Saved reports

A saved report remembers how you looked at a report: its filters, its columns, its file type, its header and totals, its title and note, and its period. Open it any time from the report's menu, or set it to be made and emailed on a schedule. Every plan has saved reports.

Save a report

The name starts as the title, or the report's name if the title is blank. Quanta confirms with Saved "name".

On the Detailed and Summary reports the Period can be:

• Last month, This month, Last week, This week, Last quarter or Last year, which move on by themselves. The saved report is worked out on the day it is opened or runs. A run on 1 October covers September for Last month.
• These dates, which repeat the same dates every time. It starts with the dates on screen.

A range that a saved report can't repeat, such as the page's default of the last 90 days, is saved as those exact dates, and the form says so. Pick another period if you want it to move on.

The Budget and Uninvoiced reports have no period. Their saved reports show each run As of the day it is made.

Saving a Detailed report needs the permission to export the Detailed report, as well as the permission to open it.

Open a saved report

Each report page has a Saved reports menu next to Export. Its button shows the name of the saved report you are looking at, or reads Saved reports when you are not looking at one. The menu lists the saved reports for that report, each with its period, and a link to All saved reports. If there are none it says None yet. Save one from Export.

Choosing one reopens the page with its filters and today's period, and the Export dialog starts with its file type, header, totals, title and note. Change any of them, then choose Export. If you can change the saved report, the bottom of the dialog offers two choices side by side: Update "name" saves over it, and Save as new keeps it as it is and makes another, named "name (copy)" until you rename it. If you can't change it, the dialog only offers Save as a saved report.

The Saved Reports list

Analytics → Reports → Saved Reports lists every saved report you can open, for all reports. The item appears for anyone with the report permission. If saved reports are switched off for a workspace, the page says they aren't available on this workspace right now.

Each row's menu has Open for everyone. The person who saved a report, and a workspace admin, also see Edit, Run now and Delete.

Run now makes this period's report as you, for review, and opens its run page. It never sends by itself. If the period already has a run that hasn't gone out, that run is made again.

Delete asks first: Are you sure you want to delete "name"? Its schedule stops too. This action cannot be undone. The report's run files are deleted with it. Its run history stays, without the files.

Edit a saved report

Edit opens the Edit saved report sheet. It has three tabs, Details, Schedule and Runs, and Cancel and Save Changes at the bottom.

To change a saved report's filters or header, open it, choose Export and click Update "name". The sheet changes its name, period and schedule only, so its filters always match what the report page produces.

If you can open a saved report but can't change it, the sheet is read-only. Its recipients are not shown to you either.

Details

• Name, up to 120 characters.
• Period, on the Detailed and Summary reports. With These dates, From and To appear. Choose both dates, or neither for all time.

Schedule

• Run on a schedule turns scheduling on. If the switch is greyed out, scheduled reports aren't available on your workspace right now.
• Repeats: Weekly, Monthly or Quarterly. Turning the switch on starts it as Monthly.
• At: the hour, from 00:00 to 23:00, in the workspace's time zone.
• On: a weekday for weekly schedules. For monthly, the day of the month from the 1st to the 28th, so every month has it. For quarterly, the day falls in January, April, July and October.
• Send to: the recipients. Type an address and press Enter (or a comma) to add it, as on an invoice's Send form. Pasting a list adds each address. Remove one with its x. Up to 20. The hint reads Anyone, inside the workspace or not. Each gets their own email, with replies going to the schedule's owner.
• Review before sending, on by default. See below.
• Next run shows the day and hour of the next run, and whose access it runs as.

Scheduled runs use the workspace's time zone. Quanta checks for due runs about every 15 minutes, so a run can start up to about 15 minutes after its time.

Runs

The Runs tab lists the latest runs you can open, with their period and status. It says No runs yet. A run starts each time the schedule fires, or when you choose Run now. until one exists.

Who owns a schedule

A schedule runs with the access of whoever turned it on or last changed it. That person is its owner, and the report is made the way they would see it. The owner's name appears in the Next run line, and replies to the emails go to them.

Saving a schedule someone else owns makes you its owner. The sheet says so before you save: Saving makes you the owner of this schedule. Its runs and replies will be under your name.

