How to email Xero reports automatically (scheduled P&L, balance sheet and aged receivables)
If you send the same Xero reports every month, you've probably gone looking for a "schedule" button on the profit and loss report. There isn't one. This page covers what Xero can and can't do today and the ways people work around it.
Can Xero schedule reports by itself?
Not for the standard reports. You can't tell Xero to email the profit and loss, balance sheet or aged receivables report to someone on the 3rd of every month. People have asked for it for years: the request on Xero's product ideas site has hundreds of votes and comments, and Xero's reporting team said in 2026 that it is exploring emailing and scheduling reports. There's no release date.
Two things in Xero come close:
- Xero Analytics can send dashboards, charts and business health scorecards on a schedule. That's useful for a quick overview, but it isn't the same as sending the actual P&L or balance sheet as a document.
- Customer statements can be sent to contacts, but that's for chasing customers, not for management reporting.
Option 1: export and email by hand
Run the report, export to PDF or Excel, rename the file, attach it and send it. For one business once a month it's fine. For a bookkeeper with twenty clients it's most of a morning, and it's easy to send last month's file or the wrong client's pack.
A few habits help: save a custom report layout per client in Xero, use the same file naming every month (Client - Report - Month Year), and keep a checklist of who gets what.
Option 2: a reporting suite
Tools like Syft, Joiin, Fathom and Spotlight build full management packs with charts and commentary, and several can deliver on a schedule. They're the right choice if you want consolidations, forecasts or board-ready commentary. They cost more and take longer to set up, and that is a lot if all you want is the standard Xero reports in someone's inbox.
Option 3: workflow tools (Zapier, Make)
It's possible to wire up Xero's API through a workflow tool, but the Xero apps in these tools are built around invoices and contacts rather than reports. You'd still need to turn report data into a readable document. It works for technical users, but it breaks easily.
Option 4: an app that does just this
This is the gap we built Reportpost for. You sign in with Xero, pick the reports (profit and loss, balance sheet, aged receivables and payables, bank summary, trial balance, budget and executive summary), choose the period and any comparison columns, and add the recipients. On the day you choose, it pulls fresh figures from Xero and emails a PDF and/or Excel file. Replies go to you. Access is read-only.
It costs from $12 a month, with a 14-day free trial. Here's what a pack looks like.
Which reports should go in a monthly pack?
For most small businesses a useful monthly pack is short:
- Profit and loss for last month, with the two previous months beside it so trends are visible.
- Balance sheet at the end of the month.
- Aged receivables, because overdue invoices are usually the first thing an owner should act on.
- Bank summary, so cash in and out is clear without logging in.
Quarterly, add the financial year to date P&L and a budget summary if budgets are set up in Xero.
Things to check before you automate
- Reconciliation. An automatic pack is only as good as the books. Schedule it a few days after month end, once the bank is reconciled.
- Recipients. Financial reports are sensitive. Send them to named people, not shared inboxes, unless the client asks.
- Cash or accrual. Make sure the pack uses the basis your client expects.