--- id: "export-for-your-accountant" lang: "en" title: "Export your figures for your accountant" summary: "Send your accountant a month's sales and VAT, payments by method, expenses and pay, each as a spreadsheet from the screen that holds it." area: "Reports & dashboards" kind: "task" url: "https://zeropos.shop/help/export-for-your-accountant" alternate: "https://zeropos.shop/help/export-for-your-accountant?lang=es" markdown: "https://zeropos.shop/help/md/en/export-for-your-accountant.md" screens: ["/reports/data","/reports/data/sales","/reports/data/payments","/reports/accounting/expenses","/reports/salary/team"] where_to_find: ["INSIGHTS › Reports","INSIGHTS › Accounting › Expenses","INSIGHTS › Payroll › Team salary"] related: ["sales-report","accounting-overview","log-an-expense","payroll","saved-views-and-links"] updated: "2026-10-16" --- # Export your figures for your accountant Send your accountant a month's sales and VAT, payments by method, expenses and pay, each as a spreadsheet from the screen that holds it. What an accountant usually asks for sits in a handful of screens, each with **Export CSV**. A file holds what the screen shows, with the filters you picked, and opens in Excel, Numbers or Google Sheets. At month end or year end. To read the profit yourself: [Read the Accounting overview](https://zeropos.shop/help/accounting-overview). Where to find it: INSIGHTS › Reports; INSIGHTS › Accounting › Expenses; INSIGHTS › Payroll › Team salary. ## Before you start - By default the owner, administrators and managers export the reports; pay is exported by the owner and administrators. - Close the month first: every day closed ([Close the day](https://zeropos.shop/help/close-the-day)), every expense logged ([Record an expense (including wages you paid)](https://zeropos.shop/help/log-an-expense)) and check-ins fixed ([Check in and out](https://zeropos.shop/help/check-in)). ## Steps ### Sales and VAT 1. Open [INSIGHTS › Reports](https://app.zeropos.shop/reports/data) and tap **Sales**. 2. Pick **Last month** at the top and set **Group by** to **Day** or **Month**. 3. Tap **Export CSV**: a row per day or month with **Sales**, **Refunds**, **Net** and **VAT**, and the total at the bottom. 4. Back on the hub, open **Payments**, pick **Last month** again and tap **Export CSV** for what came in by each payment method. ### Expenses and pay 5. Open [INSIGHTS › Accounting › Expenses](https://app.zeropos.shop/reports/accounting/expenses), tap **Last month**, then **Export CSV**: every expense on its own line. 6. For pay, open [INSIGHTS › Payroll › Team salary](https://app.zeropos.shop/reports/salary/team), choose the month under **Period** and tap **Export CSV** ([Team salary and payroll runs](https://zeropos.shop/help/payroll)). 7. Check that what you actually paid the team is logged as expenses: a payroll run records the figures but pays nobody. ### At the end of the year 8. On the last day of the year, open **Stock Ageing** and tap **Export CSV**: **On hand** and **Value at cost** for every product. 9. The same day, export **Gift cards outstanding**: what your shops still owe on cards ([Gift cards outstanding: what you still owe](https://zeropos.shop/help/gift-cards-outstanding)). 10. Keep a full copy as well: the owner can download the whole workspace ([Workspace & data: download your data or cancel](https://zeropos.shop/help/export-or-close-workspace)). ## What happens next - Nothing changes: exporting only reads. - Every CSV names its columns in your language. One from the Reports hub carries the columns you see and is named after its report. - A CSV opens by double-click in Excel in your language: with the screens in Spanish its cells are separated by semicolons and its amounts carry a decimal comma, as Spanish Excel expects; in English, by commas with a decimal point. - The figures follow each report's rules: a gift card counts when it is sold, and a layaway on the day it is completed ([The Sales report: sales, refunds, VAT and margin](https://zeropos.shop/help/sales-report)). ## Make it a monthly habit On each report, save the filters as a view with **Last month** picked: next month it opens on the new last month ([Save a view and share a link](https://zeropos.shop/help/saved-views-and-links)). **Copy link** gives a colleague with their own Zero POS sign-in the same filters; they see only what their role allows. ## Common questions ### Expenses is in Reports and in Accounting. Which one do I send? The **Expenses** report adds them up by category, vendor or month; [INSIGHTS › Accounting › Expenses](https://app.zeropos.shop/reports/accounting/expenses) gives every expense on its own line. Accountants usually want the lines. ### Can I send everything at once? The owner can download the whole workspace as a .zip of JSON files ([Workspace & data: download your data or cancel](https://zeropos.shop/help/export-or-close-workspace)). It is complete, but the CSV files above are what a spreadsheet opens. ## Good to know - Export once the last day of the month is closed at every shop. ## Related guides - [The Sales report: sales, refunds, VAT and margin](https://zeropos.shop/help/md/en/sales-report.md) - [Read the Accounting overview](https://zeropos.shop/help/md/en/accounting-overview.md) - [Record an expense (including wages you paid)](https://zeropos.shop/help/md/en/log-an-expense.md) - [Team salary and payroll runs](https://zeropos.shop/help/md/en/payroll.md) - [Save a view and share a link](https://zeropos.shop/help/md/en/saved-views-and-links.md)