If the owner leaves the workspace, is deactivated, or loses access to the report, the schedule pauses. Each workspace admin gets an email, Schedule paused: name, with a button to Open saved report. The Schedule tab then says Paused: its owner can no longer run it. Turn the schedule on again to take it over. Turning the schedule on again makes the new person the owner.

If reports are switched off for the workspace, or the workspace is deactivated, the schedule pauses with Paused: reports are switched off for this workspace, or it was deactivated. It picks up again by itself. It starts again on its next due time once that changes.

Review before sending

Review before sending is on by default.

• On: the run is made and waits for you. The owner gets an email, Ready to review: name (period), with the file attached when it fits and a button to open the run. Nothing goes to the recipients until you send it from Quanta.
• Off: the run goes to the recipients by itself, unless some time in its period isn't approved yet. Then it is held (below). With review off, a schedule needs at least one recipient. Quanta refuses to save the schedule otherwise, with Add a recipient, or turn on Review before sending.

A saved report with review on and no recipients still makes its runs, and the owner is told It has no recipients, so it stays here.

For its first 30 days, a new schedule keeps Review before sending on, and so does a schedule for 30 days after it gets a new recipient. The switch can't be turned off until then, and the Schedule tab says until when. That way a person checks what goes to a new address before Quanta sends anything by itself.

Held runs

Holds only happen in a workspace that approves timesheets. When review is off and some time in the period isn't approved, the run is Held back and nothing is sent. The owner gets Held back: name (period), with the file attached when it fits. The run page then shows a Time not approved yet card, one row per person with their hours and their state: Not submitted, Waiting for approval, or Not submitted, waiting for approval. In a workspace that doesn't approve timesheets the card reads Nothing outstanding.

From the run page you can Regenerate it once the approvals are in, so the report carries the latest time, or Send it as it is.

See Approving timesheets for how approvals work.

Run page

Each run has its own page, opened from the owner's email, the Last run column, or the Runs tab. The page title is the saved report's name, with a status badge.

The statuses are:

• Ready to review: waiting for you to send it.
• Held back: time in the period isn't approved yet.
• Sent: it went to the recipients, on a date, automatically or by a named person.
• Skipped: someone chose Skip.
• Failed: the page shows why, for example that the report could not be made, its files could not be saved, or it is too large to email.

While a run is Ready to review, Held back or Failed, its actions are:

• Skip marks it skipped. A sent run can't be skipped, and a skipped run can't be sent.
• Regenerate makes its file again for the same period, with the latest time, and puts it back to Ready to review. A sent run can't be regenerated.
• Send asks Send this report? Each recipient gets their own email with the report's file. Send is unavailable with no recipients. A file over 15 MB can't be attached, so Send is refused with This report is too large to email. Download it from Quanta instead. Download the file from the Files card and send it yourself.

Each run makes the file type its saved report was saved with: a PDF, Excel or CSV file. The Files card has its download. The Recipients card lists who the report goes to, or after sending, who it went to. Edit the saved report opens its schedule.

Who can open a run

A run shows what its maker could see, so only the person who made the run can open it (for a scheduled run, the schedule's owner). A workspace admin can also open it. Anyone else who opens the link sees that the run isn't available.

The Runs tab and the Last run column only show each person the runs they can open.

Nothing is sent from an email link. The email opens the run page, and you press Send there.

Emails

Recipients get the report from Workspace via Quanta, with replies going to the owner. The subject is the report's title and period, with the period in the workspace's date format. With the default format it reads like Detailed time report for September 1, 2026 to September 30, 2026, and an as-of report like Budget report, as of October 18, 2026. The message says the report is attached and names the workspace. Each recipient gets their own email, so nobody sees who else received it.

The owner gets these, each with a button to the run:

The run's file is attached when it is 15 MB or less. A larger file isn't attached. Download it from the run page instead. With review off, a scheduled run whose file is over 15 MB isn't sent: it is marked Failed with that reason, and the owner gets Couldn't run.

Limits

• A saved report's name is up to 120 characters.
• A schedule can have up to 20 recipients.
• A workspace can have up to 200 saved reports, and up to 50 of them on a schedule.
• A workspace that has never paid for a subscription, including one in its trial, can have up to 3 reports on a schedule. Quanta says so if you try to schedule a fourth: Until this workspace has a paid subscription, it can have up to 3 scheduled reports. Turn one off to schedule another.