Saved Reports and Scheduled Emails

What a Saved Report Is

A saved report is a list you set up once and can open, download or email whenever you like. It is built on one of four lists: Properties, Jobs, Gas safety checks or Invoices. You choose the columns, the filters and the order, give it a name and save it. Everyone in your office can open it, and it always shows the list as it is today.

• Start from the list. Set the filters on Properties, Detailed job list & actions, Gas safety checks or Invoices, then choose Save this list as a report (under Accounts tools on Invoices, and at the top of the other lists): the report opens in the builder with those filters already set. You can also go to Reports, then Saved reports, and start on any list.
• In the builder, name the report, set or change the filters, choose the columns and put them in order (Move up, Move down, Remove, Add column), choose how it is sorted, and use Preview to see the first rows and how many match before you save. A From date after the To date is said under the dates (swap them or clear one), not met with an empty list.
• A saved report works out its rows every time it is opened, downloaded or emailed, so Overdue means overdue today. Dates such as Last month or Next 7 days are worked out on the day the report runs, which is what makes a weekly or monthly report useful.
• Opening a saved report shows the list: the filters it applies sit above the table, a column heading sorts it for that visit (Amount on an invoice list sorts by the signed value shown, so a credit note, which reads as a negative, is ordered with the negatives: low to high, -£5 comes before -£3 and before £5; Status on an invoice list sorts by the words shown, so Credit note, Draft, Overdue, Paid, Part paid, Sent and Void each sit together), and the first column opens the property, job, check or invoice. Open in properties (Open in jobs, Open in gas safety checks or Open in invoices) shows the same filters on the list page itself, and is offered only when that page can show every one of them: an agent’s due list uses a renewal window the Properties page does not have, so it has no such button. Edit changes the report, and Delete removes it together with its email schedule.
• Download CSV saves the whole report as a spreadsheet file with the columns in your order, up to 5,000 rows (a longer report says so on the page and in the email, and narrowing the filters brings in the rest). Dates are written 2026-10-09 so every spreadsheet reads them as dates, numbers and money as plain digits, and a cell that begins with = + - or @ is quoted so it cannot run as a formula. A lapsed or cancelled account can still download its reports. Each download is written to the audit log, because a report can hold tenant names, phone numbers and addresses.
• A report shows the rows you would see on the list page, in your own organisation only. Properties marked as no longer ours are left out unless the report asks for Archived properties only.
• A report name can be up to 80 characters, and each name can be used once.

Columns You Can Choose

Each list has a fixed set of columns to choose from, each with a short description in the builder. Some are worked out for you on the day the report runs.

• Properties: Address, Postcode, Client, Client type, Agent reference, Property type, Status, When due, Gas safety due, Days overdue, Days until due, Last checked, Service due, Service plan, Tenant, Tenant phone, Tenant email, Client contact, Client phone, Client email, Landlord, Archived, Reason archived, Added.
• Jobs: Reference, Type, Status, Address, Postcode, Client, Engineer, Booked for, Start time, Completed, Logged, Days waiting, Origin.
• Gas safety checks: Record, Address, Postcode, Client, Engineer, Scheduled, Checked, Status, Result, Days late, Next due, Origin.
• Invoices: Invoice, Client, Property, Issued, Due, Amount, Paid, Outstanding, Status, Days overdue, Sent, Customer reference, Origin, Tax point, Net, VAT, VAT rate.
• On Properties, Days overdue and Days until due count whole days from today to the gas safety due date, and When due reads Overdue, Due within 30 days, Due within 60 days or Later: the same 30 and 60 days as the due-soon count and the reminder emails. Status is worked out today from the due date, as the badge on the Properties list is.
• Jobs has no notes column. The office’s internal notes are never in a report, because a report can be emailed to someone outside your business.
• On Invoices, Paid and Outstanding come from the payments recorded in Manifold (after any CIS deduction), and Days overdue counts days past the due date on a Sent or Overdue invoice. A credit note shows as a negative amount. Net, VAT, VAT rate and Tax point are the same figures as the VAT export: they are empty for invoices imported from another system, for drafts and for void invoices, which are not in the VAT figures (see Invoices).

