For bookkeepers and practices on Xero
Every client gets a plain-English update from you every Monday. You write none of it.
Connect your clients' Xero files once. Each Monday, every client gets a short email with their cash, sales, profit, who owes them and one thing to do this week, prepared by your practice, with replies to you, so the questions it raises come to you.
- The trial covers up to 15 client organisations.
- No card.
- Read-only access to Xero.
Rather not share real figures yet? Try it on Xero's Demo Company: every Xero login includes a free one with realistic sample figures, so no real numbers are shared.
Tui Ledger Bookkeeping via ReportPilot to youMon 07:00
Harbour Street Physio: cash $61.5k (+$476) · 3 invoices overdue
Harbour Street Physio · Mon 2 Nov
Sales so far in November are $5.5k of your $85k goal (6%), with 28 days to go.
One thing to do this week
Chase Workcover NSW for $3.2k
It is 47 days overdue. A short call, or a reminder with the invoice attached, is a good start.
- Cash in the bank
- $61.5k
- +$476 since 31 Oct
- Sales in November so far
- $5.5k
- too early to compare
One Monday email per clientSample
- 07:00 Harbour Street Physio Sent
- 07:00 Kauri Joinery Ltd Sent
- 07:00 Lantern & Loaf Bakery Sent
- 07:00 Your next client Next
A sample client email, sent under a practice's name. Read the whole email
Under your name
From "Your Practice via ReportPilot", a "Prepared by" line, Reply-To set to you. Add the owner, a partner or the board; each gets their own copy, their own unsubscribe link and a dashboard link that needs no login.
One screen per client
A dashboard per organisation with 24 months of sales, profit, cash and receivables, the week's ranked insights, overdue customers and costs that moved. Switch clients in one click.
Connections that do not quietly die
Xero connections expire when unused. ReportPilot refreshes every organisation daily and emails you straight away if one needs reconnecting.
Included: report packs
The month-end pack, sent on time, checked by you first
Pick reports, the period, a weekly, monthly or quarterly schedule in the client's timezone, up to 20 recipients and a cover note. On the day, ReportPilot pulls fresh figures from Xero and builds one PDF, an Excel workbook and CSVs. With approval mode on, the pack comes to you first with an "Approve & send" link; nothing reaches a client until you click.
- Profit and Loss
- Balance Sheet
- Trial Balance
- Executive Summary
- Budget Summary
- Aged Receivables Summary
- Aged Payables Summary
- Bank Summary
- Unpaid Invoices
- Invoices Raised
- Draft Invoices
- Unpaid Bills
Kauri Joinery: September numbers
From Tui Ledger via ReportPilot | Reply-to [email protected] | Mon 3 Oct, 8:00
Kia ora Aroha and Dave,
Attached are September's management reports. Debtors over 60 days are on page 5; happy to go through them on Thursday.
Tui
Kauri Joinery Ltd
Profit and Loss
1 Sep 2026 to 30 Sep 2026
| Income | |
| Joinery contracts | 131,962.40 |
| Kitchen installs | 44,880.15 |
| Repairs and maintenance | 8,410.00 |
| Total Income | 185,252.55 |
| Less Cost of Sales | |
| Timber and sheet materials | 49,904.30 |
| Gross Profit | 104,551.08 |
Illustration with made-up figures. Open a full sample PDF.
Referral programme
A free month for every client who subscribes
- Every ReportPilot account has its own referral link (in the app, under Refer). Business owners can also press "Send this to my bookkeeper": we send their bookkeeper one email from them, with replies going to them, and never send it again.
- When someone signs up through your link, a client on their own Owner plan or another bookkeeper, and their subscription becomes paid, we credit one month of your plan to your ReportPilot account (Bookkeeper: $49; Practice: $129). The credit sits on your Stripe balance and comes off your next invoice.
- Still on the free trial? The credit waits and is applied once you subscribe.
- Up to 12 free months a year. A sign-up that connects a Xero organisation you have already connected yourself does not count.
Business owners earn the same way: refer your bookkeeper, and when they subscribe you get a month of your own plan free.
Fair questions
What bookkeepers ask first
Will clients think software is doing my job?
The email comes from "<your practice> via ReportPilot", says "Prepared by <your practice>", and replies go straight to you. It does the weekly arithmetic; the conversation it starts ("why did timber jump?", "can we chase Fletcher?") is yours.
Will a client get an email the moment I connect their file?
No. Each client's weekly email starts addressed to you only, on Monday at 07:00 in the client's timezone, so you see what it says first. When you are happy, add the client's address in that client's email settings, and take yourself off if you like. You can also switch a client to monthly, change the day and time, or pause their email.
Do I need a separate login for each client?
No. Sign in with the Xero login you already use for your clients' files and choose which organisations to connect. Come back to add more at any time. Each organisation gets its own email settings and dashboard, and the trial covers up to 15 of them.
What about the reports I already send?
Keep sending them, on autopilot. Report packs bundle Profit and Loss, Balance Sheet, aged receivables and nine more into one PDF, Excel or CSV pack, on a weekly, monthly or quarterly schedule, with an approval step before anything reaches a client.
See report packs in the demoHow is this different from Fathom, Syft or Spotlight Reporting?
ReportPilot is the lighter tool: no consolidation, forecasting or benchmarking. It sends each client a plain-English weekly email under your name and your scheduled report packs, at a flat price per plan (15 organisations for $49 a month). If a few clients need a full suite, you can keep it for them and use ReportPilot for the rest.
Xero reporting apps comparedIs client data safe?
Read-only access through Xero's own sign-in, encrypted tokens, one connection per organisation that you or the client can revoke at any time. Each client's figures are only ever shown to the addresses you add for that client.
Security and data handlingFree tools and guides
Free for bookkeepers, no sign-up
A commentary tool that runs in your browser, and plain guides to getting Xero reports to clients.
- Management accounts commentary generator Free tool
- Software for bookkeepers: the tools a small practice actually needs Guide
- Xero reporting tools compared: Fathom, Syft, Spotlight Reporting and Joiin Guide
- How to email a Xero Profit and Loss automatically every month Guide
- How to send a monthly management pack from Xero Guide
- Automating aged receivables reminders to directors Guide
Pricing
Bookkeeper $49 for 15 clients. Practice $129 for 50.
Per month, USD. Client-branded insight emails, dashboards, report packs and approval mode on both. 14 days free, no card.
Next Monday, 7am
Give every client a calmer Monday
Connect a client's Xero file in about two minutes. The trial covers up to 15 client organisations, with no card.
Rather not share real figures yet? Try it on Xero's Demo Company: every Xero login includes a free one with realistic sample figures, so no real numbers are shared.
- Read-only. Nothing in Xero changes.
- No card for the 14-day trial.
- Cancel any time.