Export a list to CSV or Excel
Download the records on a list as a CSV or Excel file, with the list's search, filters and sort.
- Who can do this
- Anyone who can open the list
On this page
Export a list
- Open the list, such as Invoices.
- Search, filter and sort it the way you want.
- Select Export, then Export CSV or Export Excel.
The file holds every record that matches, in the list's order, not only the page you see. It's named after the list and today's date.
Lists you can export
| List | One row for each | You need |
|---|---|---|
| Customers | Customer | View customers |
| Vendors | Vendor | View vendors |
| Quotes | Quote | View quotes |
| Invoices | Invoice | View invoices |
| Credit notes | Credit note | View invoices |
| Payments received | Payment | View all payments |
| Products & services | Product or service | View products & services, including purchase costs and preferred vendors |
| Bills | Bill | View bills |
| Vendor credits | Vendor credit | View bills |
| Expenses | Expense | View expenses |
| Payments made | Payment to a vendor | View payments to vendors |
| Checks | Check | View checks |
| Bank transactions | Bank line, for the tab you have open | View reconciliations |
| Journal entries | Journal line, with its entry number and date | View journal entries |
| Donors | Donor | View donors |
| Cash gifts | Part of a cash or non-cash gift, with its type, fund, program, restriction and net asset class. A non-cash service kept for the letter only has one row without coding | View cash gifts |
| Pledges | Pledge | View cash gifts |
| Grants | Award | View grants |
| Funds | Fund, with today's net assets | View funds |
| Programs | Program | Manage and reactivate programs |
| Donor restrictions | Restriction, with what was received, released and remains | View donor restrictions |
Owners can export every list. On Customers, you can also tick customers and select Export Selected for a CSV file of only those. Products & services appears only when products and services are turned on in Features. Donors, Cash gifts, Pledges, Grants, Funds, Programs and Donor restrictions are Nonprofit lists. In Nonprofit books, Journal entries also shows each line's fund, program, grant, restriction, net asset class and functional category.
What's in the file
- Amounts are plain numbers with two decimals, and dates are written as year, month and day.
- In an Excel file, text such as names and document numbers stays text even when it looks like a number, and amounts are numbers you can add up.
- A text value that starts with
=,+,-or@gets an apostrophe in front of it in a CSV file, so a spreadsheet shows it rather than running it as a formula. - Without View cash gifts, the Donors file leaves out giving totals. With it, cash and non-cash totals are separate columns.
Big lists
On every list, an Excel file can hold up to 200,000 cells, counted as rows times columns. That's about 14,000 rows for a list with 14 columns, and fewer for a list with more columns. Journal entries count one row for each line, and Cash gifts one for each part of a gift.
If a list is over the limit, QixCount shows the list again with a message to export it as CSV instead. For big lists, select Export CSV: a CSV file has no row limit.
To get every list at once, an owner can download all your data.