Export Your Data
Download your customers and jobs as a spreadsheet, or everything in one ZIP file, to keep a copy of your records or move them to other software.
You can download a copy of your business's records whenever you like, to keep your own backup or to take them to other software. Open Settings and, under Export Data, click Export your data. It's there for anyone whose role has Export Data under Settings, as owners, admins and the ready-made Accountant role do. See Editing a Role.
To give your accountant what they need for the year, rather than all your records, use For your accountant: your profit and loss, transactions, expenses with their receipts, invoices and the rest for one period, in one download.
For just what one list shows, such as the customers you've searched for or this quarter's expenses, use Export CSV on the list itself: Transactions, Expenses, Invoices, Who owes you or Customers. Each downloads what the list's search and filters find, and needs Export Reports and Lists under Reports rather than Export Data.
Exporting works in a web browser, on a computer, tablet or phone. It isn't in the Work Planner app for iPhone and Android, which can't save the files.
Customers and Jobs
Download spreadsheet (CSV) gives you one file that opens in Excel, Numbers or Google Sheets.
- One row per job: Each row has a customer's details and one of their jobs, so a customer with three jobs has three rows. A customer with no jobs has a row of their own, with the job columns left empty.
- Same columns as the CSV import: The columns match the CSV import template, so you can import the file back into Work Planner, for example into another business.
- Schedule: Frequency, Interval, Day and Week say how often the job repeats. Start Date is when it's next due and Last Done is when it was last completed.
- Prices: Price, VAT Rate and First Price are the job's prices.
- Notes: The job's notes, one per line.
- Job address: Only filled in when the job is at a different address from the customer.
- Customer Status, Customer Balance and Job Balance: The last three columns are there for reference. An import ignores them, so imported customers start with a balance of zero.
Everything
Download everything (ZIP) gives you a ZIP file of spreadsheets, with a README that explains them.
- customers-and-jobs.csv: The same file as above.
- transactions.csv: Every entry in your accounts, including charges for completed work, payments, expenses, tips, refunds and adjustments, with their dates, amounts, VAT, payment methods, expense categories and vehicles.
- invoices.csv: Every invoice with its totals, how much has been paid and anything written off.
- vehicles.csv: Your vans and cars, including any you've sold, with their registration, make and model, their MOT, road tax, insurance, service and breakdown cover dates, whether you claim their running costs or HMRC's mileage rate, who drives them and their notes.
- time-off.csv: Only if your role can manage time off. Everyone's time off, including requests that were declined or cancelled, with the notes and who decided.
Customers and jobs you've moved to another business with Transfer Jobs aren't included, because they belong to that business now. Dates are written day/month/year, and amounts are in your business's currency.
Keeping the Files Safe
The files include your customers' names, addresses and contact details, and the time off file says who was off sick. Keep them somewhere secure, and delete copies you no longer need.
Related articles
- CSV Import Flow: The template the customers and jobs file follows, and how a spreadsheet is imported.
- Import Data: Bringing customers and jobs in from Cleaner Planner, Squeegee or a spreadsheet.
- Settings Overview: Where Export Data sits among the other settings.
- For Your Accountant: Everything your accountant needs for a period, in one download or emailed to them.