Export Reports and CSVs
Export your Toolfy customers, invoices, payments, and summaries to CSV or JSON. Perfect for QuickBooks, audits, and full data portability.
Types of Data You Can Export
QuickBooks CSV bundle
Reports → ExportsInvoices, customers, invoice line items, payments, and financial summary as UTF-8 CSV files.
Best for: QuickBooks or Xero import, Excel analysis, finance backups.
Download all (.zip)
Reports → Exports → Download allSame CSV bundle compressed into a single ZIP file for easy sharing.
Best for: Monthly archive, secure accountant handoff, offline storage.
JSON backup
Reports → Exports → Download JSON backupSchema-versioned JSON with customers, invoices, invoice items, payments, and summary metadata.
Best for: System migrations, custom integrations, confirming data portability.
How to Export Data (3 steps)
QuickBooks Import Guide
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.
CSV File Contents
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
JSON Backup Structure
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.
Common Export Uses
Annual Tax Returns
Once per yearExport full year financial data for accountant or HMRC submissions.
QuickBooks Integration
MonthlyMonthly export of invoices and payments to keep accounting software updated.
Customer Marketing
As neededExport customer list for email marketing campaigns or postal mailings.
Performance Analysis
QuarterlyExport job data to analyze technician productivity and service profitability.
Data Backup
Weekly/MonthlyRegular export of all data as backup before major system changes.
Excel Analysis Tips
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.
Troubleshooting Export Issues
❌ 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.

