Accounting exports

Accounting exports turn the invoices in your Digital Florists instance into spreadsheets your bookkeeper or accountant can import straight into Sage, Xero, or QuickBooks. Unlike the other entries on the Integrations page, accounting isn’t a live connection. There’s no API link to Sage, Xero, or QuickBooks, and no two-way sync. Instead, Digital Florists generates an Excel file (.xlsx) of your invoices in each platform’s expected column layout, and you import that file into the accounting package yourself. It’s a one-way, file-based handover that you run on whatever cadence suits your books (weekly, monthly, quarterly).

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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.

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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 to CUST{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.

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Required setup fields

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Setting up Sage exports

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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.

The customer’s name, email, and billing address (where present on the order’s customer record) are written into the file, so first-time imports don’t require pre-creating contacts in Xero.

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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.

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Setting up Xero exports

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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.

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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.

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Setting up QuickBooks exports

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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.

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Common questions

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What’s next?