How to receive a report by e-mail automatically

What is it for?

It schedules a report to be prepared on its own, every month or every quarter, and sent by e-mail as a PDF. It lets Management, for example, receive the previous month's trial balance without having to ask for it.

When to use it?

• When someone needs the same report every month.
• When you want to be sure the report goes out on a set date.
• For a one-off send, use Export PDF in the report itself: see how to use the reports.

Where to find it?

Accounting › Configure › Plan and legal rules › Scheduled report e-mails.

This entry does not appear in the Configure menu list. To open it, type e-mails de relatórios in the Search menu box, in the top bar.

Before you start

• Your profile is Accountant, Certified accountant or administrator. The Auditor can only view.
• The company has a mail server configured. Without it, the e-mails do not go out.
• The user in Runs as has access to the company.

How to use it

1. Open Scheduled report e-mails and click New.
2. In Name, type something that identifies it, for example “Balancete mensal para a gerência” (monthly trial balance for Management).
3. In Report, check the report. It opens with the trial balance.
4. In Frequency, choose Monthly or Quarterly.
5. In Day of the month, choose a day from 1 to 28. It opens with 5.
6. Check Next sending. It opens with the date of the next sending already calculated.
7. In Internal recipients, choose the users, or type the addresses in Other addresses, separated by commas.
8. Save.
9. To try it now, click Prepare the e-mail now. At the question “The e-mail of the previous period is prepared in the outgoing queue now. Continue?”, confirm.

Expected result

The form shows, at the bottom, Last sending, Last result and the subject.

In the example, in November the e-mail carries October's trial balance as a PDF, named Empresa_Demonstracao_Lda_Balancete_2026-10-01_2026-10-31.pdf: Queued means the message was created and is waiting for the mail server. Pending validation on screen: the delivery of the message. The demo has no mail server, on purpose, and nothing was sent.

What goes in the e-mail

• The period is always the full previous one: the previous month, or the previous quarter, relative to the sending date. You do not choose the dates.
• Only posted journal entries. Drafts are never included.
• Only one company per schedule. Figures from different companies are not mixed. For another company, create another schedule.
• With the permissions of whoever runs it. The report is produced on behalf of the user in Runs as.

Important notes

• A PDF with the company's figures goes out by e-mail: check the addresses. Recipients do not need access to fiscaldoo.
• If you tick Use the saved options, the report goes out with the options the user saved in the report, except the period and drafts. See how to use the reports.
• To stop the sending, switch off Active. The history is kept.

Common problems

“A scheduled sending needs at least one recipient: choose an internal recipient or write an address.” Fill in Internal recipients or Other addresses.

“One of the addresses is not valid: gerencia@. Correct it (e.g. name@company.pt) and save again.” Correct the address shown.

“The day of the month must be between 1 and 28, so that the sending exists in every month. Change it and save again.” Choose a day up to 28.

The result stays Queued and the e-mail does not arrive. The mail server is missing, or it has not run yet. Ask the administrator to check.

The sending did not go out on the date. The preparation runs once a day, so it may go out a few hours later. If you want it now, click Prepare the e-mail now.