Who is this for?
StoreHub merchants who use BackOffice reports and want a report sent to their own inbox, to a business partner, or to their accountant. Useful if you run more than one outlet, or if someone outside StoreHub needs your numbers regularly.
Overview
You no longer have to open BackOffice and download a report by hand every time someone needs it. From a sales report page you can now:
Send the report you are looking at to one or more email addresses.
Set up a schedule so the report arrives by email every day, every week, or every month.
Check what was sent, download any past file again, or send it again.
Report email is available on 11 report pages: 'Sales over time', 'Products', 'Product Categories', 'Variants', 'SKUs', 'Transaction Channel', 'Payment Method', 'Pre-Ordered Items', 'Promotions', 'Tax Report' and 'Employee Performance'. The 'Shifts' and 'Stock Loss Report' pages do not have it.
Before You Begin
You can sign in to BackOffice.
Your account has access to the 'Reports' section. If you cannot see 'Reports', ask your account owner to give you access. See How to Manage Your Employees.
You have the email addresses you want to send to. The people you send to do not need a StoreHub account.
Report email is available on the Advanced Plan and above. It is also available during a free trial on any plan. If your subscription has expired, report email stops working until you renew. If your plan does not include it, you will still see the buttons, and clicking them shows an upgrade message to 'Upgrade Now'.
Step-by-Step Guide
The examples below use the 'Sales over time' report.
Send a report by email now
Follow these steps to send a copy of your report to an email address right away.
1. Go to 'Reports', then open the report you want to send. In this example, open 'Sales over time'.
2. Set the report up the way you want it sent. Choose your date range, your filters and your 'Group by'. The email carries the same view you have on screen.
3. Click 'Send email'.
4. In 'Recipients', type or paste the email addresses. Separate them with a comma, a space, or a new line. You can add as many as you need.
5. Under 'Format', choose 'Excel', 'CSV', or both.
6. If you want this one email to cover something different from the page, click 'Adjust'. You can change the 'Data range', the stores, the 'Group by' and the filters for this email only. Your report page stays exactly as it was.
7. Click 'Send'. You will see a confirmation, and the email is on its way.
The email opens with a short summary of the headline totals, so the reader gets the gist without opening anything. The report itself comes as an attachment, along with a download link. Very large reports are sent as a link only. The copy in 'Email history' inside BackOffice never expires and does ask for a sign-in.
Set up a scheduled report email
Follow these steps to set up automatic email reports sent to you on a regular schedule.
1. On the report page, click 'Schedule email', then click 'Add schedule'.
2. Under 'What each email covers', set:', then click 'Add schedule':
'Data range': which period each email covers, for example 'Yesterday' or 'Last 7 days'. This moves along with each send, so you always get fresh numbers.
'Stores': 'All stores', or 'Specific stores'. 'All stores' automatically includes stores you add later.
'Group by' and 'Filters': the same options you have on the report page.
3. Under 'When and to whom', set:
'Schedule name': optional, but helpful if you set up more than one.
'Recurrence': 'Daily', 'Weekly' or 'Monthly'.
'Send time': the time of day it goes out, in your own local time.
4. Add your 'Recipients' and choose the 'Format'.
5. Read the summary sentence at the bottom. It spells out what you have just set up, for example "We'll email this report every day at 9:00 AM, covering yesterday's data, for all your stores."
6. Click 'Save schedule'. It now appears in the list for this report.
A few things worth knowing about schedules:
You can set up more than one schedule on the same report, each with its own timing, stores and recipients. For example, a daily one for yourself and a monthly one for your accountant.
If you choose 'Weekly', the week runs Monday to Sunday.
Sales data isn't always ready right after your store closes. Check the 'Data last updated time' on your report banner to help you decide when to schedule your report.
A schedule always uses the store access of the person who set it up, checked again every time it sends. If that person later loses access to a store, the report stops including that store.
Pause, edit or delete a schedule
Follow these steps to temporarily pause, edit, or remove an existing email schedule.
1. On the report page, click 'Schedule email' to see your schedules.
2. Use the toggle on the schedule to pause it. It stops sending straight away and nothing is deleted. Switch the toggle back on to start it again.
3. Click 'Edit' to change any part of the schedule, or the bin icon to delete it.
If your schedule says 'Schedule paused': Look at the notification bell in BackOffice to see what happened. You must fix the problem before turning it back on. If a status says 'Partially sent', it means only some people got the email. Check the troubleshooting table below for details.
