This page covers features gated by Manager-tier permissions. Managers and Admins have these by default; your administrator can adjust who has them in Settings > Team.
This lives under Analytics, not Settings. Because it’s a report rather than an integration, you’ll find it at Analytics > Reports > Financial & Accounting Reports > Accounting Export. This page covers what it does and the practical setup; the report itself is documented alongside the other financial exports.
Comparison matrix
The same report generates a different column layout for each platform. Capabilities are the same across all three; only the file format changes.None of these are live integrations. Nothing in Digital Florists posts to Sage, Xero, or QuickBooks automatically. You download a file, then import it on the other side. If you make a correction in one system, you’ll need to mirror it in the other.
Sage
Sage exports come in two flavours, VAT-registered and non-VAT-registered, selected by a tick box on the report screen. The export includes a customer reference column that uses the Accounts Software Code field on each customer. If the field is blank, the export falls back toCUST{id} truncated to ten characters, which keeps the import valid but won’t match an existing Sage customer. Set the field on your credit-account customers before your first export to avoid hand-editing the file.
Ledger account is set to 4000 on every row. If your Sage chart of accounts uses a different sales code, you’ll need to remap it during import, either in the file or in Sage’s import mapping step.
VAT handling is simple. The export tags each row as Standard or Zero Rated based on the order’s VAT rate. Lower-rate, exempt, and no-VAT items aren’t broken out as separate codes; review those manually if your shop sells outside the usual two rates.
Required setup fields
Setting up Sage exports
1
Confirm your role has Exports: Financial
The Exports: Financial permission is included in the Manager and Admin presets by default. If you’re using a permission override, ask your administrator to check Settings > Team.
2
Set the Accounts Software Code on your credit customers
Open each credit-account customer and set Accounts Software Code to match the customer reference in Sage. This is optional but strongly worth doing once. Otherwise every export row uses a generic fallback reference.
3
Run the export
Go to Analytics > Reports > Financial & Accounting Reports > Accounting Export. Pick the date range, choose Sage, and tick VAT Registered? if it applies. Click generate and download the .xlsx file.
4
Import into Sage
Use Sage’s built-in Excel/CSV invoice import. Map the ledger account during import if your chart of accounts differs from
4000.Xero
Xero’s export matches the column layout of Xero’s invoice CSV import template, including the asterisk-prefixed required columns (*ContactName, *InvoiceNumber, *InvoiceDate, and so on).
Tax handling is more detailed than Sage. Digital Florists works out the effective tax rate from each invoice line and matches it against the tax rates configured in your instance, then emits a label in Xero’s format (for example 20% (VAT on Income)). Small rounding differences between the rate-derived and amount-derived values are tolerated.
Two things to watch for:
- Currency is GBP. If your Xero file uses a different base currency, you’ll need to convert during import.
- Account code is
200. This matches Xero’s default Sales account out of the box. If you’ve changed yours, remap during import.
Required setup fields
No per-customer setup is strictly required. The export uses the customer’s name as the Xero contact, so first-time imports will create a new contact for any name Xero doesn’t already know. Review for duplicates after the first run.Setting up Xero exports
1
Confirm your role has Exports: Financial
Same prerequisite as Sage. Manager-preset roles have it by default.
2
Review your tax rates
In Digital Florists, make sure your VAT rates are set up correctly so the export labels them with the right Xero tax type. Wrong rates here produce wrong tax codes on import.
3
Run the export
Go to Analytics > Reports > Financial & Accounting Reports > Accounting Export, pick the date range, and choose Xero.
4
Import into Xero
In Xero, go to Business > Invoices > Import. Pick the file, confirm the column mapping (it should match Xero’s template), and review the result before posting.
QuickBooks
QuickBooks gets a leaner six-column file: invoice number, customer, invoice date, due date, item amount (net), and item tax code. This matches the minimum QuickBooks needs to create an invoice on import; everything else is filled in on the QuickBooks side once the invoice lands. Tax codes come from the order’s item-level tax rate, falling back to a generic standard-rate or zero-rate code if no specific rate is configured. You’ll need to map those generic codes onto your actual QuickBooks tax codes during import.Required setup fields
No per-customer setup is strictly required, same as Xero. QuickBooks will create a new customer record if it doesn’t recognise the name on a row.Setting up QuickBooks exports
1
Confirm your role has Exports: Financial
Same prerequisite as Sage and Xero.
2
Map your tax codes
Before your first import, decide which QuickBooks tax codes correspond to your standard-rate and zero-rate sales. You’ll apply this mapping in QuickBooks’ import wizard.
3
Run the export
Go to Analytics > Reports > Financial & Accounting Reports > Accounting Export, pick the date range, and choose QuickBooks.
4
Import into QuickBooks
Use QuickBooks’ import wizard for invoices. Map the tax code column to your QuickBooks codes during the wizard.
What’s included and what’s not
Worth knowing before you reconcile against the export:- Only invoices are exported. Credit notes, drafts, and deleted or archived invoices are excluded.
- Due dates fall back to the invoice date unless the customer is on a credit account, in which case the due date is worked out from their payment terms.
- No customer master file. If you’re starting fresh on the accounting side, you’ll likely create new contacts on first import. Review for duplicates.
- No payment reconciliation back. Payments recorded against an invoice in your accounting package don’t flow back into Digital Florists.
Common questions
Why isn't this a live sync like Stripe or Shiptheory?
Why isn't this a live sync like Stripe or Shiptheory?
Because no live link exists between Digital Florists and the accounting packages. The accounting export is a generated spreadsheet you download and import. Treat it like a monthly bookkeeping handover, not a real-time integration.
How often should I run the export?
How often should I run the export?
Whatever cadence matches your bookkeeping. Most florists run it monthly, but a weekly or quarterly run works the same way; just pick the matching date range. The default range is the previous full month.
My Sage chart of accounts uses a different sales code, not 4000. What do I do?
My Sage chart of accounts uses a different sales code, not 4000. What do I do?
Remap the ledger column either by editing the file before import or by adjusting the mapping in Sage’s import wizard. The same applies to Xero (account code
200).Can I export credit notes or refunds?
Can I export credit notes or refunds?
Not through this report. Only invoices with status Invoice are included; handle credit notes in your accounting package directly.
My role doesn't show the Accounting Export tab.
My role doesn't show the Accounting Export tab.
The report requires the Exports: Financial permission. The Manager and Admin presets include it by default; ask your administrator to adjust it through Settings > Team.
What’s next?
Reports
Where the Accounting Export tab lives, alongside the other financial reports.
Integrations overview
See every category (website, courier, payment, relay, wire service, and Zapier) and where to set them up.
Team and permissions
Manage who has the Exports: Financial permission on your team.
Payment methods
How payments and refunds work in Digital Florists, which is what feeds the invoices you export.