Categories

How to export documents for your accountant

Whether your accountant needs a spreadsheet or you just want a backup of your documents, the Export page turns any date range into a single download. Choose which document types to include, pick a format, and Apollo prepares the file — some formats download right away, others arrive by email once ready.

6 steps2 min read
  1. 1

    Open the Export page#

    Click Export in the sidebar to open Document Export, the first section on the page.

    Export page showing the document export section and document type selection
  2. 2

    Choose which documents to include#

    Use a preset such as Invoices + credit notes or All documents, or tick individual Document Type boxes for Invoices, Estimates, Credit Notes, Advance Invoices and Delivery Notes.

  3. 3

    Pick an export format#

    Choose Excel (.xlsx) or CSV (.csv) for a spreadsheet, or PDF Archive (.zip) to get one PDF per document.

    Open export format dropdown with Excel, CSV and PDF Archive options
  4. 4

    Set a date range#

    Fill in From Date and To Date to limit the export to a period — the maximum range is one year.

  5. 5

    Click Export#

    Click Export. Excel and CSV files download immediately; a PDF archive is prepared in the background and you'll get an email with a download link when it's ready.

  6. 6

    Export other data if you need it#

    Further down the same page, Sales Per Item exports aggregated quantities and totals per product or service for a period you choose.

Tips

  • Use the All documents preset when your accountant needs everything for a period in one file.
  • Pick PDF Archive when you need copies of the documents themselves, not just their totals in a spreadsheet.
  • The Sales Per Item export is separate from the document export — use it for per-product reporting instead of per-document.

Frequently asked questions

Which file formats can I export to?

Excel (.xlsx) and CSV (.csv) for spreadsheets, plus a PDF Archive (.zip) with one PDF per document.

Is there a limit on the date range?

Yes, the maximum range for any export is one year.

Will I be notified when a PDF export is ready?

Yes. PDF archive exports run in the background and you'll receive an email with a download link once the file is ready.

Can I export just invoices and nothing else?

Yes — clear the other document types and leave only Invoices checked, or use a preset that includes only what you need.

Related articles

How to read your reports and analyticsUse the Analytics page in Apollo to check sales, cash, receivables and activity for any period, compared to the one before it.How to view all your paymentsUse the Payments page in Apollo to see every recorded payment in one list, jump to its document, and edit or delete it.How to track unpaid and overdue invoicesSee which invoices are unpaid, partially paid or overdue in Apollo, filter and search the invoice list, and send a reminder.
Learn more about this featureRead more

Still need help?

Get in touch and we'll help you find a solution.

Contact us