How to export your data

The quarter ends, the VAT return is due, and your accountant sends the same email they send every quarter. CleanFlo does not integrate with accounting software, so the answer to that email is always a CSV file. This guide is a map of which file, from where, with which columns in it.

Every export in the product is one click. No dialog, no column picker, no date-range prompt. The file downloads with the name it was going to have, and a toast tells you how many rows went into it.

Three places to export from

The seven files Reports produces

Each card on Reports that has a table under it carries a ghost Export button in its header. The invoice ledger is the only one whose button reads Export CSV instead. All seven follow the same rules: the button is disabled when the table is empty, and the file always covers the whole row set behind the table rather than the ten rows on screen.

Client Directory

Revenue is money received on paid invoices; clean value is the work booked in this period

Export

Riverside Homes 38 cleans · Last clean 13 Aug 2026 £3,230 Active

St Marks Medical Centre 24 cleans · Last clean 14 Aug 2026 £2,880 Active

Harbour Lettings 14 cleans · Last clean 02 Jul 2026 £1,050 Inactive

Money columns in these files carry your own currency symbol in the header rather than in every cell, so a column of amounts stays numeric and a spreadsheet will sum it without being argued with. The success toast counts what went out: "Exported 14 invoices", "Exported 3 team members", "Exported 1 client".

The exports on the working screens

Four of the list screens have their own Export CSV button beside the pager. These are rawer than the Reports files: what you see, in the order you sorted it, with the filters you applied.

app.cleanflo.io/clients

Clients Search everything… ⌘K New

Clients

Your client records and the locations you clean for each one

Add Client

Name	Contact Name	Email	Phone	Status	Sites
Riverside Homes	Dan Petrie	dan@example.co.uk	01326 555 118	active	3
St Marks Medical Centre	Practice Manager	admin@example.co.uk	01872 555 402	active	1
Bay View Offices	Helen Ross	h.ross@example.co.uk	01326 555 771	active	2
Harbour Lettings	Owen Blake	lettings@example.co.uk	01326 555 209	inactive	6

1–10 of 14 12 Export CSV

123

1. Clients in the sidebar opens this screen.
2. Add Client is the main action on this screen.
3. New, in the title bar on every screen, adds a clean, client, quote, invoice and more.

clients.csv

From the Clients table. Six columns: Name, Contact Name, Email, Phone, Status, Sites. "Sites" is the count of locations against that client, not their addresses.

invoices.csv

From the Invoicing screen. Six columns: Invoice Number, Client, Amount, Issue Date, Due Date, Status. An ad-hoc invoice with no client record exports its recipient name in the Client column.

inventory.csv

From the Inventory table. Item, Category, Current Stock, Min Threshold, Unit, Status, over the whole filtered and sorted list.

equipment.csv

From the Equipment register. Name, Category, Serial Number, Condition, Status, Assigned To. A missing serial or borrower exports as an empty cell.

Note that invoices.csv exists in two different shapes. The one from the Invoicing screen carries the client name; the one from the Reports Financial tab does not, but is already cut to the date range. For a VAT quarter you want the Reports one. For a debt chase you want the Invoicing one, filtered to Overdue first.

Invoice Number	Client	Amount (£)	Issue Date	Due Date	Status
INV-2026-014	Riverside Homes	408.00	2026-08-14	2026-08-28	paid
INV-2026-013	St Marks Medical Centre	1260.00	2026-07-02	2026-07-16	overdue
INV-2026-012	Bay View Offices	340.00	2026-07-28	2026-08-11	sent

Export data: everything at once

In Settings, under CleanFlo account, is Export data, and it is a different kind of export. The other buttons hand you a view. This one hands you the tables. Its subtitle says what it is for: "Download your data as CSV files. This fulfils your right to data portability under GDPR."

app.cleanflo.io/settings?tab=data

Settings Search everything… ⌘K New

Settings

Your business, your account and how CleanFlo works for you

CompanyMoneyMy accountPlan & billingExport dataPrivacy & closure

Export data

Download your data as CSV files. This fulfils your right to data portability under GDPR.

Clients

Export CSV

Locations

Export CSV

Cleans

Export CSV

Invoices

Export CSV

Staff

Export CSV

Services

Export CSV

Export All Data

Exported files are in CSV format and can be opened in Excel, Google Sheets, or any spreadsheet application.

Each row exports its own table with a stable set of columns, and the files are dated: cleanflo_clients_2026-08-14.csv. The toast tells you the count, or tells you there was nothing there: "Clients exported (128 rows)." or "No clients to export."

Clients

Id, name, contact name, contact email, contact phone, created date.

Locations

Id, the client it belongs to, name, first address line, city, postcode, property type, created date.

Cleans

Id, title, scheduled date, start time, status, the staff name stored on the clean, created date.

Invoices

Id, client, status, issue date, due date, total, created date. No line items: this is the header row of each invoice, not its contents.

Staff

Id, full name, email, phone, job title, role, whether active, created date. Cleaners only.

Services

Id, name, type, base price, duration in minutes, created date.

Export All Data runs all six in order. While it works, the button label becomes a progress line reading "Exporting Invoices (4 of 6)…", a thin progress bar appears, finished rows turn green with a tick and the row in flight tints brand. The result is one combined file, cleanflo_export_2026-08-14.csv, with each table separated by a comment line such as "# Clients (12)". The final toast reads "All data exported (243 rows across 6 tables)."

Invoices shaped for Xero or QuickBooks

Underneath the six generic tables on Settings → Export data sits a second, smaller block headed Accounting software export, with two rows: Xero and QuickBooks, each with its own Export CSV. These are not another copy of invoices.csv. They are built to match the column headers each product's own invoice-import screen already expects, so a bookkeeper can hand the file straight to Xero or QuickBooks' import step rather than remapping columns by hand first.

Both flatten every invoice down to one row per line item, so a three-line invoice becomes three rows sharing the same invoice number: this is the shape both products' importers expect an invoice to arrive in. Draft invoices are left out entirely: a draft was never actually issued, so there is nothing yet for an accountant to book. Dates are written UK-style, day/month/year with slashes, which is the format both tools read by default.

cleanflo_xero_invoices_2026-08-15.csv

ContactName, InvoiceNumber, InvoiceDate, DueDate, Description, Quantity, UnitAmount, AccountCode. AccountCode is left blank on every row: which nominal code a line belongs to is a decision about your own chart of accounts, and only your bookkeeper can make it, usually during Xero's own import review step.

cleanflo_quickbooks_invoices_2026-08-15.csv

Invoice No, Customer, Invoice Date, Due Date, Item(Product/Service), Item Description, Item Quantity, Item Rate. Item(Product/Service) is written as a placeholder, "Cleaning Services", since matching a line to a specific item in your QuickBooks catalogue is the same kind of decision AccountCode is for Xero.

What to actually send your bookkeeper

A practical sequence for a VAT quarter, assuming you are on the standard scheme and accounting on invoices raised rather than cash received.