Wholesale Handler
Data export is how you get your invoice data out of Wholesale Handler and into your accounting software. Pick a date range, choose your columns, click Download CSV and you've got a clean spreadsheet ready to import.
Wholesale Handler builds the file from your invoices directly, so the numbers always match what's in the app. No copying, no re-keying, no maintaining a separate spreadsheet.
What can I export?
Right now, invoice line items as a CSV from the Export data page. That's the export your accountant cares about.
Other outputs in Wholesale Handler are produced from the page they belong to rather than from a central export screen:
- Invoice PDFs - see how invoices work
- Packing slip PDFs - see how packing slips work
- Production schedule PDFs - see how production schedules work
How do I export my invoices?
Open Export data and:
- Pick a date range (see below).
- Check the 20-row preview underneath - it shows you what's about to be exported.
- Optionally open Customise columns... to choose which columns appear.
- Click Download CSV.
Your browser downloads the file straight to your default downloads folder. From there it's up to your accounting workflow - drag it into Xero, attach it to an email, open it in a spreadsheet, whatever fits.
Which date ranges can I pick?
Six presets covering the periods most accountants ask for:
- This month
- Last month
- This quarter
- Last quarter
- Last 6 months
- Custom
Custom lets you set any From and To dates - useful for one-off ranges that don't line up with a calendar month or quarter.
What's in the CSV?
One row per invoice line item. Invoice-level fields (the invoice reference, customer name, status) repeat on every row for that invoice - this is the format most accounting software expects. The available columns are:
Invoice-level
- Invoice reference (INV-2026-003)
- Invoice date (2026-03-15)
- Date paid (blank if the invoice is unpaid)
- Payment reference (a reference from your bank statement, if recorded)
- Customer business name
- Customer contact name
- Customer email
- Status ("Sent" | "Paid" | "Declared paid")
- Currency (ISO 4217 code, e.g. "GBP" or "USD")
- Notes (free-text notes from the invoice)
Line-item-level
- Line item type ("Product" | "Adjustment")
- Description (product name, or your free-text adjustment description)
- Quantity (12)
- Unit price (decimal in the invoice currency, e.g. 3.50 means £3.50, not 350 pence)
- VAT rate (%)
- VAT method ("Exclusive" | "Inclusive")
- Net amount (42.00)
- VAT amount (8.40)
- Gross amount (50.40)
A few format choices worth knowing:
- Dates use ISO format - year-month-day, e.g. 2026-03-15 for 15 March 2026 - so they import the same way regardless of region and sort chronologically when you order the column alphabetically in your spreadsheet.
- Amounts are plain numbers with no currency symbol - the currency lives in its own column so your accounting software can read it cleanly.
- The file is encoded as UTF-8 with a byte-order mark so Excel on Windows opens it without mangling accented characters.
Can I change the columns?
Yes. Click Customise columns... and you'll see a checkbox per column with an optional text input to rename the header. Tick what you want, type the headings your accounting software expects, save.
Your choice is stored against your account, so the next time you come back to export the same columns are already selected. Open the customise screen again any time to change them.
Why are some invoices missing?
Drafts are excluded from the export - only sent and paid invoices are included. That way the figures you hand to your accountant never contain numbers you hadn't finalised.
If an invoice you expected is missing, check Invoices to see whether it's still a draft and finalise it if so.
Why is there a row limit?
Each export is capped at 5,000 line items so the file stays quick to build and reliable to download. If your chosen period is over the cap, narrow the date range and run the export in two or three smaller chunks - your accounting software will import them just fine in sequence.
How Wholesale Handler handles data export
Pick a period, eyeball the preview, customise the columns once and never again, click Download CSV. The file matches your invoices because it's built from them directly - no separate spreadsheet to keep in sync, no manual copying, and no chance of the totals drifting between Wholesale Handler and your accounts.
