Export Reports and CSVs

Invoices, customers, invoice line items, payments, and financial summary as UTF-8 CSV files.

Best for: QuickBooks or Xero import, Excel analysis, finance backups.

Same CSV bundle compressed into a single ZIP file for easy sharing.

Best for: Monthly archive, secure accountant handoff, offline storage.

Schema-versioned JSON with customers, invoices, invoice items, payments, and summary metadata.

Best for: System migrations, custom integrations, confirming data portability.

Export invoices from Toolfy

Use Invoices → Export with 'QuickBooks Format' option selected.

Open QuickBooks

Go to File → Utilities → Import → Excel Files (or use QuickBooks Import tool).

Select CSV file

Browse to your Downloads folder and select the exported CSV file.

Map fields

QuickBooks will ask you to match CSV columns to QuickBooks fields.

Review and import

Check the preview and click Import. All your Toolfy data appears in QuickBooks.

Invoices

Date, Invoice Number, Customer, Description, Subtotal, Tax, Total, Status, Payment Date, Payment Method, Notes

Customers

Customer ID, Customer Name, Email, Phone, Address, Date Added, Total Jobs, Total Invoiced, Total Paid, Outstanding Balance, Status, Notes

Invoice line items

Invoice Number, Invoice Date, Customer Name, Line Item, Description, Quantity, Unit Price, Line Total, Category, Tax Rate, Tax Amount, Job Reference

Payments

Payment Date, Payment ID, Invoice Number, Customer Name, Amount, Payment Method, Transaction ID, Status, Processing Fee, Net Amount, Reference Number, Notes

Financial summary

Category, Item, Amount, Period

Schema versioning

Every JSON export includes meta.schemaVersion (currently 2025-01-26) so you can track breaking changes.

Complete relationships

Invoices carry embedded customer + job references, while payments include linked invoice and customer IDs.

Currency + org metadata

meta.currency and meta.orgId make it easy to import into external data warehouses.

Line item fidelity

Invoice line items include quantity, unit price, tax, and job references for downstream analytics.

Export full year financial data for accountant or HMRC submissions.

Monthly export of invoices and payments to keep accounting software updated.

Export customer list for email marketing campaigns or postal mailings.

Export job data to analyze technician productivity and service profitability.

Regular export of all data as backup before major system changes.

Use Excel pivot tables

Analyze revenue by customer, service type, or time period quickly.

Create charts and graphs

Visual representation of business performance and trends.

Sort by payment status

Identify overdue invoices and customers who need follow-up.

Filter by date ranges

Compare performance between different months or quarters.

Use formulas for calculations

Calculate average job values, profit margins, and growth rates.

❌ CSV file won't open

✅ Try opening with Excel directly: File → Open → Browse to Downloads folder → Select CSV file.

❌ Data looks scrambled

✅ Excel may need encoding help. When opening CSV, choose 'Delimited' and 'UTF-8' encoding.

❌ Missing recent data

✅ Check date range in export settings. Recent jobs may not be included if dates are wrong.

❌ Export taking too long

✅ Large exports (>5000 records) may take 30-60 seconds. Try smaller date ranges.