Filters and Order

• Properties filters by: Search, Status, Renewal window, Property type, Client, Last checked, Service, Archived. Jobs: Search, Type, Status, Client, Engineer, Booked in, Booked from, Booked to. Gas safety checks: Search, Status, Client, Engineer, Property, Cancelled checks, Scheduled in, Scheduled from, Scheduled to. Invoices: Search, Status, Client, Origin, Issued in, Issued from, Issued to.
• The filters on Properties, Gas safety checks and Invoices keep the names they have on the list page, so what you saved from the list is exactly what the report applies.
• A report whose From date is after its To date (Issued from after Issued to, say) can match nothing, so it is not saved or previewed: the form says so under the dates (“… is after …, so nothing can fall between them. Swap the dates, or clear one.”) and puts you on the From date.
• Properties adds the Renewal window, which takes only properties that have a due date: Overdue; Overdue, or due in the next 30 days; or Overdue, or due in the next 60 days. It is worked out on the day the report runs.
• Jobs, Gas safety checks and Invoices can filter by a period worked out on the day the report runs (Today, Last 7 days, Last 30 days, Last 90 days, This month, Last month, Next 7 days or Next 30 days) and by From and To dates as well. Jobs and checks use the date the visit is booked for, invoices the date issued.
• Invoices can also be filtered to Outstanding (sent or overdue), Issued (sent, overdue or paid), a status, a client, and where they came from: raised in Manifold, or imported history.
• A report is sorted by one column, earliest or latest first. Addresses sort so that 9 comes before 17.

Due and Overdue Gas Safety, by Agent

A letting agent who manages many of your properties wants the list of theirs that are due or overdue. This report is that list, in one click for each agent.

1. 1Open the agent’s page under Clients and choose Set up a due-list email, then confirm with Save report and continue. Or go to Reports, then Saved reports, find Due and overdue gas safety, by agent, choose the agent and how far ahead to look, and choose Save and open their due list.
2. 2Manifold makes a report named after the agent: their properties that are overdue or due in the next 60 days (or 30 days, or overdue only, if you choose), longest overdue first, with the address, postcode, the agent’s own reference for the property, the tenant’s name, phone and email, when it is due, the due date, days overdue, when it was last checked and, last, a Service plan column. Service plan says Covered by the plan’s name when an active service plan covers that property’s next gas safety check, and Not covered when none does; it never leaves a property out, so the agent still sees the whole list and which ones the plan will deal with. Properties marked as no longer ours are left out. A report made before the Service plan column existed keeps the columns it was made with; make the list again, or add the column in the report editor, to get it.
3. 3The report opens with its email schedule ready. Choose how often, tick yourself if you want a copy, and the agent’s own email address is offered as one click. Choose Send me a copy now to see exactly what they will get.
4. 4Choose Start emailing. The agent receives a short summary (how many are overdue and how many are due soon) and the full list as a CSV file, in your email branding (the from name and reply-to address under Settings, then Branding), so a reply reaches your office. The same list stays yours to download whenever you need it. Start emailing (Save schedule once one is set up) stays off until it can work, and says why under the button: nobody chosen to send it to, an outside address whose confirmation box is not ticked, or a plan that does not include emailing reports.
5. 5Choosing Set up a due-list email or Save and open their due list again finds the report you saved before instead of making a second one. You can delete it from the report page.

VAT by Month

• Set up VAT by month under Reports, then Saved reports. It uses your dated VAT scheme settings: tax points for standard accounting, receipts and refunds for cash accounting, and the chosen turnover basis and percentage for the Flat Rate Scheme. Payments on account and service-plan receipts retain their own dates. Check scheme-change and migration-quarter warnings before using the figures. If Manifold cannot work out the VAT on a payment that changes a figure in the period, or in any one month of it (a deposit in March and the invoice it is netted off in April can cancel across a whole year yet leave each month wrong), the report shows no figures and says how many payments need review instead. The Download CSV button is hidden, and it cannot be emailed, until each one is resolved in VAT workings (an owner or office user states what Manifold could not record there). A payment that changes none of the period’s figures does not hold the report back.
• Each month shows its invoice count, Box 6 sales, Box 1 VAT, sales gross, sales made while not VAT registered (outside Box 1 and Box 6), and checks for your accountant, with a Total line. Flat Rate Scheme Box 6 includes VAT. On the Flat Rate Scheme the months add up exactly to the figure for the whole period; the odd penny of rounding is placed in the month it arises. Choose how many months it covers: this month, and up to 11 before it. On a cash basis the money columns hold payments received in each month while the invoice count counts every invoice with its tax point in the month, so an invoice that is not paid yet is in the count but not in the money, and the report says so.
• Imported invoices remain excluded on the standard invoice basis. On a cash basis, new qualifying receipts recorded in Manifold can count against them; importing historical payments does not count those payments again.
• Ordinary credit VAT counts in the month of the set-off or refund. Reverse-charge credits reduce Box 6 in the month issued, with nothing in Box 1, so VAT by month follows the VAT export.
• Like any saved report it can be downloaded as a CSV file and emailed on a schedule, for example to your accountant on the 1st of every month.

