CSV Export Guide
Download your extracted invoice data as CSV files for use in Excel, Google Sheets, accounting software, and more.
What is CSV Export?
CSV (Comma-Separated Values)
CSV is a universal file format that stores tabular data in plain text. Each row represents an invoice, and columns contain the extracted data fields.
- • Universal compatibility: Works with any spreadsheet software
- • Lightweight: Small file sizes, fast downloads
- • Easy import: Into accounting and ERP systems
- • Human readable: Can be opened in any text editor
- • No formatting: Pure data without styling
- • Available on all plans: Including the free plan
How to Export CSV Files
1
Single Invoice ExportExport data from individual invoices for quick access to specific information.
Steps:
- 1. Go to your invoice list in the dashboard
- 2. Find the completed invoice you want to export
- 3. Click the "View Details" button
- 4. In the invoice details page, click "Export CSV"
- 5. The file downloads automatically to your browser's download folder
Perfect for individual invoice analysis or record keeping
2
Batch Export (Multiple Invoices)Export data from multiple invoices at once for comprehensive reporting and analysis.
Steps:
- 1. Go to your invoice list in the dashboard
- 2. Use checkboxes to select the invoices you want to export
- 3. Click the "Export Selected" button above the list
- 4. Choose "CSV" from the export format options
- 5. Click "Download" to get your combined CSV file
Pro Tip: Use filters to select invoices by date range, vendor, or amount before exporting.
3
Bulk Export (All Invoices)Export all your processed invoices for comprehensive data backup or migration.
Steps:
- 1. Go to Settings → Data Export
- 2. Select your date range (or "All time")
- 3. Choose "CSV" as the export format
- 4. Click "Start Export"
- 5. Large exports are emailed to you when ready
Large exports (500+ invoices) may take a few minutes to prepare
CSV File Structure
Standard CSV Columns
| Column Name | Description | Example |
|---|---|---|
| invoice_id | Internal Sortpay ID | 12345 |
| file_name | Original filename | invoice_jan_2024.pdf |
| vendor_name | Company/vendor name | Acme Corp |
| invoice_number | Invoice number from document | INV-2024-001 |
| invoice_date | Invoice date (YYYY-MM-DD) | 2024-01-15 |
| due_date | Payment due date | 2024-02-15 |
| total_amount | Total invoice amount | 1234.56 |
| currency | Currency code | USD |
| tax_amount | Total tax amount | 123.45 |
| uploaded_at | When uploaded to Sortpay | 2024-01-16 10:30:00 |
| processed_at | When processing completed | 2024-01-16 10:30:45 |
Pro Plan: Includes additional columns for line items, custom fields, and enhanced vendor details.
Using Your CSV Files
Excel & Google Sheets
- Double-click to open in Excel automatically
- Upload to Google Sheets for cloud collaboration
- Create pivot tables and charts for analysis
- Use formulas for calculations and summaries
Accounting Software
- Import into QuickBooks, Xero, Sage
- Map columns to your chart of accounts
- Automate expense categorization
- Streamline month-end reconciliation
Advanced Export Options
Custom Column Selection
Choose exactly which data fields to include in your CSV export.
Available Options:
Date Range Filtering
Export invoices from specific time periods for targeted reporting.
Last 30 Days
Recent activity
This Quarter
Quarterly reports
Custom Range
Pick specific dates
Troubleshooting CSV Exports
File Won't Open in Excel
- • Try opening Excel first, then use File → Open → Browse to select the CSV
- • If prompted, choose "Delimited" and "Comma" as the separator
- • Ensure the file extension is .csv (not .txt)
- • Check that special characters display correctly (try UTF-8 encoding)
Missing Data in Export
- • Verify the invoices have completed processing status
- • Check if you're using the correct date range filter
- • Some fields may be empty if not detected in the original invoice
- • Pro features (like line items) require a Pro plan subscription
Download Doesn't Start
- • Check if your browser is blocking downloads
- • Disable popup blockers temporarily
- • Try right-clicking the download button and "Save link as..."
- • Clear browser cache and try again
- • For large exports, check your email for a download link
CSV Export Best Practices
Data Quality
- • Always review extracted data before exporting
- • Use consistent file naming for easy identification
- • Export regularly to avoid large file sizes
- • Keep backups of important export files
Integration Tips
- • Map CSV columns to your system's required fields
- • Test with small batches before bulk imports
- • Use date filters for incremental updates
- • Consider API integration for automated workflows