> ## Documentation Index
> Fetch the complete documentation index at: https://docs.florists.digital/llms.txt
> Use this file to discover all available pages before exploring further.

# Accounting exports

> Download invoice exports formatted for Sage, Xero, or QuickBooks and import them into your accounting software.

**Accounting exports** turn the invoices in your Digital Florists instance into spreadsheets your bookkeeper or accountant can import straight into Sage, Xero, or QuickBooks.

<Info>
  **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](/settings/team).
</Info>

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).

<Info>
  **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.
</Info>

## 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.

| Capability                                          | Sage                                                            | Xero                                         | QuickBooks                |
| --------------------------------------------------- | --------------------------------------------------------------- | -------------------------------------------- | ------------------------- |
| Invoice export (.xlsx)                              | Yes                                                             | Yes                                          | Yes                       |
| Live two-way sync                                   | No                                                              | No                                           | No                        |
| Payment reconciliation back from accounting package | No                                                              | No                                           | No                        |
| Customer / contact sync                             | No                                                              | No                                           | No                        |
| Per-customer reference code on exported rows        | Yes (uses **Accounts Software Code**, falls back to `CUST{id}`) | No (uses customer name)                      | No (uses customer name)   |
| Customer address on export                          | No                                                              | Yes                                          | No                        |
| Customer email on export                            | No                                                              | Yes                                          | No                        |
| VAT-registered / non-VAT-registered variants        | Yes (tick **VAT Registered?** before generating)                | N/A (Xero handles tax via its own tax codes) | N/A (uses item tax codes) |
| Currency                                            | Not set per row                                                 | Hardcoded to **GBP**                         | Not set per row           |
| Ledger / account code on export                     | Hardcoded to **4000**                                           | Hardcoded to **200**                         | Not set                   |
| Credit notes included                               | No (invoices only)                                              | No (invoices only)                           | No (invoices only)        |

<Info>
  **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.
</Info>

## 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.

### Required setup fields

| Where                       | Field                      | Purpose                                                                                                     |
| --------------------------- | -------------------------- | ----------------------------------------------------------------------------------------------------------- |
| Per credit-account customer | **Accounts Software Code** | Used as Customer Reference on the Sage row. Up to 50 characters; letters, numbers, dashes, and underscores. |

### Setting up Sage exports

<Steps>
  <Step title="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](/settings/team).
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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`.
  </Step>
</Steps>

## 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.

### 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

<Steps>
  <Step title="Confirm your role has Exports: Financial">
    Same prerequisite as Sage. Manager-preset roles have it by default.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Run the export">
    Go to **Analytics** > **Reports** > **Financial & Accounting Reports** > **Accounting Export**, pick the date range, and choose **Xero**.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## 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

<Steps>
  <Step title="Confirm your role has Exports: Financial">
    Same prerequisite as Sage and Xero.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Run the export">
    Go to **Analytics** > **Reports** > **Financial & Accounting Reports** > **Accounting Export**, pick the date range, and choose **QuickBooks**.
  </Step>

  <Step title="Import into QuickBooks">
    Use QuickBooks' import wizard for invoices. Map the tax code column to your QuickBooks codes during the wizard.
  </Step>
</Steps>

## 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

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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`).
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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](/settings/team).
  </Accordion>
</AccordionGroup>

## What's next?

<Columns cols={2}>
  <Card title="Reports" icon="chart-line" href="/analytics/reports">
    Where the Accounting Export tab lives, alongside the other financial reports.
  </Card>

  <Card title="Integrations overview" icon="plug" href="/settings/integrations">
    See every category (website, courier, payment, relay, wire service, and Zapier) and where to set them up.
  </Card>

  <Card title="Team and permissions" icon="users" href="/settings/team">
    Manage who has the Exports: Financial permission on your team.
  </Card>

  <Card title="Payment methods" icon="wallet" href="/daily-operations/payment-methods">
    How payments and refunds work in Digital Florists, which is what feeds the invoices you export.
  </Card>
</Columns>