Export Data

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Overview

Export your invoice and expense data to CSV format for import into accounting software or custom analysis. Every supports preset formats for popular platforms plus fully customizable exports. Key capabilities:

• Preset formats for QuickBooks Online, Xero, and Wave
• Customizable column selection and ordering
• Date range and status filtering
• Live preview before download
• Save custom templates for reuse
• Fork presets to create custom variations

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Quick Start

Basic export: Data → Export → Select type (Invoices/Expenses) → Choose format → Set date range → Preview → Download CSV Custom export: Choose “Custom” format → Select fields → Reorder columns → Preview → Download Fork a preset: Select preset (e.g., QuickBooks) → Click “Customize” → Modify fields → Save as template

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Export Types

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Invoice Export

Export invoice data with flexible row models and comprehensive field selection. Row Models:

• Invoice Summary: One row per invoice with totals
• Line Item Detail: One row per line item (for detailed accounting)

Available Fields:

• Invoice: Number, issue date, due date, status, payment status, currency, total, reference, notes
• Client: Name, ID
• Line Items: Name, description, quantity, rate, line total, position, discount, tax applied
• Tax: Tax name, rate, region, amount applied
• Computed: Customer email, is_taxable, net amount, tax amount, gross amount, paid date, amount paid, balance due

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Expense Export

Export expense records for accounting and tax reporting. Available Fields:

• Expense: ID, date, amount, description, category, merchant name, receipt URL
• Client: Name, ID (for billable expenses)
• Billing: Is invoiced, invoice number, invoice ID
• Metadata: Created date, user ID

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Preset Formats

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QuickBooks Online

Optimized format for QuickBooks Online invoice import. Format Details:

• 11 columns with QBO-specific headers
• Date format: MM/DD/YYYY
• 2 decimal places for amounts
• Includes: Invoice Number, Customer, Invoice Date, Due Date, Item, Description, Quantity, Rate, Amount, Tax Code, Tax Amount

Import Steps:

1. Click the gear icon in QBO → Import Data → Invoices
2. Browse and select your downloaded CSV
3. Map columns (should auto-match)
4. Review preview → Complete Import

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Xero

Format compatible with Xero’s invoice import. Format Details:

• 9 columns with Xero-required headers
• Date format: DD/MM/YYYY
• Includes AccountCode field (defaults to “200”)
• Headers: ContactName, InvoiceNumber, InvoiceDate, DueDate, Description, Quantity, UnitAmount, AccountCode, TaxType

Import Steps:

1. Go to Business → Invoices → Import
2. Browse and select your CSV file
3. Choose tax-inclusive or tax-exclusive
4. Map fields → Complete Import
5. Review imported invoices in Drafts

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Wave (via Wave Connect)

Format for Wave’s Google Sheets import add-on. Format Details:

• 10 columns optimized for Wave Connect
• Date format: YYYY-MM-DD
• Includes: Customer, Invoice Number, Invoice Date, Due Date, Product, Description, Quantity, Price, Amount, Tax

Import Steps:

1. Install Wave Connect from Google Workspace Marketplace
2. Open Google Sheets → Extensions → Wave Connect → Connect Account
3. Click Extensions → Wave Connect → Upload → Select “Invoices”
4. Click Prepare Input Sheet
5. Paste your CSV data into the sheet
6. Validate → Fix errors → Upload

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Custom Format

Build your own export format with full control over columns. Features:

• Select any combination of available fields
• Drag-and-drop column reordering
• Edit column headers to match your target system
• Save as reusable template

Best for:

• Accounting systems not listed above
• Custom analysis in Excel/Sheets
• Integration with other business tools
• Specific reporting requirements

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Filtering Options

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Date Range

Presets:

• This Month
• Last Month
• This Quarter
• Year to Date
• Last Year
• Custom (pick specific dates)

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Invoice Filters

Revenue Recognition:

• Issue Date: When invoice was created/sent
• Due Date: When payment is due
• Paid Date: When payment was received (for cash-basis accounting)

Status Filters:

• Invoice Status: Draft, Issued, Paid, Overdue, Void
• Payment Status: Unpaid, Partially Paid, Fully Paid

Other Filters:

