Downloading a Backup of Your Account Data: Available Data and Export Options
The system allows you to download a backup of your account data, such as invoices, purchase invoices, products, clients, and suppliers, in CSV or XML files that you can open in Excel and save on your device. This guide explains how to download a backup, which data you can select, and what each file contains.
Table of Contents
- Before You Start
- Steps to Download a Backup
- Data You Can Select
- File Format and Delimiter
- Backup File Contents
- What Is Not Included in the Backup
- Notes
- Frequently Asked Questions
Before You Start
- Backups are available only to the account owner. The backup button is not displayed to other users, even if they have permission to access the Account Information page.
- Backups are available only for paid accounts, and the subscription must be active. If the subscription has expired, you must renew it first.
Steps to Download a Backup
- From the main menu, click Settings, then Account Information.
- Click Download Backup. Alternatively, open the Backup page directly.
- Under Select the modules you want to back up, select the required data.
- Select the Backup Format (CSV or XML), and choose the Delimiter if you selected CSV.
- If the Branches app is enabled, review the branches selected in the Branch field.
- Click Download and wait for the file download to start.
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Note: The file is generated and downloaded immediately. It is not sent by email or saved in your account for later download. Therefore, do not close the page until the download is complete, especially if you have a large amount of data.
Data You Can Select
| Option | What Is Exported | When It Appears |
|---|---|---|
| Invoices | Sales invoices and their line items (two files). | Always |
| Purchase Invoices | Purchase invoices and their line items (two files). | Always |
| Products | Products and services, including their prices and details. | Always |
| Clients | Client details. | Always |
| Client Contacts | Contacts added to clients. | Always |
| Suppliers | Supplier details. | Always (exported when the Inventory app is enabled) |
| Supplier Contacts | Contacts added to suppliers. | Always (exported when the Inventory app is enabled) |
| Expenses | Payment vouchers. | When the Finance app is enabled |
| Income | Income vouchers. | When the Finance app is enabled |
| Staff | Basic employee details. | When the Staff app is enabled |
| Time Tracking | Time-tracking records. | When the Time Tracking app is enabled |
| Projects | Time-tracking projects. | When the Time Tracking app is enabled |
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Note: Select only the data you need. If you do not select any options, the system exports all available data.
File Format and Delimiter
| Setting | Options |
|---|---|
| Backup Format | CSV: Opens directly in Excel and is the best option for most users. XML: For use with other systems and software. |
| Select Delimiter (CSV only) | Comma Separated ( , ), Semicolon Delimited ( ; ), or Tab Delimited. If the data appears in a single column in Excel, download the file again using a different delimiter. |
Output file format:
- If your selection produces a single file, it is downloaded directly as a CSV or XML file.
- If your selection produces multiple files (such as invoices and their line items), the files are compressed into a ZIP file, with a separate file for each data type.
- The filename follows this format: Backup_…_Account Number_Date.
- Files use UTF-8 encoding, so Arabic characters display correctly.
Backup File Contents
| File | Key Columns |
|---|---|
| Invoices | Invoice number; client number, name, and details; date; payment terms; currency; discount; total; amount paid; outstanding amount; advance payment; payment status; staff member; notes; and custom fields. |
| Invoice_items | Invoice number; item; description; unit price; quantity; first and second taxes, including their rates and amounts; and totals before and after tax. |
| Purchase_orders / Purchase_order_items | The same columns as invoices and invoice line items, for purchase invoices. |
| Products | Code, barcode, name, description, selling price, minimum price, discount, brand, category, supplier, type, unit template, taxes, and status. With the Inventory app: purchase price, inventory tracking, stock balance, average cost, alert threshold, and profit margin. Also includes custom fields. |
| Clients | Client number, business name, name, email, address, phone, country, category, tax number, date of birth, credit limit, national ID, and custom fields. |
| Suppliers | Supplier number, business name, name, email, address, phone, country, tax numbers, and custom fields. |
| Contacts | Client or supplier business name, name, email, phone, and mobile number. |
| Expenses / Incomes | Amount, currency, supplier, category, date, note, and staff member. |
| Staffs | Number, name, email, last login, and status. |
| Time Tracking / Projects | Project, activity, staff member, date, time, and notes / project name and status. |
What Is Not Included in the Backup
- Quotations, returned invoices, credit notes, and debit notes.
- Payments (invoice payments and purchase invoice payments).
- Journal entries and the Chart of Accounts.
- Inventory movements and inventory requisitions.
- Attachments and uploaded files.
- There is no date-range filter; the backup includes all records for the selected data types.
To export this data, use Export from the relevant list or export the associated reports to Excel.
Notes
- The backup cannot be restored directly to the account; it consists of files for storage and review. Some data, such as clients and products, can be re-imported through their respective import screens.
- There is no limit on the number of times you can download a backup.
- The difference between a backup and exporting from lists is that a backup is available only to the account owner and includes all records for the selected modules in a single operation. Exporting from a list exports the selected or filtered records from a single module.
Frequently Asked Questions
Why can’t I see the Download Backup button?
The button is available only to the account owner. Ask the owner to download the backup.
Why did I receive a message saying that the feature is available only for paid accounts?
Backups are not available on the free plan. Upgrade your account.
I selected only invoices, but a ZIP file was downloaded. Why?
Invoices are exported in two files: one for the invoices and another for their line items. Therefore, the files are compressed into a single ZIP file.
The data appears in a single column when I open the file in Excel. What should I do?
Download the file again and select a different delimiter under Select Delimiter, such as a semicolon.
Does the backup include payments and journal entries?
No. Use the export option in their respective lists or reports.