The export accounting This involves extracting all accounting data for the period—sales invoices, purchase invoices, and payments—from your invoicing or management software into a format usable by your accountant. When done correctly, this export saves hours each month and eliminates double data entry. This guide explains what an accounting export should contain, how to generate one step by step, and how to automate the process.
What is an accounting export?
An accounting export is a collection (or archive) that compiles all the accounting entries generated by your business: every invoice issued, every purchase invoice, every payment received or disbursed. The accountant imports this into their accounting software to maintain the books, prepare VAT returns, and generate the balance sheet without re-entering any data.
In practical terms, the accounting export translates your sales and purchases into accounting entries: an account is associated with each transaction (706 for services rendered, 411 for customers, 512 for the bank, etc.), along with the date, invoice number, pre-tax amount, VAT, and total amount including VAT. This correspondence between business documents and accounting accounts is the key to a successful accounting export.
What does a complete accounting export contain?
- The sales journal : all customer invoices for the period, line by line, with the accounts, excluding tax, VAT and including tax;
- The shopping journal : supplier invoices and expense reports, with their expense accounts;
- The bank journal : payments, for bank reconciliation;
- Vouchers : the PDF of each invoice, named and classified, often in a zip folder;
- The FEC (Accounting Entries File): the regulatory tax format, required in case of audit.
In terms of formats, three standards cover all needs: CSV (or Excel file) for flexibility, FEC for tax compliance, and PDF for supporting documents. A good export is compatible with the main accounting software (Sage, Cegid, ACD, Pennylane, etc.); ask your firm for their preferred format before configuring anything.
Generating an accounting export: the step-by-step tutorial
The steps are similar in all billing software. Here's the general procedure for exporting my data, as it appears almost everywhere:
1. Open your software and locate the left-hand menu: click on "Accounting," "Reports," or "Accounting Export," depending on the tool. If the option is not visible, consult the configuration or online help.
2. Select the period: the month or quarter to export. A monthly export is the right frequency as it aligns with VAT deadlines.
3. Choose the content: check "sales journal," "purchase journal," "payments," and "supporting documents" as needed. For the first submission, check all boxes; your accountant will sort through them.
4. Choose the format: click on CSV or FEC depending on the firm's request. Some tools offer a "Sage compatible" or "Cegid compatible" profile that automatically associates the correct accounting accounts.
5. Click the "Generate export" button: the software prepares a zip archive containing the entries and a PDF of each invoice. All that remains is to download the file.
6. Send everything: download and then transmit via the firm's shared space, or better, give direct access; many tools allow you to invite the accountant, who then downloads the data himself in real time.
Detailed example: exporting the sales journal
Let's take a concrete example of exporting the sales journal into a typical invoicing software. From the home screen, click on "Sales" in the left-hand menu: the list of each sales invoice will appear, with the invoice date, invoice number, customer, pre-tax amount, VAT, and total amount. To filter, click on the period selector at the top, then click on "Last Month": only the invoices from that month will be displayed, with each line corresponding to a sales invoice.
Next, click "Export": a window will appear offering the option to export the invoice list to Excel or CSV. Check "Include detail lines" to display each invoice line (useful when a sales invoice contains multiple products or services), then check "Include PDF of each invoice" if the accountant requires the documents. Finally, click "Download": the archive will download, ready to send. The entire process takes about a minute; repeat for the purchase journal, and the monthly export is complete.
Tip: The tools remember your settings. For the next export, just two clicks are needed: click on "Accounting Export," then click on "Download the latest template." Some even allow you to schedule automatic monthly sending: your accountant receives a download link, clicks, and reviews the data without needing to contact you.
Purchase history and bank connection
The purchase journal follows the same logic: each purchase invoice received is recorded with its supplier, date, and expense account, then exported. A useful tip: photograph or import each purchase invoice upon receipt, so that the supplier's document is linked to the transaction. At the time of export, everything is sent together—entries and supporting documents—and the accountant will never again request a missing receipt.
