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Export (CSV) - Admin User's Guide

Applies to: Invoices, Customers, Orders, and other exports

What this tool does

The Export tool lets you download data as a CSV file you can open in spreadsheet software. Every export screen follows the same layout and behavior: choose your filters, pick which columns to include, and click Download CSV. You can also save your favorite settings as a reusable Preset.

Good to know: This help covers the general workflow. The exact column list will vary by export type (invoices, customers, orders, etc.), but the steps are identical.

Quick start

  1. Open the export page you need (for example, Invoices Export).
  2. Set any filters you want (date range, status, customer, totals, and other flags).
  3. Scroll to Columns and tick the fields you want in your CSV.
  4. Click Download CSV. Your file downloads immediately.
  5. Optional: type a preset name and click Save Preset to reuse these settings later.

Filters

Date From / Date To

Restrict results to records created within this date range. Leave blank to include all dates.

Status

Show only records in a particular state (for example: draft, sent, posted, paid, void for invoices).

Customer

Limit to one customer. Leave empty to include all customers.

Paid

Choose Paid or Unpaid to quickly segment by balance state (where supported).

Min Total / Max Total

Only include rows whose grand total falls within this numeric range.

Other Flags

Handy shortcuts such as Has PO # or Has Notes to narrow results even further.

Choosing columns

Use the Columns checklist to control which fields appear in your CSV. As you tick items, the hidden list of columns updates automatically. Typical invoice fields include:

Column What it contains
Invoice NumberHuman-friendly invoice code.
Created At / Sent At / Paid At / Due DateTimestamps and dates in ISO format (YYYY-MM-DD HH:MM:SS for datetimes; YYYY-MM-DD for dates).
Status / TermsLifecycle state and credit terms.
Customer Code / Customer NameBuyer identifiers.
Subtotal / Discount Total / Tax Total / Shipping Total / Grand TotalMonetary values with two decimals.
CurrencyISO currency code (where available).
Order Number / Order StatusLinked order info (when applicable).
Item CountSum of line item quantities.
NotesInternal note text entered by the owner/staff.

Other export types (customers, orders, etc.) present a different list but use the same checklist interface.

Saving and loading presets

Presets remember your filter values and chosen columns so you can repeat exports without reconfiguring.

  • Save Preset: After setting filters and columns, enter a name and click Save Preset.
  • Load Preset: Use the preset dropdown at the top of the page and click Load. The page refreshes with the saved settings applied.
  • Rename/Delete: Create a new preset with a new name to replace old ones you no longer use.
Tip: Make presets for recurring tasks like “Last Month – Paid Invoices” or “All Open A/R”.

Downloading the CSV

  1. Click Download CSV.
  2. Wait for your browser to save the file (for example, invoices_export_YYYYMMDD_HHMMSS.csv).
  3. Open in your spreadsheet tool and format as needed.

CSV format details

  • Fields are comma-separated; values containing commas or quotes are safely quoted with doubled quotes.
  • Money shows two decimals (e.g., 1234.50).
  • Timestamps are ISO-like without milliseconds (e.g., 2025-03-31 14:05:00).

Common scenarios

Get all unpaid invoices

  • Paid: Unpaid
  • Status: posted or sent (as needed)
  • Columns: include due date and customer details

Export last month’s orders

  • Date From/To: set to last month’s range
  • Status: choose shipped/completed if needed
  • Save Preset: reuse each month

Troubleshooting

  • Preset name is required: Enter a name before clicking Save Preset.
  • Preset not found: The selected preset was removed or is not available for this export type.
  • No rows in the file: Loosen your filters (clear date range, remove status/customer limits) and try again.
  • Unexpected totals or counts: Re-check your selected columns and any filters like Paid or Other Flags.

Who can use this page?

Designed for wholesaler admins (owners and staff). Buyers do not have access to admin exports.

Tips

  • Start broad: export with minimal filters first, then narrow down.
  • Name presets clearly, like AR - Overdue or Ops - Shipments This Week.
  • Keep a standard set of columns for reports you share internally.