Set Up Automated Rental Reports That Email Themselves Every Month

There is a particular kind of admin that never quite gets done: the reporting that other people need from you. The owner who wants to know how their two flats performed. The accountant who needs the year's income and expenses in a usable form. The business partner who asks, every quarter, for a rent roll.

None of it is hard. It is just that producing it requires you to stop what you are doing, pull numbers together, format them, and send them — and there is always something more urgent.

PropTraka's scheduled reports remove that job entirely. You define who gets what, and how often, once. From then on the reports generate themselves as PDFs and arrive in the right inboxes on the right day.

The Four Reports

Portfolio Summary — the overview. What you own or manage, how it is performing, where things stand across the whole book.

Financial Statement (P&L) — income against expenses for the period. This is the one your accountant wants, and the one that makes filing season substantially less painful.

Rent Roll — the tenancy-by-tenancy view: who occupies what, at what rent, on what terms. The standard document any lender, buyer, or co-owner asks for.

Arrears Report — who is behind, and by how much. Useful weekly, when it is still a conversation rather than a problem.

Each schedule produces one report type. If you want a monthly P&L and a weekly arrears report, you create two schedules — which is deliberate, because they usually go to different people on different rhythms.

Setting One Up

Go to Settings → Scheduled Reports and create a schedule.

Choose the report type, then the frequency. Weekly reports go out on a day of the week you pick. Monthly reports go out on a date from 1 to 28 — the range stops at 28 on purpose, so a schedule set for the 30th does not quietly misbehave every February.

Add your recipients. At least one email address is required and you can list several. These do not have to be PropTraka users; the report arrives as an ordinary email with a download link, so an accountant or an owner who has never logged in still receives it.

Then decide scope. By default a schedule covers your whole portfolio. But if you manage buildings on behalf of different owners, this is the setting that matters most: select only that owner's properties, and the report they receive contains their buildings and nothing else. One schedule per owner, each correctly scoped, and the monthly owner report simply stops being a task.

Save it, and it is active.

Test It Before You Trust It

Every saved schedule has a Send Now button. Use it once, immediately after saving.

It generates the real report and emails the real recipient list, right then. That tells you two things the schedule alone cannot: whether the report contains what you expected, and whether the addresses are right. It is far better to discover a typo in an owner's email address now than to assume for three months that they have been receiving something they never got.

Send Now does not disturb the recurring schedule. It runs alongside it.

How Delivery Works

When a report is due, PropTraka generates the PDF, stores it securely, and emails each recipient a download link. That link is valid for 7 days. It is worth telling recipients this, particularly owners who read email in batches — the report is not gone after a week, but they will need to ask you to resend it.

The dispatcher runs every hour. In practice that means your report goes out on the day you chose without needing you to be online, awake, or in the country.

There is also a quiet piece of engineering worth knowing about, because it protects your professional reputation: each run is claimed atomically before the report is generated. If a scheduled run and a manual Send Now happen to collide, or the scheduler retries after a hiccup, only one of them proceeds. Your owner does not receive the same statement twice with two different timestamps, and nobody has to ask which one is correct.

Pausing Rather Than Deleting

A schedule can be paused and resumed. Paused schedules are skipped and keep all their settings.

This is the right tool for a property that is between tenants, an owner who has asked for a break over the holidays, or a report you want to suspend while you correct historical data. Deleting and rebuilding a schedule loses the recipient list and the scoping; pausing keeps both.

The Real Change

The point of scheduled reports is not saving the twenty minutes it takes to produce one. It is that the reports go out even in the months when you are busy, travelling, or dealing with something urgent.

Owners judge property managers heavily on communication. A landlord who receives a clear statement on the same date every month, without ever having to ask for it, experiences you as organised — and that impression is built entirely out of something you set up once and then stopped thinking about.