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Exporting Reports - Download Your Data

4 min read Beginner For Owner, Accountant Updated about 2 months ago
Quick Answer
Export your data from Bookings → Reports, then click the Export button. Choose Payments CSV, Refunds CSV, AR Aging CSV, Excel Workbook, Executive One-Pager PDF, or CSV Suite. Downloads are generated on-demand.

Exporting Reports

Export your RecSystems data for accounting, deeper analysis, or record-keeping. Multiple formats are available depending on your needs.

Accessing Exports

From Reports

  1. Go to Bookings → Reports in the navbar
  2. Set your desired date range
  3. Click Export or find the Export Center

Export Center

The Export Center panel shows all available export options for the current date range.

Export Formats

CSV (Comma-Separated Values)

Best for: Spreadsheet analysis, importing into other software

Available CSV exports:

Export Contents
Payments CSV All charges with booking details
Refunds CSV All refunds with reasons
AR Aging CSV Outstanding balances by age

Excel Workbook

Best for: Comprehensive reporting, accountants, analysis

Includes multiple sheets:

Sheet Contents
Summary Key metrics overview
Series Daily data points
Per Account Account breakdowns
Per Unit Unit performance
Per Order Individual transactions
Payload Data verification (checksum, timezone, versions)

Executive One-Pager PDF

Best for: Executive reporting, sharing with stakeholders

Includes:

  • Headline KPIs
  • Trend summaries
  • Key insights
  • Professional single-page formatting

CSV Suite (ZIP)

Best for: Complete data package, archival

Contains:

  • All CSV files
  • JSON payload
  • Checksum file for verification

Generating Exports

Step by Step

  1. Select date range — Choose the period you want
  2. Choose format — Click the export type you need
  3. Wait for generation — Large exports take a moment
  4. Download — Click the download link when ready

Generation Time

Export Size Typical Time
Small (30 days) Instant
Medium (90 days) 5-15 seconds
Large (1 year) 30-60 seconds

A spinner indicates generation in progress.

Export Contents

Payments CSV

Each row represents a payment with:

Column Description
Date Payment date
Amount Amount charged
Cart ID Order reference
Customer Customer name
Email Customer email
Units What was rented
Payment Method Card type
Stripe ID Transaction reference

Refunds CSV

Each row represents a refund with:

Column Description
Date Refund date
Amount Amount refunded
Original Payment Original charge ID
Reason Refund reason (if provided)
Cart ID Order reference

Per-Unit CSV

Performance metrics per unit:

Column Description
Unit Unit name
Fleet Fleet name
Orders Number of bookings
Gross Total revenue
Refunds Refunded amount
Net Net revenue
Utilization % of time booked
RevPAUH Revenue efficiency
Health Grade A-F score

AR Aging CSV

Outstanding balances by age bucket:

Column Description
Customer Who owes
Total Due Amount outstanding
0-7 days Current
8-14 days 1-2 weeks old
15-30 days 2-4 weeks old
31-60 days 1-2 months old
60+ days Over 2 months

Using Exports

For Accounting

Recommended workflow:

  1. Export Payments CSV for revenue
  2. Export Refunds CSV for adjustments
  3. Reconcile with bank statements
  4. Use AR Aging to track collections

For Tax Preparation

  1. Select full tax year date range
  2. Export Excel Workbook for comprehensive data
  3. Summary sheet has totals needed for taxes
  4. Per-Order sheet provides detail if audited

For Analysis

  1. Export CSV files
  2. Import into Excel, Google Sheets, or analysis tools
  3. Create custom charts and pivot tables
  4. Compare to prior periods

Data Security

  • Links are time-limited for security
  • Links are signed (cannot be modified)
  • Expire after a short period
  • Generate new export if link expires

Data Verification

Excel and ZIP exports include:

  • Payload checksums
  • Generation timestamps
  • Data integrity verification

Troubleshooting

Export won't generate

  • Check your internet connection
  • Try a smaller date range
  • Refresh the page and try again
  • Contact support if persists
  • Export links are temporary
  • Generate a new export
  • Download promptly after generation

Data looks wrong

  • Verify date range is correct
  • Check filter settings (test mode, etc.)
  • Compare to dashboard metrics
  • Contact support with specifics

Best Practices

Regular Exports

  • Export monthly for accounting
  • Keep quarterly archives
  • Annual export for tax records

Before Exporting

  • Set correct date range
  • Review filters (all data vs. filtered)
  • Verify amounts match expectations

After Exporting

  • Open and verify contents
  • Save to secure location
  • Back up important exports

Frequently Asked Questions

How do I export data for my accountant?
Use the Excel workbook export—it includes summary, daily data, per-unit breakdowns, and a data dictionary. Or use CSV exports for import into accounting software.
How long are download links valid?
Download links expire after a short time for security. If your link expires, generate a new export from the Reports page.
Can I automate exports?
Currently exports are manual. For automated reporting needs, contact support about API access.