The bank connection completes the system: the software automatically imports each bank transaction, offers to link each payment to its invoice, and prepares the bank reconciliation. This automatic reconciliation between the bank statement and the invoice provides invaluable information for monitoring: you know daily what has been paid, what is late, or what is not linked, and the bank export requires no manual entry. A secure connection with the bank is established once during setup and then operates continuously.
Typical columns in an export file
An accounting export in CSV format typically contains these columns: the transaction type (SALE or PURCHASE), the invoice date, the invoice number, the journal code, the general ledger account, the customer or supplier account, the description, the pre-tax amount, the VAT rate, the VAT amount, the total amount including VAT, and the payment date. Each column must contain consistent information: a date column in DD/MM/YYYY format, and an amount column with the correct decimal separator.
Before the first submission, use a spreadsheet to check three columns in particular: accounting entries (an incorrectly assigned product will skew the entire accounting process), VAT (the rate must be correct for each sale or purchase), and numbering (each entry must be sequential). This ten-minute check guarantees an error-free import for the accounting firm and saves time throughout the year's accounting management.
The FEC: mandatory tax export
The FEC (Fichier des Écritures Comptables - Accounting Entries File) is a standardized format used by the tax authorities: any company that keeps its accounts electronically must be able to produce it in the event of a tax audit. It contains the entire accounting record for the fiscal year, in a specific order and format (18 columns, defined separator, standardized dates).
If your accounting is handled by the firm, they will generate the FEC file. If you use in-house accounting software, verify that it produces a compliant FEC file; this is a non-negotiable selection criterion. The test is simple: generate the file and check it with the tax authorities' online testing tool before an audit requires it.
Automating exports: the end of the monthly chore
The modern method eliminates manual export: connected software transmits accounting data continuously. Djaboo centralizes your quotes, invoices and payments; each document is clean, numbered and dated, and export to the accountant is done in a few clicks: sales journal, PDF documents and file compatible with the firm's accounting software.
The benefits are immediate: no more re-entry (and therefore fewer errors), an accountant working with up-to-date data, often reduced fees, and faster closing. Bank integration completes the system: bank reconciliation is prepared automatically, with each payment linked to its invoice. For a very small business, this is the ideal setup: invoicing generates accounting, effortlessly and without data entry.
Best practices for a flawless export
Number your invoices without gaps or duplicates; this is the first thing an accountant checks. File each document as soon as it's created: a purchase invoice without supporting documentation is a risky expense. Export your data on a fixed date, monthly, rather than annually. Verify the accounting accounts associated with your products and services during the initial setup, with the help of your accounting firm. And keep a copy of each export: the archived zip file protects you in case of a dispute or tax audit.
Final tip: ask your accountant for feedback after the first export. Five minutes of tweaking—correcting an account, adding a column, adjusting a detail—and all subsequent exports will be perfect. The quality of your accounting export depends on the configuration, not the repetition.
Accounting export, case by case
Are you starting out with an accountant? Ask them for their chart of accounts and preferred accounting export standard before anything else. The first accounting export serves as a test: the accountant imports it, notes any adjustments, and you correct the configuration. From the second accounting export onward, everything runs smoothly. The accountant will appreciate a complete file: journal, supporting documents, statements—less back-and-forth communication for everyone.
Are you changing firms? Generate a complete accounting export for the current fiscal year (and the FEC file for the previous one), send it to the new accountant, and review the transfer of accounts together. A clean accounting export makes the transition seamless and is also a good opportunity to consult with the new firm about your revenue and services accounts.
Do you manage multiple activities? Export accounting data by company or activity, never a mixed set. Each entity has its own journal, entries, and potentially its own accountant. Multi-company tools allow you to select the company before clicking export—a good habit to get into to avoid any data mixing.
