Need your invoices and estimates in a spreadsheet? Invoice Genie’s Export Data feature lets you download everything to Excel (.xlsx) or CSV — with full control over what to include, how to sort, and which date range to cover. This tutorial walks you through every option on the Export Data screen.
1 — Opening Export Data
There are two ways to reach the Export Data screen:
- Profile Menu — Tap your profile icon (top-right of the Home screen) → scroll to the Data Management section → tap Export Data.
- Privacy Settings — Go to Privacy → Your Rights section → tap Export Right. This is based on your GDPR/data-portability right to download your information.
2 — Choosing a Format
At the top of the screen, you’ll see two format buttons side by side:
| Format | File Extension | Best For |
|---|---|---|
| Excel (default) | .xlsx | Microsoft Excel, Apple Numbers, Google Sheets — includes formatting, color-coded statuses, and auto-filters |
| CSV | .csv | Importing into accounting tools, databases, or any app that reads comma-separated values |
Tap the format you want — the selected button gets a highlighted blue border. The export button label at the bottom updates automatically (e.g. “Export to Excel” or “Export to CSV”).
3 — Selecting the Export Type
Tap the Export type dropdown to choose which documents to include:
| Option | What’s Included |
|---|---|
| Both Invoices & Estimates (default) | All invoices and all estimates combined in one file |
| Invoices Only | Only invoices — no estimates |
| Estimates Only | Only estimates — no invoices |
4 — Choosing How to Sort
Tap the Sort by dropdown to control the order of rows in the exported file:
| Sort Option | Description |
|---|---|
| Date (Newest First) (default) | Most recent documents at the top |
| Date (Oldest First) | Earliest documents at the top |
| Number (Ascending) | INV-00001 before INV-00050 |
| Number (Descending) | INV-00050 before INV-00001 |
| Total (Low to High) | Smallest amounts first |
| Total (High to Low) | Largest amounts first |
5 — Setting the Date Range
Tap the Date range dropdown to limit which documents are included based on their date:
| Option | Covers |
|---|---|
| All Time (default) | Every document ever created |
| Last 30 Days | Documents from the past month |
| Last 90 Days | Documents from the past 3 months |
| This Year | January 1 of the current year through today |
| Custom Range | Pick exact start and end dates (see below) |
Using Custom Range
When you select Custom Range, two date pickers appear — Start Date and End Date. Tap either to open a calendar picker, select your dates, and only documents within that window will be exported. The default custom range is the last 30 days.
6 — Exporting Your Data
Once you’ve configured your options, tap the blue “Export to Excel” (or “Export to CSV”) button at the bottom.
What Happens Next
- Loading overlay appears — a spinner with a progress bar shows exactly how far along the export is (e.g. “Loading invoices… 150/500”).
- File is generated — Invoice Genie fetches all matching documents from the server, formats them, and builds the file.
- Success screen appears — a green checkmark animation confirms the export is complete, along with the filename (e.g.
InvoiceExport_20260223_143022.xlsx). - Share or save — tap “Share File” to open the standard iOS share sheet. From here you can:
- Save to Files app
- Send via AirDrop
- Attach to an Email or Message
- Upload to iCloud Drive, Google Drive, Dropbox, etc.
- Print directly
- Tap “Done” to dismiss and return to the Export Data screen.
The file is also automatically saved to the app’s Documents folder, so you can access it later through the Files app under Invoice Genie’s storage.
7 — What’s Inside the Exported File
Every export includes 16 columns of data per document:
| # | Column | Description |
|---|---|---|
| 1 | Document Type | Invoice or Estimate |
| 2 | Document Number | e.g. INV-00040, EST-00012 |
| 3 | Date | Document creation date |
| 4 | Client | Client name |
| 5 | Phone | Client phone number |
| 6 | Mobile | Client mobile number |
| 7 | Client email address | |
| 8 | Due Date | Payment due date (invoices only) |
| 9 | Subtotal | Sum before discounts and tax |
| 10 | Item Discounts | Total of per-item discounts |
| 11 | Discount | Additional document-level discount |
| 12 | Tax | Tax amount applied |
| 13 | Total | Final amount due |
| 14 | Status | Paid, Sent, Pending, Overdue, etc. |
| 15 | Paid/Accepted Date | When the invoice was paid or the estimate was accepted |
| 16 | Notes | Any notes attached to the document |
8 — Excel vs. CSV — What’s Different
Both formats contain the same 16 columns of data, but the Excel format offers additional features:
| Feature | Excel | CSV |
|---|---|---|
| Business name & address header | ✅ | ❌ |
| Color-coded status cells | ✅ Green/Yellow/Gray | ❌ |
| Monthly grouping rows | ✅ | ❌ |
| Auto-filter dropdowns on headers | ✅ | ❌ |
| Summary totals at bottom | ✅ | ❌ |
| Styled header row (bold, blue) | ✅ | ❌ |
| Pre-set column widths | ✅ | ❌ |
| Compatible with any text editor | ❌ | ✅ |
| Easy to import into other tools | ✅ | ✅ |
The Excel file groups your data by month with light-blue separator rows (e.g. “February 2026”), making it easy to scan through large exports. It also includes summary totals at the bottom: total invoices count + amount, total estimates count + amount, and a grand total.
9 — Excel Status Colors
In the Excel file, the Status column cells are automatically color-coded:
| Color | Statuses |
|---|---|
| Green | Paid, Approved, Converted |
| Yellow | Sent, Pending-Sent |
| Gray | Pending, Rejected |
10 — Tips & Good to Know
- No record limit — Export handles any number of documents. The app fetches data in efficient batches of 2,000 with a progress bar, so even large accounts export smoothly.
- Business-scoped — The export only includes data from your currently selected business. If you manage multiple businesses with the Profile Switcher, switch to the desired profile first.
- UTF-8 compatible — CSV exports include a UTF-8 BOM marker, so special characters (€, £, accented letters) display correctly in Excel and other spreadsheet apps.
- Localized dates & currency — Dates use your locale format, and financial amounts display with your selected currency symbol. Month groupings in Excel are also in your language.
- Summary-level data — Each row represents one invoice or estimate with totals. Individual line items are not broken out into separate rows.
- File naming — Files are automatically named with a timestamp, e.g.
InvoiceExport_20260223_143022.xlsx, so you never accidentally overwrite a previous export. - Saved locally — The file is saved to Invoice Genie’s Documents folder in addition to the share sheet, so you can find it later in the Files app.
Quick Reference
| Setting | Default | Options |
|---|---|---|
| Format | Excel | Excel, CSV |
| Export Type | Both Invoices & Estimates | Both, Invoices Only, Estimates Only |
| Sort By | Date (Newest First) | Date ↑↓, Number ↑↓, Total ↑↓ |
| Date Range | All Time | All Time, 30 Days, 90 Days, This Year, Custom |
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