Help

Report Emailer

Updated

Overview

Use the Report Emailer to send any Back Office report by email, either right away or on an automatic schedule.

You can also review and change any schedules you have set up. Everything is in one window with three tabs:

  • Send now - email the report you are looking at right now to one or more recipients
  • Schedule - have the report run and emailed automatically on a daily/weekly/bi-weekly/monthly schedule
  • Manage schedules - see every schedule that exists for this report, edit any of them inline, or delete one

You open the window with the envelope icon on the report toolbar.

Recipients can only be picked from your active employees who have an email address on file. The one exception is a house account's statement, which also offers that account's holder (see the article "House account statements"). To add a new recipient, add the employee (and their email) in the Employee Manager first; they will appear the next time you open the Report Emailer.

How to Use

Send a report right now

  1. Run the report you want to email (e.g. Sales by Day, Till Transactions, etc.).
  2. Click the envelope icon on the report toolbar.
  3. Make sure the Send now tab is selected.
  4. In Recipients, click the box and pick one or more employees. You can type to search by name or email. The list only contains employees with an email on file.
  5. (Optional) Add a Message that will appear in the email body.
  6. Choose any extra delivery options:
    • Email report - on by default; turn off if you only want to FTP the file.
    • Create PDF - attach a PDF copy of the report.
    • FTP CSV / FTP PDF - also drop the file on an FTP server. If either is checked, the FTP connection panel appears for you to fill in.
  7. Click Send now. A green toast appears when it goes out; a yellow toast appears if you forgot to pick recipients.

Schedule a recurring email

  1. Open the Report Emailer (envelope icon).
  2. Click the Schedule tab.
  3. Pick How often (Once a day, Once a week, Bi-weekly, Once a month). When you pick weekly/bi-weekly/monthly, a day picker appears so you can pick the day of the week or day of the month.
  4. Pick the Delivery time (this is the local time the back office sends the report).
  5. Pick Recipients the same way as above.
  6. Optionally turn on Send during End of Day - this skips the time and frequency, and ties the report send to your nightly EOD instead.
  7. Optionally turn on the output options:
    • Create PDF - attach a PDF copy to the email.
    • Email CSV - attach a CSV (spreadsheet) copy to the email. No FTP details needed.
    • FTP CSV / FTP PDF - also drop the file on an FTP server. If either is checked, fill in host/user/password/path. You can combine these - e.g. a schedule can email both a PDF and a CSV.
  8. Click Save schedule.

Manage existing schedules

  1. Open the Report Emailer.
  2. Click the Manage schedules tab. The number badge on the tab tells you how many schedules already exist for this report.
  3. Each row shows the report, frequency, and notes. Use:
    • Edit (pencil icon) - opens an inline edit card right below the row. Change anything and click Update rule.
    • Delete (trash icon) - confirms first, then deletes the schedule.
  4. The Cancel button on the edit card discards your changes.

Confirming what gets sent

Both the Send now and Schedule tabs include a Report options card at the top that summarizes what will be included with this email:

  • The date range (e.g. "Yesterday", "Last 7 Days", or a specific date range like "Apr 28, 2026 - Apr 30, 2026").
  • Any filter chips that match what you have applied to the report (locations, payment types, categories, etc.).

On the Schedule tab the card explicitly tells you whether your schedule will roll forward each run or stay frozen:

  • Each scheduled run will pull a fresh "Yesterday" window - the schedule will always email yesterday's report.
  • Fixed date range (yellow warning) - the schedule will email the same specific date range every time it runs. To make it roll forward (e.g. always send "yesterday's" report), close the window, pick a preset such as Yesterday or Last 7 Days from the date-range dropdown in the report toolbar, then open the Report Emailer again and go back to the Schedule tab.

If the card doesn't show what you intended, close the window, adjust the filters on the report page itself, and re-open. The card always reflects the current filter state.

Recipient warnings on older schedules

If a schedule has emails on it that no longer match an active employee (for example, the employee was deactivated, or their email was removed), those emails appear as small yellow chips below the recipient picker. You can:

  • Leave them - they will still receive the email.
  • Click the small "x" on a chip to remove that address from the schedule the next time you save.

You cannot add new free-form emails - new recipients always come from the active-employee list.

Limitations

  • Recipients can only be picked from active employees that have an email on file in Employee Manager, plus, on a house account's statement, that account's holder. If the picker is empty, add an employee email there first.
  • The Report Emailer must be turned on for your location. If it is not, the window opens but shows a notice instead of the tabs. Contact OrderCounter support to have it turned on.
  • Removing a yellow email chip only takes effect when you save the schedule.
  • The Delivery time box uses 24-hour time. The schedule still sends in your Back Office time.
  • "Save to My Reports" (the bookmark icon next to the envelope) is a separate feature - it saves the current report's filter settings to your personal reports list and does not interact with email schedules.

FAQ

Why can't I just type any email address? Recipients are restricted to active employees so that the system always has a known person tied to each delivery. To send to a new address, add the person (and their email) in Employee Manager first.

A schedule has someone's old email - can I just edit it? Open Manage schedules, click Edit on the rule, then click the small "x" on the yellow chip to drop that old email. Save the rule and add the employee's current email from the picker.

The recipient list is empty - what do I do? You have no active employees with an email on file. Open Employee Manager, edit the relevant employees, fill in their email, save, then re-open the Report Emailer.

My schedule didn't send. Why? Check that your back office service is running and that the Report Emailer is turned on for your location (contact OrderCounter support to check). Open Manage schedules to confirm the rule is still there. If your employees' emails changed after the rule was created, the schedule may have only yellow chips and no active recipients - edit the rule and pick at least one active employee.

My schedule sends the same dates every time. I wanted "yesterday's" report. Open the report. Look at the "Report options" card on the Schedule tab. If it says "Fixed date range" with a yellow warning, the schedule will email the same specific dates every run. Close the window and pick a preset from the date-range dropdown in the report toolbar (Today, Yesterday, Last 7 Days, etc.). Open the Report Emailer again - the card will switch to "Each scheduled run will pull a fresh ... window." Save the schedule and it will roll forward each run.

Can I email more than one report in one go? No - the Report Emailer is per-report. Open each report and email/schedule it individually.

What's the difference between "Email report" and "Create PDF"?

  • "Email report" controls whether the email goes out at all.
  • "Create PDF" controls whether a PDF is attached to the email (and/or uploaded to FTP if FTP PDF is on). With "Create PDF" off and only "Email report" on, you'll get an HTML-only email.

How do I get the report as a CSV (spreadsheet) in my email? On the Schedule tab (or when editing an existing schedule on the Manage schedules tab), turn on Email CSV. The next time the schedule runs, the report's CSV is attached to the email - you do not need to set up FTP. This works for any report, including the Transaction / Pay In - Pay Out report. You can have both Create PDF and Email CSV on at once to receive both files.

What's the difference between "Email CSV" and "FTP CSV"? Both deliver the same CSV file. "Email CSV" attaches it to the email that goes to your recipients. "FTP CSV" uploads it to an FTP server you specify. You can turn on either, both, or neither.