Data Export

Why Export Data?

Sometimes you need your A.X.E.L data in spreadsheet format — for your accountant, for analysis, for backup, or for switching systems. A.X.E.L lets you export all your key data as CSV files that open in Excel, Google Sheets, or any spreadsheet program.

What Can Be Exported

P&L Reports:

• Monthly income, expenses, and profit breakdown
• Expense categories with totals
• Custom date ranges
• Ready for accountant review

Leads Data:

• Customer names and contact details
• Lead sources and conversion status
• Services requested and notes
• Date ranges and status filters

Invoice Records:

• Customer details and amounts
• Payment status and dates
• Line items and descriptions
• VAT breakdowns

Expense Records:

• All business expenses with categories
• Supplier information
• Job-linked costs
• VAT amounts and receipt references

Materials Catalogue:

• Complete materials list with prices
• Supplier details and stock status
• Categories and units
• Perfect for price list sharing

Exporting P&L Reports

1. Go to Expenses → P&L Report
2. Set your date range (this year, last year, or custom)
3. Let the report generate
4. Tap Export CSV
5. Download starts immediately

The CSV includes monthly breakdowns and category totals — perfect for accountant submission.

Exporting Other Data

Most data sections have export options:

1. Go to the relevant section (Leads, Invoices, etc.)
2. Apply any filters you want (date range, status, etc.)
3. Look for the Export or Download CSV button
4. Click it to download the filtered data

CSV File Format

CSV (Comma Separated Values) files are simple spreadsheet format that opens in:

• Microsoft Excel — double-click the file
• Google Sheets — File → Import
• Apple Numbers — drag and drop
• LibreOffice Calc — free alternative to Excel

All your data appears in rows and columns, ready for analysis or manipulation.

What's Included

Lead exports include:

• Name, phone, email, address, postcode
• Service required and detailed notes
• Lead source (website, referral, etc.)
• Status and conversion dates
• Estimated value and actual invoice amounts

Expense exports include:

• Date, amount, VAT, and net cost
• Category and supplier details
• Description and receipt references
• Linked job information
• Payment method and status

Using Exported Data

For accounting:

• P&L reports ready for tax returns
• Expense breakdowns by category
• VAT calculations included
• Monthly summaries for cash flow analysis

For analysis:

• Lead conversion rates by source
• Seasonal patterns in income/expenses
• Customer lifetime value calculations
• Service profitability comparison

For backup:

• Regular exports as data backup
• Safe copy of customer information
• Historical records for compliance

Data Formatting

A.X.E.L formats exported data consistently:

• Dates in DD/MM/YYYY format
• Money in pence (multiply by 100)
• Phone numbers as entered
• Text fields with quotation marks around them

This ensures data imports cleanly into most accounting software.

Regular Exports

Consider setting up a monthly routine:

1. Export P&L report at month-end
2. Send to your accountant
3. Save a local copy for records
4. Export key data for backup

Regular exports ensure you always have your data available outside A.X.E.L.