BillKit allows you to export your financial data to CSV or JSON formats for use in accounting software, spreadsheets, tax preparation, or long-term archiving. This guide explains how to export data effectively and what formats are available.
Export Access
To open the Export Data screen:
- Click "Export Data" in the sidebar (under Data Management section)
- The Export screen loads showing export options
Select Businesses
The first tab asks you which businesses you wish to export data for. You may select which businesses to export for or select all.
Data Types
The second tab gives you flexibility as to what data you want to export:
- Businesses
- Expenses with files (or no files if using BillKit Basic)
- Vendors
- Category
- Audit logs (Activities)
Export options
Two options are displayed for you to decide your export date range and format.
From and To Dates
- Set which dates you wish to export data for or leave them empty to export everything.
- You may set a From date without a To date and vice versa.
Export Formats
Select you export format. BillKit supports two export formats:
CSV (Comma-Separated Values)
Available to: Basic and Pro tiers
Best for:
- Importing into Excel, Google Sheets, or Numbers
- Importing into accounting software (Xero, QuickBooks, Sage, etc.)
- Tax preparation software
- Simple data analysis
- Maximum compatibility
Structure:
- Header row with column names
- One record per row
- Text fields quoted if they contain commas
- Dates in ISO 8601 format (YYYY-MM-DD)
- Amounts in smallest currency unit (pence, cents, etc.)
JSON (JavaScript Object Notation)
Available to: Pro tier only
Best for:
- API integrations
- Custom data processing scripts
- Developers building tools
- Complete data structure preservation
- Nested relationships
Structure:
- Structured objects with key-value pairs
- Nested arrays for related data
- Supports complex data types
- More detailed than CSV
Exporting Businesses
Export your business information including names, currencies, and default settings.
What's exported:
- Business name
- Default currency
- Default category name
- Default vendor name
- Category count
- Vendor count
- Expense count
- Created date
- Updated date
Exporting Expenses
Export expense records with all financial details, vendor information, and metadata.
What's exported:
- Invoice number, PO number, reference number
- Vendor name (and full vendor details in JSON format)
- Category name
- Currency code (ISO 4217)
- Subtotal, tax amount, tax rate, shipping, discount, total (all in cents/pence)
- Invoice date, due date
- Payment method
- Summary/notes
- Confidence score (if AI-processed)
- Review status (needsReview flag)
- Created date, updated date
- Business name
Subscription limits:
- Basic tier: Can export expenses for currently selected business only, CSV format only, no invoice files
- Pro tier: Can export any/all businesses, CSV or JSON, can include invoice files in ZIP
Exporting Categories
Export your category list with usage statistics.
What's exported:
- Category name
- Expense count
- Is system category (true/false for "Uncategorized")
- Is default category (true/false)
- Business name
- Created date
- Updated date
Exporting Vendors
Export your vendor list with full contact details.
What's exported:
- Vendor name
- Email, phone, address
- Tax ID (VAT number, company registration)
- Website
- Expense count
- Is system vendor (true/false for "Unknown")
- Is default vendor (true/false)
- Business name
- Created date
- Updated date
Exporting Audit Logs
Export the complete change history (activity log) for compliance and audit purposes.
What's exported:
- Action type (Created, Updated, Deleted, Exported)
- Model type (Business, Category, Vendor, Expense, Media)
- Model reference (name or ID of changed item)
- Action summary
- Action details (before/after values)
- Business name (if applicable)
- Timestamp
Selective Exports
Instead of exporting all data, you can export just selected items from list views.
From Expense Lists
To export selected expenses, see the exporting section of expense management documentation
From Category Lists
To export selected categories, see the exporting section of category management documentation
From Vendor Lists
To export selected vendors, see the exporting section of the vendor management documentation
From Audit Log Lists
To export selected activity entries, see the exporting section of the activity tracking documentation