Exporting Client Data to an Excel File

Quick Overview

You can export your clients’ data to a file that opens with Excel in two ways: from Download Backup in the Account Information page, or from the Client Directory report. And there is no export button in the clients list itself.

Which Method Should I Choose?

	The Backup	The Client Directory Report
The data	All the clients’ data: the code, name, email, address, phones, category, credit limit, and additional fields, with a separate file for contacts.	The basic data: the code, name, category, region, address, phone, and mobile, without the email.
The filters	The branch only, when the branches app is enabled.	The category, region, city, country, creation date, and client type.
Who can	The account owner only, and in active paid subscriptions.	Any user who has the permission to view client reports.
The format	CSV or XML.	CSV that opens in Excel, or PDF.
Best for	Moving all the clients’ data or keeping a full copy of it.	A filtered clients list for a specific purpose.

Method One: Exporting Clients from the Backup

1. From the main menu click Settings then Account Information.
2. Click the Download Backup button, and the System Data Backup page opens.
3. From Choose the modules you want to back up, select Clients only, and select Client Contacts too if you need them.
4. From Backup Format choose CSV, and leave Choose the Delimiter on the comma (Comma Separated).
5. If you have more than one branch, choose the branch from the Branch field, or leave it to export the clients of all branches.
6. Click Download, and the clients file is downloaded to your device directly, then open it with Excel.

The Columns of the Clients File in the Backup

Client number, business name, first name, last name, email, address 1 and 2, city, region, postal code, phone 1 and 2, country code, last login, employee, follow-up status, category, tax number and commercial registration, birth date, gender, map location, credit limit and its period, national ID, and the clients’ additional fields. The column names appear in the file in English, such as ClientNumber, BusinessName, and Email.

Backup Conditions

• Available to the account owner only, and the Download Backup button doesn’t appear to the rest of the users.
• Not available in the free plan, and the message This feature is available for paid accounts only, to use it you must upgrade your account appears.
• Not available if the subscription has expired, and a message appears asking to renew the account.

Method Two: Exporting Clients from the Client Directory Report

Use this method if you aren’t the account owner, or want to export a specific group of clients with the filters.

Before You Start

• You must have the permission View All Clients Reports to export all clients, or View Own Client Reports to export only the clients you added.
• The clients app must be enabled.

How to Access

• From the main menu: Reports then the Client Reports section, then click View next to Client Directory.
• Directly from the link: Client Directory.

The Steps

1. Open the Client Directory report.
2. Specify the filters you need, such as the category, the region, or the client creation date, or leave them empty to display all clients.
3. To show additional columns such as the clients’ additional fields, enable View Details.
4. Click View Report.
5. After the report appears, click Export then choose Export to Excel.
6. The file is downloaded to your device, so open it with Excel.

Filters and Columns Explained

The Filters

The Filter	Description
Category	Display the clients of one category or more.
Region / City / Country	Display the clients according to the address.
Client Creation Date (From) / (To)	Display the clients added in a specific period.
Client Type	Individuals or companies, when both types are used.
View Details	Adding detailed columns and the clients’ additional fields.

The Columns

The Column	Appears When
Code, Name, Category, Region, Address, Phone, Mobile	Always
Client Type	When individual and company clients are used together
Client Tax Details	When company clients are enabled
The clients’ additional fields	When View Details is enabled

Export Options

The Option	The Result
Export to Excel	A file in CSV format that opens with Excel, and it supports the Arabic language.
Export to CSV	A similar CSV file.
Export to PDF	A PDF copy of the report that opens in a new tab.
Print	Printing the report directly.

The report is exported with the same filters you chose. And to save the file in xlsx format, open it in Excel then save it as an Excel Workbook.

Export Messages and Limits

• The Export button doesn’t appear until you click View Report.
• If the number of clients exceeds 3000, a message appears that the data is large, with an option to download it directly as a CSV file.
• If your permission is View Own Client Reports, the file contains the clients you added only. And if you have neither permission, the report appears empty.

Exporting Clients with Their Balances

To export clients with their balances, sales, and payments, use the Client Balances report in the same way. It displays: the code, the account number, the name, the employee, the previous balance, the total sales, returns, and payments, and the balance. And you can:

• Enable Hide Zero Balance to export only the clients who have balances.
• Enable View Details to add the phone, the address, and the category.
• Use Hide Columns to exclude the columns you don’t need from the file.

Important Notes

• To move the clients to another account, export them from the backup then use Import Clients in the other account after mapping the columns.
• Exporting doesn’t change any data in your account.
• To send the data of several clients as PDF files, select them from the Clients List and choose Download PDF from the actions.

Frequently Asked Questions

Why isn’t there an export button in the clients list?

Exporting clients is done from the backup or from the Client Directory report.

The exported file is in CSV and not xlsx. Is this normal?

Yes, the file is exported in CSV format that opens directly in Excel. And you can save it in xlsx format from inside Excel.

How do I export the clients’ emails?

Use the backup; the clients file in it includes the email, while the Client Directory report doesn’t include it.

I don’t see the Download Backup button. Why?

The button appears to the account owner only, and in active paid subscriptions. And you can use the Client Directory report instead.

Why don’t all the clients appear in the file?

Make sure to remove the filters, and that your permission is View All Clients Reports and not only your own.