Export a list to Excel

Use this when you need your data outside BytePhase: for your accountant, a backup, or your own spreadsheet. BytePhase builds an Excel file and emails it to you.

Before you start

• Only staff can export. Customers who log in to your portal can’t.
• To export jobs, you need the Export to Excel permission under Jobs. Don’t see Export? Ask your shop owner to turn it on for you.
• Every other list (customers, sales, payments and the rest) can only be exported by someone with the Admin role.
• Check that your login has the right email address. The file goes to that email.

Steps

1. Open the list you want, for example Jobs.

   If you work in more than one business, first pick the business at the top of the screen. The file holds only that business’s records.

2. Next to the search box, click More options (the ⋯ button). Then click Export.

   On a phone, tap More options, then tap Export.

   

   Desktop

3. The Export window opens. Choose what to include, if you like. For example, for jobs you can pick a customer, technician, status, job type or priority.

4. Under Filter by creation date, set the dates, or pick a period such as Last 30 days. For jobs you can also use Filter by completion date.

   Leave a box empty to include everything.

5. Click Normal export.

   Or, for jobs, job invoices and sales in a tax-registered business, click Tax compatible export. This version is laid out for filing tax returns.

   You see “Export started — we’ll email it to you shortly.”

   

   Desktop

6. Check your email. The message “Your … export is ready” has the Excel file attached.

Done!

You have your list as an Excel file in your inbox, ready to open, share or keep as a backup.

Lists you can export

Jobs, customers, leads, quotations, sales, job invoices, payments, bulk payments, expenses, purchases, parts, tasks, outsourced jobs, AMC contracts and services, rental contracts, and a customer’s ledger statement. You only see Export on lists your plan includes.

Good to know

• Customer ledger. Anyone who can view the ledger can export a customer’s statement with the Export button on the ledger. See See what a customer owes and print their statement.
• Reports can’t be exported yet. The Jobs and Sales reports don’t have an Export button. Use the matching list instead.
• Big lists take a few minutes. You can keep working while the file is built.
• The file matches what you’re allowed to see. If you only see jobs assigned to you, the file only has those jobs.
• No email? Check your spam folder, and that the email on your login is right.