Exporting Reports and Data

Learn how to export your client data, payments, and appointments for accounting, tax filing, or your own analysis.

Introduction

Exporting data from ClientFlow lets you open your records in a spreadsheet (Excel, Google Sheets) for custom analysis or tax preparation, or hand them to your accountant. CSV and Excel export is available from the Starter plan. An export contains personal data about your clients, so store and share the file carefully.

The easiest way to find every export is the Import/Export page in the sidebar: its Export tab has one card each for clients, payments, expenses, appointments and the analytics report. Clients, Payments and Appointments also have an export option on their own pages.

Understanding Export Types

Export Type	Contains	Use Case
Clients	Contact details, group, tags, status, monthly amount, totals, notes (you pick the fields)	Mailing lists, spreadsheet analysis
Payments	Amounts, statuses, due and paid dates, payment method, notes	Accounting, tax filing
Appointments	Dates, status, client and appointment details	Schedule review, reports
Expenses	Expense records with amounts and categories	Accounting
Analytics	Monthly totals of expected, collected and pending amounts (CSV from the Analytics page); a fuller report on PRO and above	Your own analysis

Step 1: Export Client List

1. Go to Clients in the sidebar
2. Click the export button (the download icon) at the top of the page; the "Export Clients" window opens
3. Choose the format (CSV or Excel) and tick the fields you want
4. Click "Export All", or select some clients first and click "Export Selected"

Available Fields

• Name, phone numbers, email address, address and birth date
• Group, tags, status and referral source
• Monthly amount, total visits, total spent, outstanding balance and last visit
• Created date and notes

A single client export holds up to 10,000 clients. Use filters to narrow a larger list.

Step 2: Export Payment Data

1. Go to Payments and pick the month you want
2. Apply the status filter if you only need some payments
3. Click the download icon to open the "Export Payments" window. (The "Export" button beside it downloads a quick CSV straight away.)
4. Choose a format: a spreadsheet (CSV or Excel) or a PDF document. A due-date range applies to spreadsheets only; a PDF covers the whole selected month.
5. Download

Payment Export Contains

• Client name and phone, amount, currency, month and year
• Status, amount paid, amount remaining
• Due date, paid date, payment method, notes

Step 3: Export Appointments

1. Go to Appointments
2. Set the date range and any filters you want on the calendar
3. Open the filters menu and choose "Export as CSV" or "Export as Excel"
4. Download

Export Routines

Downloads run when you click them. There is no setting that exports your clients or payments for you on a timetable, so for a recurring need, run the export yourself on the cadence you want.

Reports are different. On the Reports page in Analytics you can have a revenue, expense, payments, invoice, profit and loss or client statement report emailed to you every week or month, as a PDF or Excel file.

Best Practices

1. Keep Your Own Copy - Export now and then so you hold a recent copy of your records outside ClientFlow
2. Protect Exports - Password-protect or encrypt files that hold client data once they are on your computer
3. Delete Old Exports - Don't leave sensitive data in Downloads
4. Keep the Same Filters - Re-apply the same filters each time so exports stay comparable

Next Steps

• Make exports a routine - Pick a day each month to run them yourself
• Choose only the fields you need - The client export lets you pick its columns
• Share with accountant - Send payment exports for tax filing

Regular exports mean you always hold a recent copy of your records.

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Read time: ~6 minutes | Difficulty: Beginner