Quick start guide (to be displayed near the screen)
To export my data every month without having to think about it: 1. Click on the Accounting Export module; 2. Click on the period (previous month); 3. Click on "select all" for journals; 4. Click on the format requested by the firm; 5. Click on "Generate"; 6. Click on "Download"; 7. Send it or let the accountant pick it up. Seven clicks, five minutes, zero oversights: that's how exporting my data should always work, and with automatic sending configured, there's no need to even click.
If a screen differs in your tool, consult the online help: each software vendor documents its accounting export module with screenshots. Specific cases (credit notes, advance payments, foreign currencies) are addressed in these guides, and the software's support article generally describes the exact procedure, accessible with a single click from the interface. Need to go further? The accounting firm can facilitate implementation by working directly within the tool—a shared management approach that is rapidly growing because it simplifies things for both parties: the accounting professional has continuous access to data, while the company can focus on its core business and clients.
One last word on electronic invoicing: from 2026 onwards, every invoice will pass through a approved platformAnd accounting exports will be enhanced with these standardized data flows. Billing data will be structured at the source, making accounting exports a simple configuration process, and PDF documents will give way to electronic data feeds. Preparing your management today will facilitate this transition tomorrow: up-to-date software, clearly identified clients (SIREN number, address), products linked to the correct accounts, and all billing ready for a seamless switchover.
Which export for which need: a summary
| Need | Export to be generated | Format | Content |
|---|---|---|---|
| Monthly accounting | Sales journal + purchase journal | CSV or Excel | Each invoice, excluding tax, VAT, including tax, accounts |
| Vouchers | Document archive | PDF file (zip) | PDF of each sales and purchase invoice |
| Tax audits | FEC of the exercise | Standard format | All accounting entries |
| Internal analysis | Sales list by customer or product | Excel | Custom columns, amounts excluding/including tax |
| Rapprochement | Bank journal | CSV | Payments, dates, bank accounts |
This table appears in the software as an export option: each accounting need corresponds to a dedicated export. For sales analysis, an Excel export with one column per piece of information (customer, product, pre-tax amount, post-tax amount, date) allows you to sort and use the data in real time. A simple example: display the total sales per customer for the year to prepare for negotiations, or display the sales breakdown by product to adjust the offer.
Excel remains the ideal tool for viewing an export: the workbook opens anywhere, each column can be filtered, and a pivot table solution displays the summary in just a few clicks. For accounting purposes, however, the standardized CSV file imported into the firm's accounting software eliminates any manipulation; the data remains intact from invoicing to accounting, without re-entry or data entry errors. And if a total including tax does not match the total excluding tax plus VAT, the accounting software flags it upon import: an automatic check that secures the accounting process from start to finish.
One last, often overlooked point: availability. An export must be available at any time, not just at the end of the month. An accountant or banker might need a document urgently (interim financial statements, loan applications). Online solutions make every document available in real time: sales, purchases, banking transactions—everything is displayed and exported on demand, facilitating every exchange and allowing you to send the right information at the right time, or even share a viewing link instead of sending a file.
F.A.Q
Which accounting export format should I choose?
The CSV (or Excel) format is suitable for accounting firms; the FEC is the regulatory tax format; PDF is used for supporting documents. The best choice is the one your accountant can import directly into their accounting software.
How often should I export my accounting data?
Each month, ideally on a fixed date after bank reconciliation. A monthly schedule aligns with VAT returns, keeps exports light, and allows the accountant to monitor activity in real time.
How do I export my data to my accountant?
In your software: left menu, export section, select the period, check journals and documents, choose the format, click on the generation button, then download the zip and send it or give the firm direct access to the tool.
What is the FEC and does it concern me?
The Accounting Entries File is the standardized export required by the tax authorities in the event of an audit. Any company using computerized accounting is affected: check that your software or accounting firm can generate it at any time.
To put this into practice: Explore all of Djaboo's features, including export..
