Export your data

The export catalog — which file answers which question, and how to run one.

Who can do this Owner, Finance

Every file in Finance → Exports answers a specific question about your money — this page tells you which one to reach for, what counts as “real money” in each, and how to run one.

Which export answers your question

Export	Answers	Format
Donation Report	“Show me every donation, one row each, with the donor attached.”	CSV
Receipt PDFs	“I need copies of every receipt issued in a month.”	ZIP of PDFs
Event Offering Breakdown	“How did each offering in this event total up?”	CSV
Monthly Summary	“What are this month’s totals by payment method, for the journal entry?”	CSV
SQL Accounting Import	“Give me official receipts my accounting software can import.” See Export to SQL Accounting.	ZIP
LHDN Individual e-Invoices, LHDN Consolidated e-Invoices	“What did we file with LHDN, and for whom?” (only shown if e-invoicing is on)	CSV
Full Data Export	“Give me everything this organization holds, donors included.” See What the Full Data Export holds.	JSON

Steps

Open Finance → Exports.
Select the export you need, from the table above. A panel opens on the right that says what the file is for, what one row holds, and what it leaves out — check it before you generate.
Set its period. Most exports take a date range or a month, with quick picks like Last 30 days, This month or Last month, plus a custom range. The Event Offering Breakdown asks for an event instead, and the Full Data Export has no period to set — it always covers everything.

For the Donation Report you also choose two things:
- Date range applies to decides which donations are in the file. Payment date (the default) counts a donation in the period it was paid, so it matches the bank statement and the monthly books. Entry date counts it in the period staff keyed it in, so a donation entered late can land in a different month from the books.
- Sort rows by only changes the order: payment date, entry date, receipt number, payment method or campaign. The rows are the same in every order.
Select Generate Export. The file is built in the background — you’ll see it queue, then show a build progress bar.
Download it once it says Ready. Files are removed 24 hours after they’re built, so download promptly — you can always generate the same export again.

What the Full Data Export holds

Besides donations, receipts and the rest of your records, the Full Data Export lists every donor of your organization: each person linked to it, and anyone with a completed gift to it. Each donor appears with their current name, email and phone, their tags, the audiences they belong to, their donor level, and their stored engagement score and churn risk (the same figures shown on their donor profile). Guest gifts made without a donor account stay in the donations section and do not appear as donors.

Private notes about a donor are included only when the person who ran the export can view donors. If you run it with a role that cannot, the file simply has no notes.

A full data file is built for the person who ran it. Only that person, or someone else who can view donors, can download it from the export history. Other files in the history can be downloaded by anyone who can see it.

The donor list on the Donors page has its own, separate CSV export that follows your filters — see Find donors.

What counts, and what doesn’t

Every organization starts with a handful of sample donations — invented example data so the account isn’t empty on day one — and every gateway supports test donations, made while you were still trying out checkout. Neither is real money, but the exports don’t all treat them the same way.

Export	Test donations	Sample donations	Period counts on
Donation Report	Left out	Included	Payment date, or entry date if you choose it
Receipt PDFs	Left out	Left out	Payment date
Event Offering Breakdown	Left out	Included	The whole event
Monthly Summary	Left out	Included	Payment date
SQL Accounting Import	Left out	Left out	Payment date
LHDN Individual e-Invoices	Included	Included	The date the donor requested the e-invoice
LHDN Consolidated e-Invoices	Included	Included	The donation’s payment date, not the submission date
Full Data Export	Included	Included	No period — everything

“Payment date” means the date the money was paid, or the entry date where no payment date was recorded. Apart from the two LHDN files and the Full Data Export, every export also leaves out donations that aren’t completed, such as pending, failed or voided ones. The Full Data Export is a raw, unfiltered copy on purpose.

Watch for one more thing in any CSV you open in Excel or Sheets: a negative figure (a refund or an adjustment) that starts with a minus sign can be read as text rather than a number, and silently drops out of a SUM(). If a total on your side doesn’t match the file, check for a negative row first.

If something goes wrong

What you see	What it means	What to do
The job shows “Expired”	The file was deleted 24 hours after it was built	Generate the same export again
The job stays “Queued” for a long time	The build queue is busy, or the file is large	Leave the page open — it updates on its own — and try a shorter date range if it fails
Status turns “Failed”, mentioning a timeout	The date range was too large to build in time	Re-run it with a shorter range
A total doesn’t match your own count	The export uses a different date basis than you expect, or a negative row read as text	Check which date the export counts on in What counts, and what doesn’t — most count on the payment date, as Read your dashboard does — then check for a leading-minus-sign row

Screenshots use sample data. Every screen on this page is captured against a demo organization seeded with generated donors, amounts, receipt numbers and campaigns. Any resemblance to a real person or organization is coincidental.