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Exports

What it does

An export turns a list on screen into a file you can download — to hand to your accountant, load into another system, or just work on in a spreadsheet. Export templates let you decide, once, exactly which columns come out and in what order.

How to use it

Export a list

  1. Open the list you want — your bills, for example.
  2. Search and filter until the screen shows exactly the rows you want. See Working with lists.
  3. Click Export. A small panel opens with a Template picker, set to Default (current columns).
  4. Leave the picker alone to export the columns you're looking at, or choose one of your saved templates to use its layout instead.
  5. Click Export CSV.
  6. You'll see a note that the export was queued.
  7. Click Exports in the sidebar. Your export is listed with its type, template, row count and status.
  8. When it reads Ready, click Download.

Two things worth knowing:

  • The export captures your filters at the moment you click Export CSV, not when the page loaded. Change a filter and export again to get the new set.
  • On Default (current columns) it follows the columns you've got showing — hide a column before exporting and it won't be in the file. A saved template uses its own columns instead.

Build an export template

A template is a saved column layout, built by showing BotDoPay a file shaped the way you want your output.

  1. Click Export Templates in the sidebar.
  2. Click New export template.
  3. On Upload a sample CSV or Excel file, choose a file with the headings you want in the output.
  4. Click Upload & analyze.
  5. On Review export template, each of your headings is matched to a BotDoPay field. The dropdowns are colour-tinted by how confident the match is.
  6. Below the mapping, a live preview shows real data flowing into your layout. Change a dropdown and the preview updates straight away, so you can see you've got the right field.
  7. Fill in Template name — something like QuickBooks bill export.
  8. Click Save template.

Your template is then offered on the Export menu next time you export that kind of record.

Tidy up old exports

The Exports list has a Delete button on each row. Deleting an export removes the file — it can't be undone, so download anything you still need first.

Troubleshooting & Help

  • The export is stuck on a working status. Big exports take a moment. Refresh the Exports page — the status changes to Ready when the file is done.
  • A column you wanted is missing from the file. On Default (current columns) the export follows the columns showing on screen — click Columns, tick the one you want, then export again. If you used a saved template, edit the template instead.
  • You got more rows than expected. Your filters were cleared, or you exported before applying them. Filter the list first, then click Export.
  • The preview on a template looks wrong. Change the mapping dropdown for that column — the preview updates as you go. Nothing is saved until you click Save template.
  • You deleted an export you needed. Deleted exports can't be brought back. Run the export again from the list.