• Specific clients
• Include/exclude archived invoices

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Expense Filters

Date Mode:

• Expense Date (when expense occurred)

Billing Status:

• All expenses
• Invoiced only (billed to client)
• Not invoiced (unbilled)

Other Filters:

• Category
• Include/exclude archived expenses

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Customizing Exports

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Fork a Preset

Start with a preset format and customize it:

1. Select a preset (e.g., QuickBooks)
2. Click the Customize button next to “Columns”
3. The Field Selector opens with preset columns pre-loaded
4. Add, remove, or reorder columns as needed
5. Edit column headers if required
6. Save as a template for future use

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Field Selector

When using Custom format or forking a preset: Available Fields Panel (left):

• Fields organized by category (Invoice, Client, Line Item, Tax, Computed)
• Click any field to add to export
• Star icon indicates recommended fields
• Checkmark shows already-selected fields

Export Columns Panel (right):

• Shows selected columns in order
• Drag to reorder columns
• Edit column headers (click the text)
• Use arrow buttons to move up/down
• X button to remove

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Column Types

Field Columns: Direct data from your records (invoice_number, client_name, amount, etc.) Computed Columns: Calculated values:

• customer_email - Primary contact email
• net_amount - Subtotal before tax
• tax_amount - Total tax applied
• gross_amount - Total including tax
• balance_due - Amount still owed
• is_taxable - Whether tax applies

Constant Columns: Fixed values (e.g., Xero’s AccountCode = “200”)

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Templates

Save export configurations for reuse.

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Saving a Template

1. Configure your export (format, columns, filters)
2. Click Templates → Save Current as Template
3. Enter a name (e.g., “Q4 Tax Report”, “ACME Monthly Invoice”)
4. Click Save

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Using a Template

1. Click Templates dropdown
2. Select your saved template
3. Configuration loads automatically
4. Adjust date range if needed
5. Preview and download

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Managing Templates

• Templates are org-specific (shared with team members)
• Delete templates from the Templates dropdown (hover and click trash icon)
• Templates save: format, columns, filters, date mode settings

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Preview & Download

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Generate Preview

Click Generate Preview to see:

• Sample of first 10 rows
• Total row count
• Warnings about potential issues
• Exact column headers

Always preview before downloading to catch:

• Missing data in key columns
• Wrong date format for target system
• Unexpected empty values
• Column order issues

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Download CSV

Click Download CSV to generate and download your export. Filename format: {OrgName}_{type}_{startDate}_to_{endDate}.csv Example: Acme_Corp_invoices_2024-01-01_to_2024-12-31.csv

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Common Workflows

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Monthly QuickBooks Sync

1. Go to Export → Invoices
2. Select QuickBooks format
3. Set date range to “Last Month”
4. Filter to “Issued” and “Paid” status
5. Preview → Download
6. Import to QuickBooks

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Year-End Tax Export

1. Export → Invoices
2. Select Custom format
3. Choose: Issue Date, Client, Amount, Tax Amount, Payment Status
4. Date range: Last Year
5. Download for accountant

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Expense Report for Tax Filing

1. Export → Expenses
2. Date range: Last Year
3. Preview to verify categories
4. Download CSV
5. Provide to accountant with receipt documentation

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Custom Analysis

1. Export → Invoices (or Expenses)
2. Select Custom format
3. Add all fields you need for analysis
4. Download CSV
5. Open in Excel/Sheets for pivot tables, charts, etc.

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Troubleshooting

Export shows 0 rows:

• Check date range includes your data
• Verify status filters aren’t excluding everything
• Ensure you have data in the system for that period

Wrong date format in accounting software:

• Use the correct preset for your platform
• QuickBooks: MM/DD/YYYY
• Xero: DD/MM/YYYY
• Wave/Custom: YYYY-MM-DD

Import fails in accounting software:

• Verify column headers match exactly
• Check for special characters in data
• Ensure amounts don’t include currency symbols
• Review the platform’s specific import requirements

Missing client names:

• Some exports require client names to match existing records
• For Xero: Contact names must match exactly

Large export is slow:

• Exports with thousands of rows may take a few seconds
• Preview processes faster (only 10 rows)

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Best Practices

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Next Steps