuickBooks Online. I encourage you to share your feedback with our product developers directly through your account.

This is a valuable opportunity for our team to gain insights into your needs and suggestions, ultimately enhancing your experience with the program. Here's how you can provide feedback:

Click on the Gear icon at the top.
Select Feedback.
Enter your comments or product suggestions.
Click Next to submit your feedback.

Your input is greatly appreciated and plays a crucial role in shaping the future of our product.

Additionally, I'll share this article with you, which shows how to use Excel to add data that's not in the QBO reports: Export your reports to Excel from QuickBooks Online.

If you have further concerns or clarifications about scheduling an email on your reports, please let me know.

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Sending customise report group to clients automatically