Own data export format

Created: 2020-08-20
Last updated: 2020-08-21

Post view count: 68

The InvoiceOcean software allows you to manage invoicing and provide full control when exporting data. This export is divided into: 

  • classic document export; in XLS, CSV, XML or PDF formats; 
  • export of documents to the accounting software; selecting the format corresponding to the accounting software that you or your accountant use. 

However, if you want to export data so that you do not have to modify the file obtained with the proposed export, you have the option to create your own personalized export format. The export will be automatically saved in the XML format.

Creating your own data export

You can add a new format directly to your account. To do this, go to Settings > Account Settings > Invoice templates:

Then, under the basic invoice print templates, you will find the button Add new template:

In the template creation form: 
  • enter the Template name (e.g. “Own data export format”); 
  • indicate Kind by selecting Document list (export);
  • choose whether the Data transformation into Intrastat should be activated or not (disabled by default)

Then create a template in the appropriate box, filling in different variables. The software offers by default a list of basic data that can be customized according to your preferences. By clicking on “Available variables...” you will see a list of variables that can be used in your own template format.

In the example above, basic elements can be defined, that must be considered for each document and for each product. For example, if you want to additionally export the client’s e-mail address to a file, you have to add the following line with such a variable in the section dedicated to the {{#each invoices}} document:
 <buyer_email> {{buyer_email}} </buyer_email>

After constructing and saving your own export format, go to the tab: Income / Invoices > All > Export / Reports > Own data export format.

By creating your own export format, you can export the data you need rather than general data selected in traditional export formats from the system. 
This method can also be used to export content such as private notes that are not visible to customers. 
To do this, use the variable: internal_note.

In a similar way you can create other formats depending on the needs: 
  • Export of selected sales and purchase documents (invoice, Proforma invoice, Prepayment invoice, etc.), 
  • Receipts and cash payments - for documents with this name,
  • Export of additional documents, such as other invoices or your own non-accounting document, 
  • Reminder for unpaid invoices.


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