PBRS (Power BI Report Scheduler) automates the work between creating a report and getting it into the right hands. It schedules, personalizes, exports, packages, protects and distributes reports from Microsoft Power BI Service, Power BI Report Server, Power BI Paginated Reports and SQL Server Reporting Services (SSRS).
PBRS is for BI, IT, finance and operations teams that spend too much time exporting reports, changing filters, assembling attachments and sending different versions to different people. It is particularly useful when reporting needs extend across customers, departments, locations or business partners, each with their own requirements.
For example, a finance team can automatically send each customer a package containing only that customer’s reports. A regional operations team can deliver a different workbook to every location. An IT team can coordinate dataset refresh, report generation and delivery without someone having to check each stage manually.
PERSONALIZE REPORTS WITHOUT MAINTAINING A SEPARATE WORKFLOW FOR EVERY RECIPIENT
PBRS uses SQL or JSON data to determine what each recipient receives. Data-driven schedules can control reports, filters, parameters, output formats, filenames, email messages, passwords and supported delivery destinations.
This goes beyond sending the same report to a mailing list. One workflow can generate different outputs for each customer, account, department or location, using the recipient data and reporting rules you configure.
As requirements change, teams can update the data that drives distribution rather than manually rebuilding each recipient’s schedule.
DELIVER COMPLETE REPORT PACKAGES
When recipients need several reports, PBRS can run them as one coordinated package and deliver the completed outputs together.
Packages can contain reports from Power BI Service, Power BI Report Server, Power BI Paginated Reports and SSRS. Each report can have its own filters, parameters, format and processing order.
Send the resulting files as attachments in one email, place them in a ZIP archive, merge them into an ordered PDF with bookmarks, or consolidate applicable Excel outputs into a workbook with separate tabs.
Data-driven packages can also determine which reports belong in each recipient’s delivery. This helps replace the recurring work of exporting, renaming, checking and collating files before sending them.
SCHEDULE AROUND YOUR BUSINESS
Run reports hourly, daily, weekly or monthly, or use custom calendars for requirements such as business days, every other day, the third Monday of the month and 4-4-5 reporting periods. Configure exceptions and blackout dates when reports should not run.
Reporting can also respond to supported business events, such as a database record changing, a file arriving, an unread email being received or data appearing on a monitored port.
PBRS runs unattended as a Windows service, helping teams automate reporting that would otherwise depend on someone remembering to start the process.
COORDINATE DELIVERY WITH DATASET REFRESH
A report delivered on time is only useful if its data is ready. PBRS can coordinate Power BI dataset refresh with report generation and delivery, monitoring refresh completion before continuing the workflow.
Teams can also schedule refreshes independently or configure refresh activity before or after reporting, according to their requirements.
This helps reduce the manual checking and timing assumptions involved in distributing reports after a data update.
CREATE THE OUTPUTS PEOPLE NEED
PBRS supports automated exports in formats appropriate to the reporting source and workflow.
For Power BI visual data, teams can export summarized or underlying data to Excel and CSV. Excel automation includes formatted, data-only and template-based outputs, with options to organize multiple exports across worksheets.
PDF workflows can export complete reports or supported visual data, combine outputs into one document and apply protection before delivery. Available PDF controls include passwords, encryption, permissions, watermarks and expiry settings.
Other export formats are available for supported report types. Format availability and data limits depend on the reporting source and export method.
REACH PEOPLE INSIDE AND OUTSIDE YOUR ORGANIZATION
Deliver reports through email, Microsoft Teams, SharePoint, OneDrive, Google Drive, Dropbox, Slack, Google Sheets, FTP/SFTP, network folders, printers and other supported destinations.
Exported files can be sent to customers, suppliers and partners without requiring those recipients to sign into Power BI to open the delivered documents.
Personalize the email subject and message, include report attachments, or embed supported report output in the email body. Each recipient can receive the content, format and delivery method appropriate to their role.
MANAGE UNATTENDED REPORTING
PBRS includes execution history, notifications, configured retries and blank-report handling so teams can monitor recurring reporting and respond to exceptions.
Pre-processing and post-processing tasks can support the wider workflow around report generation. These controls help reduce the need to supervise each run or manually recover every failed delivery.
CONNECT REPORTING TO YOUR APPLICATIONS
The PBRS REST API lets developers connect reporting automation with business applications and customer portals.
Applications can create and manage supported schedules, trigger execution and inspect processing status while PBRS handles the configured reporting workflow.
For customer portals, your application controls authentication, permissions and the reporting options customers can select. PBRS provides the automation behind those approved choices.
WHY TEAMS CHOOSE PBRS
Native Power BI subscriptions and Power Automate can meet straightforward delivery requirements. PBRS is designed for organizations that need more control over recipient-specific reports, custom schedules, multi-report packages, document protection, delivery destinations and operational recovery.
It brings these reporting tasks into one centrally managed application, helping teams reduce repetitive manual work and the number of custom workflows they must build and maintain.
PBRS is installed in a Windows environment and supports both cloud and on-premises Microsoft reporting sources. Microsoft licensing, capacity requirements and available export methods depend on the report type and configuration.
Average Rating: 4.3/5.0
Total Reviews: 10
How Do G2 Users Rate PBRS (Power BI Report Scheduler)?
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Has the product been a good partner in doing business?: 8.3/10 (Category avg: 8.8/10)
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Ease of Use: 7.9/10 (Category avg: 8.8/10)
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Ease of Admin: 7.8/10 (Category avg: 8.7/10)
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Quality of Support: 8.1/10 (Category avg: 8.6/10)
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Who Uses This Product?
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Company Size: 70% Medium, 30% Small
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