How to email the Xero balance sheet automatically at month end

Directors, lenders and investors often want the balance sheet on a fixed date every month. Xero will show it to you whenever you log in, but it won't email it to anyone on a schedule. This page covers the manual routine and how to take it off your list.

The manual way in Xero

Go to Accounting, then Reports, and open Balance Sheet.
Set the date to the month end you want. Xero shows the position as at that date.
Choose accrual or cash, and add comparison columns if you want earlier months beside it.
Click Update to refresh the figures.
Click Export and pick PDF or Excel.
Open your email, attach the file, add the recipients and write a message.

It takes five minutes once. Every month, for every organisation, it adds up, and the date field is easy to leave on last month's value. Lenders in particular tend to notice when the balance sheet they got is a month old.

Pick the right day

A balance sheet is only useful if the books are closed. If bank reconciliation and accruals usually land by the 5th, schedule the send for the 6th or 7th and use the "last month" period. A send on the 1st will faithfully report whatever state the books were in that morning.

Automating it with Reportpost

With Reportpost you connect your Xero organisation once (read-only access), then set up a schedule:

Choose Balance Sheet. Add other reports if the same people get a pack, such as the Profit and Loss.
Set the period to last month. The balance sheet is then as at the end of that month.
Add comparison columns if you want them. You can show 1 to 11 previous periods beside the current one, which suits lenders who like to see the trend.
Choose cash or accrual to match what you normally send.
Pick monthly, the day, the hour and the timezone.
Add up to 20 recipients, then write a subject and message in your own words. Replies come back to you, not to a no-reply address.

On the day, we pull fresh figures from Xero and email the report. You choose the format: one combined PDF, an Excel workbook with one sheet per report, a CSV per report, or PDF with Excel or CSV alongside. Use Send test first to mail yourself a copy.

What to know

It sends the standard Xero balance sheet layout. Custom layouts aren't available through the Xero API, so a customised report in Xero won't look identical in the email.
Access is read-only. Reportpost can't change anything in your Xero organisation.
The balance sheet shows the position as at the end of the period, so a sensible mix for lenders is the balance sheet plus the aged receivables and aged payables summaries.

Combining reports into one pack

If you'd rather keep exporting from Xero yourself but want a single tidy file, our free Combine Xero reports PDF tool merges exported Xero PDFs into one pack with a cover page, contents and page numbers. It runs entirely in your browser, so the files never leave your computer.

Pricing

Reportpost is US$12 a month for one organisation, US$39 for 10 and US$99 for 40, excluding VAT. There's a 14-day free trial and no card is needed.

See how Reportpost works