Aged Debtors

• Choose Create aged-debtors report under Saved reports, or Save aged-debtors report on the Aged debtors card in Invoices or in Today’s Business overview. It shows one row per customer with debt in each age bucket, unused credit and the net balance, with totals. Its columns read Open invoices total, Credit on account, Net balance and Open invoice count, and the summary line gives the as-at date in the app’s date style. Undated invoices stay in their own bucket.
• The report uses current receivables, including imported opening balances, rather than assuming an old invoice marked paid has a recoverable payment date. Invoice dates, cash, credits and refunds follow the same money rules as the aged-debtors panel.

Emailing a Report on a Schedule

• On a saved report, open Email this report (the Email it button on a saved report, and the due-list buttons, take you straight to it) and choose every week on a day of the week, or every month on a day of the month. The morning run sends it early in the morning, UK time, on that day. A monthly day of 29, 30 or 31 falls on the last day of a shorter month. The first send is the first matching day after today.
• Choose who gets it: tick people in your team and type any other email addresses, one per line, up to 20 in all. Each person gets a short summary in the email and the whole report as a CSV file attached. Nobody sees who else it went to: it is sent once, addressed to your own email address (the reply-to under Settings, then Branding, else your business email, else the person who set the schedule up) with everyone on the schedule blind-copied, so you keep a copy too. A report for one person goes to them alone. Nothing is sent when nothing matches, unless you tick Send it even when nothing matches.
• Anyone who is not an active owner or office user is outside your organisation, and so is an engineer (who cannot open these lists) and an agent or landlord with a portal login. Manifold warns that they get the whole report every time it runs, with every column you chose, that it can include tenant names, phone numbers and addresses, and asks you to confirm they are entitled to see it before the schedule saves. Who confirmed it, when, and which addresses is recorded, and an address that was not confirmed is never sent to: a colleague who has since left is not emailed on the strength of another address being confirmed.
• Send me a copy now emails the report to you alone, exactly as the schedule would send it, so you can check it first.
• A schedule is sent on behalf of the person who last saved it. If that person leaves your organisation, is deactivated or no longer has access to reports, the schedule pauses and says why on the report; saving it again, by someone who has access, starts it again. A team member who is deactivated is dropped from the recipients automatically. Removing someone from your team does not edit the schedule, so edit the schedule too if they should no longer receive it. Changing a report’s columns, or which rows it takes, pauses a schedule that goes to people outside your organisation: they were confirmed for the report as it was, so open the schedule and save it to confirm them again. Changing only the name, the order of the columns or the sort does not.
• A report is emailed once for each date it was due, however many times the morning run happens. If a send fails it is tried again on each of the next 2 mornings, then left until its next date; the last sends are listed under Email this report.
• Scheduled emails are part of scheduled exports: the plan has to include them (see CSV Exports and Destinations), and, like scheduled exports, they stop while the account is not active and start again when it is.
• Every change to a schedule, every test send and every scheduled send is written to the audit log with the number of rows and recipients.

Who Can Use Saved Reports

• Owners and office users can make, open, change, download, delete and email saved reports. Engineers and client portal users cannot see them, and a saved report is never shown in the portal.
• Every owner and office user of the organisation sees every saved report and who made it, and can change it. A report runs as the person who opens it, so it shows what that person can see on the list page.
• The one exception is Job profit (Set up Job profit, under Saved reports): one line per job with the invoiced net, parts, orders, costs, labour (with the minutes of recorded time that had no hourly cost, which are counted as nothing), profit and margin, and a Total. It is the owner’s alone, so the office cannot see, open, change, download or schedule it, and a schedule pauses if the person who set it up can no longer see job profit. It can be emailed to you and to people outside your organisation whom you confirm, such as your accountant, but never to your office team or engineers, because its labour would let them work out an hourly cost: the schedule will not save with their address, and a send leaves it out. Emailed, it says how many jobs it lists and how many it left off, or that no figures were produced. See Purchasing.
• The email a schedule sends goes out in your email branding: the from name and reply-to address under Settings, then Branding.