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Your accountant wants October’s invoices in a spreadsheet, or a manager wants sales by salesperson in Excel. Each of these exports answers a particular question.

How to do it

Section titled “How to do it”
  • A list as you see it. On Accounts, Contacts, Opportunities, Quotations, Invoices, Credit notes or Products, set the filters and columns, then select ··· → Export to Excel. The file has every page of the list, up to 10,000 rows, in the columns shown — see Export and bulk actions.
  • Sales figures as a spreadsheet. Open Reports, open a report, set its filters and select Export CSV. The file holds the rows on screen plus a Total row, and opens in Excel.
  • Every invoice and credit note of a period. Open System settings → Accounting export, or ··· → Export for accounting software… on Invoices. Choose easySales Excel under Export to, set the Period and select Download Excel: one workbook with invoices, invoice lines, credit notes, credit note lines and customers.
  • A period’s invoices as PDFs. On the same page, choose Invoice PDFs and select Download ZIP: one PDF per issued invoice, as printed, up to 50 per download.
  • Files for your accounting software. Choose Xero or QuickBooks Online instead, select Download ZIP and import the files inside it there.
  • One customer’s history. On the account, Statement shows every invoice, payment and credit for the period you choose, ready to download as a PDF.
  • One document. On an invoice, PDF opens that invoice’s PDF in a window, with Download to save it.

Who can use them: a list exports for roles with Export lists to Excel. A report exports for anyone who can open it. Accounting export needs the Bulk export documents control in your role and Invoice List at All records. Statement needs Invoice View at All records.

Why it helps

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Exporting what you already have saves retyping, and retyping is where figures go wrong. The exports are built for a purpose: a report’s CSV carries exact amounts without thousands separators, and the workbook includes cancelled documents with their status, so your accountant sees the whole period. Every report export and accounting export is recorded in the audit trail.

Example

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On 2 November Mei Tan sends Lim & Co’s accountant the October figures. In Accounting export she chooses easySales Excel, leaves the Period on last month, the setting it opens on, and selects Download Excel. Then she chooses Invoice PDFs and Download ZIP for the month’s 32 invoices, which fit in one download.

Common questions

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  • Can I export the customer or contact list to Excel? Yes. On Accounts or Contacts, select ··· → Export to Excel. Your role needs Export lists to Excel.
  • Why can’t I see Accounting export? Your role lacks the Bulk export documents control, or sees invoices at Own records only. Ask your administrator.
  • Can I download more than 50 invoice PDFs? Not in one download. Choose a shorter period and download each part.
  • Are payments in the export? No. Payments, allocations and refunds are not in the accounting export; a customer’s statement lists them for one account.
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