How to email a weekly Xero bank summary and cash position to the owner

Most owners want one number first thing on Monday: how much cash is there? Xero's Bank Summary answers that, but only if someone logs in and runs it. This page covers the manual way, and how to have it arrive by itself.

What the Bank Summary shows

For each bank account in Xero, the Bank Summary shows the opening balance, cash received, cash spent and the closing balance for the dates you pick. It's a quick view of what moved in each account, which is why it suits a weekly check.

The manual way in Xero

Go to Accounting, then Reports, and open Bank Summary.
Set the date range, for example Monday to Sunday of last week.
Click Update.
Click Export and choose PDF or Excel.
Email the file to the owner.

Typing the right date range each time is the fiddly part, and it's easy to be a week out.

Automating it with Reportpost

Connect your Xero organisation. Access is read-only.
Create a schedule and choose Bank Summary.
Set the period to last week. That's Monday to Sunday, so each email covers one clean week with no overlap.
Choose weekly, and pick the day, hour and timezone. Monday at 7am suits owners who like to look at it with their first coffee.
Pick a format. One PDF is easiest to read on a phone. Excel or CSV works if you want to keep a running log.
Add the owner, and anyone else who should see it, as recipients (up to 20 per schedule). Write a subject such as "Cash position, last week". Replies go to you.

Send test mails you a copy straight away.

Making it more useful

A bank summary tells you what moved, and it works best alongside two other things:

Unpaid Invoices, to see what's due to come in and what's late. See the weekly unpaid invoices list.
Unpaid Bills, to see what's due to go out. See the unpaid bills guide.

Put the three in one schedule and the owner gets a short cash picture each week: where we are, who owes us, and who we owe. Choose one combined PDF, or an Excel workbook with a sheet for each.

Honest limits

The balances reflect what's in Xero. If bank feeds are behind, or transactions are waiting to be reconciled, the bank summary reflects that.
It sends the standard Bank Summary layout. Custom layouts aren't available through the Xero API.
It doesn't forecast cash. It reports what has already happened.

Monthly as well as weekly

You can run both from one account. A weekly bank summary for the owner, plus a monthly pack with the Profit and Loss and Balance Sheet for the directors, is a common setup. See sending monthly management accounts.

Cost

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