Exporting your data

Sales Scribe lets you export both your reports and your records (customers, suppliers, products, invoices and so on) so you can analyse them in a spreadsheet, share them, or hand them to your accountant. This guide covers every way to get data out.

Before you begin

• Sign in and select your organisation.
• Report figures are exported in your functional currency. Record exports carry the values as they appear in the list.
• Exporting never changes your data.

Exporting a report

Open any report from Reports and use the export buttons on the report's toolbar. The formats depend on the report:

A report export captures the period and filters currently on screen, so the file matches exactly what you are viewing. CSV files open in any spreadsheet program and begin with a short header block that records the report title, your organisation, the accounting basis, the period, the currency and when the file was generated — handy context when you file or forward the export.

Exporting your records (list pages)

Your list pages — Customers, Suppliers, Products, Invoices, Credit Notes, Payments and the other lists across Sales and Purchases — each offer two ways to export.

Export the whole list

Above each list is a set of export buttons: Excel, PDF, CSV and Print. Select one to export the list you are viewing.

[Screenshot required: A list page (for example Invoices) showing the Excel / PDF / CSV / Print export buttons]

Export only the rows you choose

To export a specific selection rather than the whole list:

1. Tick the checkboxes next to the rows you want (or use the header checkbox to select the whole page).
2. In the actions toolbar that appears, select Export Selected.
3. A CSV file of just those records is downloaded.

This is the quickest way to pull, say, a handful of invoices or a group of customers into a spreadsheet.

Download all your data

Beyond per-report exports, you can request a complete export of an organisation — every record as CSV and JSON files, the archived PDFs of your issued sales documents, your receipt attachments and your logo, packaged as one ZIP with a manifest that lists exactly what it contains.

1. Open the organisation and go to Settings → Download your data (organisation administrators only).
2. Select Request export and confirm your password.
3. Preparing the archive can take a few minutes. When it is ready, a Download button appears on the same page and you receive an email.
4. The download stays available for 7 days, then the file is deleted automatically — just request a new one if you need it again.

A few honest notes about what's inside:

• Deleted and voided records are included, flagged by their own status columns — a faithful export doesn't hide history.
• Only issued sales documents (invoices, credit notes, quotes) have archived PDFs; purchase-side documents are included as data.
• Your email credentials (SMTP/POP passwords) are never exported, and pay-by-link tokens are left out because they are live credentials.

The account owner can additionally request a whole-account export from the account overview page (Download account data) — the billing account's own records plus every organisation in it.

Is there an import?

There is no general data-import feature in this version — you cannot bulk-load customers, products or invoices from a spreadsheet. You create records in the app (or, for repeat billing, from recurring invoices where your plan includes them). The only file you upload is your organisation's logo, on the Invoice Design page.

Note: Because export files are plain CSV, PDF, Excel and print output, they contain your business data. Store and share them with the same care as any financial document.

Related guides

• Your data and privacy — the full data-lifecycle picture
• Reports overview
• Aged Receivables — CSV and PDF
• Aged Payables — Excel and PDF
• Glossary