Saved reports
Ask for a list in a sentence, or build it field by field, and keep it with one click. A saved report runs again each time it is opened, so it is always current. It can be pinned to Home, e-mailed each day, week or month, shared with colleagues, downloaded as CSV, and opened group by group down to each record. Every reader sees it as themselves: only the records they may see.
Where: Reports → Saved reports, the assistant (top bar), and Home. Over the API it is the
saved reports API; an AI assistant uses the MCP tools
saved_report_sources, run_report, list_saved_reports, run_saved_report, save_report,
update_saved_report and delete_saved_report. Saved reports are a feature module of their own
(ADR-0102).
Ask the assistant
Say what you want to see: "unpaid invoices over 10,000 in Germany by sales person", "deals closing this quarter", "what we spent last month by account". The assistant builds the report and shows it beside its answer, run as you see it. Save keeps it under the assistant's title; Open to change opens it in the builder first. The assistant says in a sentence what it found; it does not repeat the rows.
Build one
New report opens the builder. The result below it changes as you go.
- Records: what the report lists (the table below).
- Columns: the fields shown, in order. Left empty, the usual ones.
- Conditions: each a field, how it compares (is, is one of, more than, from, until, between, contains, is empty …) and a value. All of them must hold.
- Group by: one line per value, with the count and the amounts added up (Add up). Amounts in a record's own currency are grouped per currency as well: amounts of different currencies are never added together. Each group opens the rows behind it.
- Order by: a field, or in a grouped report the count or a sum; largest or latest first.
Dates keep a report current when they are counted from today: today, today-30, today+7,
start_of_week, start_of_month, end_of_month, start_of_quarter, end_of_quarter,
start_of_year, end_of_year, start_of_last_month, end_of_last_month,
start_of_last_quarter, end_of_last_quarter, start_of_last_year, end_of_last_year, or a day
such as 2026-10-01. "Today" is the company's, in its time zone. A person is me (whoever reads
the report), a name or an e-mail, so one report "my open deals" shows each reader their own.
A report shows at most 500 rows or groups (100 unless asked); the totals always count every row found, and the CSV holds what the report shows.
| Records | Fields |
|---|---|
| Invoices and credit notes | Type, number, status, payment (open, overdue, paid), customer, country, date, due date, days overdue, currency, net, tax, total, open amount, total in company currency, sales person (the customer's owner) |
| Bills and vendor credit notes | The same, with the vendor and the vendor's invoice number |
| Customers | Code, name, country, town, status, currency, payment terms, e-mail, VAT number, created, sales person, credit limit |
| Vendors | Code, name, country, town, status, currency, payment terms, e-mail, VAT number, created |
| Deals | Number, title, customer, country, stage, type, forecast category, sales person, source, probability, currency, amount, expected close, closed on, created |
| Leads | Number, name, company, e-mail, country, status, source, sales person, created |
| Payments | Number, direction, customer or vendor, payment date, status, currency, amount, on account, reference |
| Purchase orders | Number, vendor, status, order date, expected, currency, net |
| Subscriptions | Number, title, customer, country, status, billing, start, term ends, next invoice, renews by itself, currency |
| Journal lines | Entry, posting date, account, account name, account type, description, source, debit, credit, amount (posted entries only, in the company's currency) |
| Products | Code, name, type, unit, active, created |
Keep, pin and share
Save gives the report a name (the kind of record unless you type one) and, if you tick it, pins it to your Home. On a report:
- Pin to Home puts its first lines on your Home, each opening the whole report. Anyone who may open a report may pin it to their own Home.
- Download CSV: the report as a spreadsheet, in your language.
- Share: with everyone in the organization or with some people. They open it as themselves, so the same report can show them fewer rows. Taking someone off also takes it off their Home.
- Change, Rename and Delete are for the person who saved it. Anyone else can Save a copy and change that.
A person keeps up to 200 reports.
E-mail it
E-mail it sends the report each day, each week on a weekday or each month on a day (1 to 28), at an hour in the company's time zone, to its owner and people it is shared with. Each recipient gets it as they see it, in their own language: the first lines in the e-mail, the whole report as a CSV attached, and a link to open it. Someone who may no longer open the report gets nothing. Send now sends it at once (once every five minutes); Stop e-mailing ends the schedule. If an e-mail could not be sent, the report says why. A test copy never sends e-mail.
Rules
- A report never shows more than its reader may see: the company's records they may open, and where the organization limits customers and deals to their owner or team, only those.
- A saved report keeps what was asked, never the rows: each opening, e-mail and download runs it again.
- Saving, changing, sharing and deleting a report are in the audit trail.
Sample companies
The demo company CH01 has three: Unpaid invoices by sales person (shared with everyone, e-mailed each Monday, pinned to Home), Deals closing this quarter (pinned) and Expenses last month by account.