Check what was sent, or send it again
Follow these steps to view your sent email history or resend a report.
1. On the report page, click the '...' button next to 'Download', then click 'Email history'.
2. Each row shows what the report covered, whether it was sent, and when. Click 'View recipients' to see who it went to and whether each address received it. You can search by recipient or file name, and filter by status. An email that is still being prepared shows 'Sending...'. Wait for it to finish before you send the same report again.
3. To download that file again, click 'XLSX' or 'CSV'. There is no time limit, and old files stay available.
4. To email the same file again, click 'Send'.
Troubleshooting
Issue | Solution |
I cannot see 'Send email' or 'Schedule email' on my report page | Report email is not switched on for your business yet, or you are on a report that does not have it. It is available on 11 report pages, and not on 'Shifts' or 'Stock Loss Report'. Contact StoreHub Support and ask about report email. |
I click 'Send email' and get a message about upgrading | Report email is not included in your current plan. Contact StoreHub Support to talk about your options. |
My scheduled email stopped arriving and the schedule has turned itself off | This usually means the person who created the schedule lost access to the stores it covers, or the subscription lapsed. Check the reason shown on the schedule, fix the cause, then switch it back on. |
My scheduled report is missing one of my outlets, but no error was shown | This happens when the person who set up the schedule lost access to that outlet. The report keeps arriving with the outlets they can still see. Restore their access, or set the schedule up again under an account that can see every outlet you need. |
The person who set up the schedule has left the company | Their schedules stop and cannot be started again by anyone. Create a new schedule under an account that is still active. |
The numbers in the email look slightly behind what I see on screen
| Sales data isn't always ready right after your store closes. Check the 'Data last updated time' on your report banner to help you decide when to schedule your report. |
The schedule shows ON, but no email arrived and there is no error message. | This usually happens for two reasons:
1. Lost store access: The person who created an "All Stores" schedule no longer has access to those stores.
2. Account plan ended or changed: Your subscription plan expired right before the email was set to send.
How to fix: Check your subscription status in BackOffice or ask an active store admin to recreate the schedule. |
My report email has not arrived, and 'Email history' still says 'Sending...' (the schedule is still on) | Your email is not lost. BackOffice is still trying. If your report cannot be created on the first try, BackOffice tries again on its own, up to 3 times. Most emails that need a retry are sent or marked as failed within about 10 minutes. When the reporting system is very busy, the last try can come about an hour and a half after the first. If the row changes to failed, open the report page and click 'Send email' to send it again. If it still says 'Sending...' after 2 hours, contact StoreHub Support via Live Chat. |
FAQs
1. Can I get my sales report emailed to me automatically every morning?
Yes. Open the report, click 'Schedule email', then 'Add schedule'. Choose 'Daily', set the time you want, add your email address and save.
2. Can I send a report to my accountant if they do not have a StoreHub account?
Yes. You can send to any email address, and they do not need a StoreHub login to receive it or to open the file.
3. Which reports can I email?
11 of them: 'Sales over time', 'Products', 'Product Categories', 'Variants', 'SKUs', 'Transaction Channel', 'Payment Method', 'Pre-Ordered Items', 'Promotions', 'Tax Report' and 'Employee Performance'. 'Shifts' and 'Stock Loss Report' do not have report email.
4. Do I get the report as an attachment or as a link?
Both. The report is attached to the email, and there is also a download link. If the report is very large, it is sent as a link only.
5. How long does the download link in the email work for?
7 days, and it does not ask anyone to sign in. The copy in 'Email history' inside BackOffice never expires.
6. Will I still get an email if there were no sales that day?
Yes. It arrives marked as having no data, so you know the report ran and nothing was missed.
7. If I choose 'Weekly', when does the week start?
Monday. A weekly report covers Monday to Sunday.
8. How do I stop a scheduled report email?
Open the report page, click 'Schedule email', and switch the schedule's toggle off. It stops sending straight away and nothing is deleted, so you can switch it back on whenever you want. Use the bin icon only if you want it gone for good.
9. My scheduled report stopped, and the reason mentions access to reports.
A schedule keeps running only while the person who created it still has access to the 'Reports' section. If their permissions change and 'Reports' is switched off for them, the schedule pauses and stops sending it even though they may still have access to all the same stores. Give that person access to 'Reports' again and switch the schedule back on, or set the schedule up again under an account that has it. See How to Manage Your Employees.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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