How does the document export work?
How does the document export work?
A Cloud offers the advantage of storing all data online. In case you need the data offline sometime, Billomat offers the option of downloading or exporting your documents and data.
To get to the export feature, click on the tab “Reports/Exports“. Then simply click on “Exports” and the desired type of document which you want to save locally.
For each document type you will find the same formats that can be selected for the export. This way, every document type can be downloaded as a CSV file, ZIP archive, PDF document, XML file or JSON file. The only exception are the invoices and the recurring invoices – but more about it later on.
CSV files are data collected over a selected period of time, that you can open and edit, for example, in Excel. This way, you can see which invoice numbers have been assigned during this period and how much revenue has been generated by 2 customers.
The ZIP archive and the PDF document are quite similar, given that in both cases the required documents are downloaded as a PDF. In the case of the ZIP archive, the invoices are downloaded as individual PDF files, however collectively in one folder. In case of the PDF document, the invoices are downloaded as one large multi-page document.
For the invoices, there also exists the option of carrying out a SEPA debit export. In this case, all the direct debits can be exported and then be transferred to the bank for further processing. This is a way of avoiding the long way to the bank and the waiting times there.
For the recurring invoices, we offer the iCalendar format for the export. It can be imported to the Outlook calendar, where your outstanding recurring invoices will be shown.
In addition to the export of documents, we also offer other types of exports. First, the export of payments. In this case, you can display in Excel, for example, which customer paid which invoice and at what time. The payment methods and currencies can also be checked here.
Secondly, we also offer the possibility to export the document’s items. This export contains all kind of information concerning the items, like on which invoice they appear, to what customer they were sold and with which type of tax rate they were calculated.
Thirdly, we offer the option of exporting articles, suppliers and customers along with all their lodged data. To do this, simply select the desired category on the left side in the option menu. The suppliers and customers can also be downloaded as vCard and then be imported, for example, to Outlook.
If you do not just want to have your data in the Cloud, but also on your own computer, you can proceed to a complete backup. This backup comes as a ZIP archive with all the data that are stored in Billomat.
The last export feature is the accounting. Here, you can export your master and transaction data in the DATEV and Agenda format, provided that you proceeded to the corresponding settings in „Settings > Configuration > Accounting“. What are DATEV and Agenda? They are the most common formats used by tax consultants.
You can give an employee access to your tax consultant. Just create an employee under „Settings > Administration > Employees“ and tell your tax consultant about it! He can then proceed to the accounting settings and, if needed, download himself the data in order to process them. The access will not be deducted from your current quota.
Please note that the access for the tax consultant is free of charge only from the plan “Business” on.