Export and bulk actions

Two things save the most time on a long list: taking it into Excel as you see it, and dealing with many records at once. Both work on the list you have open, with its filters, search and sort.

Export a list to Excel

Accounts, Contacts, Opportunities, Quotations, Invoices, Credit notes and Products can be exported.

1. Open the list and set the filters, search and sort you want.
2. Choose the columns to show with column settings; the file has the same columns.
3. Open the ··· menu at the top right and select Export to Excel under Export.
4. Wait for Preparing the Excel file…. The file downloads, named after the list and today’s date, and Exported 245 rows to Excel says how many rows it holds.

The file has every page of the list, not only the page on screen, up to 10,000 rows. With more, the page says This list has more than 10,000 rows. Narrow the filters and export again.

Act on several records

On Accounts, Contacts, Opportunities, Quotations and Products, tick the boxes at the start of the rows. A bar above the list offers what you may do with them:

• Change owner… on accounts, contacts, opportunities and quotations. Choose the New owner and what moves with each record, as on a single record’s Change owner.
• Delete… on accounts, contacts, products and draft quotations. Confirm Delete the 12 ticked records? with Delete.

While it runs, Working… 8 of 12 shows progress. Bulk action result then reads, for example, Done: 10. Skipped: 2., and lists each skipped record with the reason.

Before you start

• Exporting needs Export lists to Excel in your role, at All records or Own records only, and List on the module. The standard Administrator role has it at All records; another role has it only once an administrator turns it on — see Roles and permissions.
• Change owner… needs Edit on the module, and Delete… needs Delete. Each record is then checked as if you changed or deleted it alone.
• One bulk action takes at most 200 records; with more ticked the buttons say At most 200 records at a time. Untick some first.

Rules to know

• An export holds only the records and fields you can already see. A field your role cannot view, and the cost and margin columns without that permission, are left out of the file. At Own records only it holds what your own list shows you.
• Each export is recorded in the audit log. Too many exports in a short time are refused for a minute.
• Exporting works in the browser only; AI connections and API keys cannot export a list.
• A record that cannot be moved or deleted is skipped, and the rest go ahead: a quotation that is not a draft cannot be deleted, an account with documents cannot be deleted, and a document awaiting approval keeps its owner.

Why it works this way

The file is the list you are looking at. Filters, search, sort and columns carry into the file, so you check the list on screen and export exactly that.

An export cannot see more than you do. A spreadsheet leaves easySales and can be sent anywhere, so it follows the same permissions as the screen, and every export is recorded.

Bulk actions follow the single-record rules. Each ticked record goes through the same checks as changing it alone, so a bulk action never does what the record’s own page would refuse.

Work faster

• Set the columns once. Your column setup stays on the list, so next month’s export has the same columns — see Lists and columns.
• Hand over a leaver’s customers. Filter Accounts to their accounts, tick them and use Change owner… — or move everything a user owns with Transfer records.
• Clean up test data. Search for the test records, tick them and Delete… in one go.
• Get invoices for your accountant. For a period’s invoices in an accounting format, use Accounting export.

Examples

A contact list for an event. Mei Tan needs Lim & Co’s contacts in Jurong. She filters Contacts, shows Mobile and Email, and selects ··· → Export to Excel. The file Contacts-2026-10-24.xlsx has 86 rows, with the columns she sees.

A salesperson leaves. Kelvin is leaving. Daniel Lim uses Filters on Accounts to show Kelvin’s accounts, ticks the 40 accounts and selects Change owner…, chooses Mei Tan and keeps the default choices. The result reads Done: 40. Skipped: 0.

Removing old drafts. Priya ticks 15 old quotations and selects Delete…. The result reads Done: 12. Skipped: 3.: the three skipped ones were finalised, and the reason says Only a draft quotation can be deleted.

Common questions

• How do I export my customer list to Excel? On Accounts, select ··· → Export to Excel. The file has the columns and filters on screen.
• Why can’t I see Export to Excel? Your role does not have Export lists to Excel. Ask your administrator to turn it on.
• How many rows can I export? Up to 10,000. Narrow the filters to export a longer list in parts.
• Why is a column missing from my file? It is not shown in the list, or your role cannot view that field.
• Can I change the owner of many accounts at once? Yes. Tick them on Accounts and select Change owner…, up to 200 at a time.
• Why were some records skipped? Each record follows its own rules. The result lists every skipped record with the reason.
• Can I export to CSV? Lists export to Excel. Reports offer Export CSV; see Reports.

Related

• Lists and columns
• Change the owner
• Accounting export
• Roles and permissions