Buildium: Schedule Automated Report Delivery to Board Members

In Buildium, go to Reports, open the report you want, use Schedule (or Email then Schedule), set the frequency, recipients (board members), and format (PDF/Excel), then save and run a quick test send to confirm delivery.

 

Before scheduling (so it works the first time)

 

• Confirm permissions: the user setting this up must have access to Reports and the specific report type (financials often require higher permissions).
• Confirm board emails: each board member needs a valid email in Buildium (usually under Contacts or People). If an email is missing or mistyped, the schedule “works” but nobody receives it.
• Confirm the report is stable: set the report filters first (property/association, date range, cash vs accrual). Scheduled reports usually send exactly what is currently configured.

 

Step-by-step: schedule automated delivery

 

• Open Reports from the main menu.
• Find the report (example: Balance Sheet, Income Statement, Delinquency, Budget vs Actual) and open it.
• Set the correct filters:
  • Association/property (pick the HOA).
  • Date range (example: “Last month” or “Month to date”).
  • Accounting basis if shown: Cash means money actually received/paid; Accrual includes bills/income when incurred.
• Click Schedule (sometimes inside an Email or Export menu).
• Choose Frequency (monthly is most common for boards; weekly for delinquencies).
• Choose Delivery day/time. Pick a time after month-end close if it’s a monthly financial packet.
• Select Recipients:
  • Add board members individually, or select a saved group if Buildium offers it.
  • Use CC/BCC only if needed for privacy (BCC prevents board members from seeing each other’s emails).
• Select Format:
  • PDF for clean board packets.
  • Excel/CSV if the treasurer needs to sort/filter.
• Add a clear subject line (example: “HOA Monthly Financials – [Month Year]”).
• Click Save.

 

Validate it (even if all requirements are already met)

 

• Send a test: use “Send now” or temporarily schedule it a few minutes ahead, then confirm receipt.
• Open the attachment: confirm the date range and HOA are correct.
• Check spam/quarantine: if a board member doesn’t receive it, have them check spam and any corporate email quarantine.

 

Common mistakes and quick fixes

 

• Wrong date range: change the report filter to a relative range (like “Last month”) so it updates automatically.
• Board member changed email: update the contact record, then edit the schedule recipients.
• Report shows unexpected numbers: confirm cash vs accrual and whether the HOA is fully closed for the month.

 

When to contact Buildium support

 

• No Schedule option appears for that report or account.
• Scheduled emails show as sent but never arrive for multiple recipients.
• Permission errors even for admin users.