Essential Export of Sales Data in the POSable Backoffice

by POSable Support Team | January 8, 2026 1:28 pm

Can I Export Data from POSable for My Accountant?

Yes. POSable lets you export sales data from the dashboard to CSV, Excel or PDF for any date range.

The Accounts Report export lists every transaction with its net amount and VAT. It also provides a total and a summary for each payment method.

That gives your accountant what they need for bookkeeping and VAT returns. CSV files can be opened in any spreadsheet and imported into accounting software such as Xero, QuickBooks or Sage.

Why regular exports save you time and money

• Lower accountant fees. Clean, organised data means fewer hours spent sorting out your figures.
• VAT returns without the scramble. VAT is recorded on every sale, so the quarter-end figures are ready to go.
• