Export Your Bookkeeping Data

The Workspace Owner and an active invited Accountant can generate and download either package, including accountants with view-only access. No additional Owner approval is required. Other member roles cannot use this export workflow.

Generate a package

1. Open Settings > Data Export. Accounting > Accountant Export opens

the same page with Accountant Package selected.

1. Choose Complete Archive for all retained bookkeeping history, or

Accountant Package for a selected period.

1. For an Accountant Package, choose a period or enter a Custom Range. Fiscal

options follow the Workspace business structure and configured fiscal dates.

1. Complete Archive includes available original attachments. For an Accountant

Package, you can clear Include Attachments.

1. Select Generate Export, then Download ZIP in Export History.

Generation creates a fixed database snapshot. You can revisit Export History to download it. Keep the page open while a ZIP download is being prepared. Downloads are available for seven days. Up to ten unexpired snapshots can be generated per Workspace; the page lists the latest fifty export records. Expired snapshots are cleaned up by the daily service task. Original bookkeeping records and source attachments are not deleted by this cleanup.

Read the files

Open Start Here.txt first. Accounting.xlsx contains the overview, ledger, journal records, and structured report sheets. Spreadsheet amount columns marked Currency Units show ordinary currency amounts. CSV source fields ending in _cents or Cents store integer cents; divide by 100 to read their currency amount. Reference IDs and dates remain text.

Reports use the same accrual calculations as the application. Period Trial Balance provides opening debit/credit balances, period movements, closing balances, and a check difference. Report JSON and totals CSV files retain full calculation metadata. If the source books do not balance, the export preserves that state so it can be reviewed; exporting does not correct the books.

Posted ledger lines and source transaction records are different views of the same activity. Do not add bank source records to posted ledger amounts. Source CSV files preserve draft, ignored, deleted, and other retained statuses; unposted or deleted source transactions do not enter the posted ledger. Journal originals and reversals remain separate with their related IDs.

For an Accountant Package, transaction, bank, journal, and ledger activity is filtered to the selected period. Historical balances are used for reports. Reference lists, saved Working Papers and their versions, tax filing records, and reconciliation records are included as supporting context and can span other periods. Refer to their own period/date fields. This supporting context is intentionally not limited to the selected transaction dates.

Check completeness and attachments

Attachment Index.csv maps original files to their transaction or source record. Export Manifest.csv lists actual source-file row counts and each attachment's result. Export Result.txt states missing-file and unrequested attachment counts. A missing original attachment is explicitly marked missing; it is not recreated. Read these files before treating your archive as complete.

If an original file is removed after snapshot creation, a later download can report it missing. Snapshotting database records does not make another permanent copy of every attachment. Bank statement originals that were never stored as attachments cannot be recreated; stored bank data and available source payloads remain in the CSV files.

These packages support local review and further processing. They are not xBoox restore files or guaranteed import files for another accounting product. Very large ledger tables remain available in complete CSV files when they exceed Excel worksheet limits. Packages exceeding ZIP format limits fail rather than silently truncate; contact support if a package cannot be downloaded.

Access and history

Export generation and download requests are recorded in Activity History. Each download rechecks current Workspace access. A revoked or expired Accountant invitation/access no longer permits downloading an existing package. Files already downloaded to a person's computer cannot be recalled.

Export excludes authentication credentials, invitations, payment-provider records and internal security/operational logs. Cancellation, account deletion, and future non-renewal access are separate processes; this feature does not activate paid-plan enforcement or change the approved lifecycle.

In Simple Tracking, export includes the supported Profit and Loss and GST/HST details, source records, and a Transaction Postings file. Balance Sheet, formal General Ledger, Trial Balance and Period Trial Balance remain Bank Account-Based Tracking reports. Export does not enable unsupported reports for Simple Tracking.