Optix supports exporting several types of data directly from your web dashboard, plus a few additional reports through the Data Exporter app. This article covers everything you can export today, and where to go for anything else.
Why export your data
Exporting data from Optix helps you:
Keep your own records: Maintain an independent backup of your organization's users, invoices, and Plans outside of Optix.
Feed your accounting software: Import invoice data directly into Xero, QuickBooks, or Zoho.
Analyze activity your way: Pull booking, check-in, and revenue data into your own spreadsheets or BI tools.
User information
User information
Go to Users, select the users you want to include, and click Export all. This CSV includes profile details, account status and type, Plans, billing information, mobile app details, and booking and invoice summaries. Learn more about exporting your user information data.
Finalized invoices
Finalized invoices
Go to Invoices → All Invoices, apply any filters you need, select the invoices, and choose an export format under More options: Generic CSV, Xero-compatible CSV, or Zoho-compatible CSV. The Generic CSV includes the invoice number, account name, created/due/paid dates, subtotal, tax, total, item descriptions, and invoice status. Learn more about getting Optix invoice data into your accounting system.
Tip: If you have an accounting app installed (such as Xero or QuickBooks), you may see additional export-to-app options under More options → APPS, alongside the three CSV formats.
Invoice items
Invoice items
Go to Invoices → Invoice Items, apply the appropriate filters, select the records, and click Export. This includes item names, descriptions, amounts, tax rates, invoice number and status, payment method, key dates, account details, and the booking or Plan associated with each charge. Learn more about exporting Invoice Items reports.
For a complete invoice history, we recommend exporting both the Finalized Invoices export above and this Finalized Invoice Items export. Looking for charges that haven't been finalized yet? See the Forecasted charges report further down this page.
Plans
Plans
Go to Plans → All Plans, apply any filters you need, select the plans, and click Export. This includes the Plan ID, name, template, price, billing frequency, deposit, setup fee, status, start/end/cancellation dates, and the associated user or team. Learn more about exporting your Users' Plans.
Product sales
Product sales
Go to Marketplace → Sales, select the sales you want to include, and click Export. This CSV includes the sale number, product, quantity, the user or team who purchased it, purchase date, total amount, payment status, and label. Learn more about where to see sales of your products.
Bookings, check-ins, and forecasted charges
Bookings, check-ins, and forecasted charges
Install the free Data Exporter app from Apps & Integrations → App Directory → Data Exporter for three additional CSV reports not available elsewhere in your dashboard:
Check-in report: User, company, email, check-in date, and location
Bookings report: Booking ID, owner, creator, location, resource, creation/start/end times, duration, source, cost, and allowance usage
Forecasted charges report: Pending or expected charges, including the account, due date, invoice and item totals, tax, quantity, and pending-invoice link. This is the same data referenced in exporting your pending invoice item data, not a separate export button on the Invoice Items page.
Learn more about how the Data Exporter app works and how to install it.
Note: You can also view live operational and performance metrics on the Dashboard APP, which displays customizable widgets for things like bookings, invoices, check-ins, and member activity.
Note: Revenue, account, activity, and resource charts can each be exported separately as CSV or XLS. That's reporting data for analysis, not a backup of your organization's records, so it's covered in our guide to exporting data from your Analytics reports.
FAQs
FAQs
What should I export for a complete backup of my organization's data?
For the most complete backup, export your Users, Plans, Finalized Invoices, Finalized Invoice Items, Bookings, and Check-ins. Add Product sales if you also want a record of marketplace purchases. The Forecasted Charges report is only necessary if you also want to preserve charges that haven't yet been finalized into invoices.
What's the difference between Finalized Invoice Items and Pending Invoice Items?
Finalized Invoice Items (exported from Invoices → Invoice Items) covers charges that have already been billed. Charges that haven't been finalized yet are exported separately, as the Forecasted Charges report through the Data Exporter app, rather than as a second button on the Invoice Items page.
Can I schedule exports to run automatically?
No, dashboard exports must be generated manually. There is currently no option to schedule a recurring export.
Can I download every finalized invoice as a PDF in one bulk action?
No, there is currently no option to bulk-download finalized invoices as PDFs. CSV is the primary format for bulk exports. For users who want to download an individual invoice as a PDF, see how to email or download an invoice.
Will deleted records appear in my exports?
No, deleted records cannot be included in Data Exporter reports.
What if I need a dataset that isn't listed here?
Custom datasets, such as full transaction records or complete allowance audit histories, may require the Optix API or assistance from our Support team. Email support@optixapp.com outlining the information you're looking for and we'll do our best to accommodate your request.
Need more info on Analytics?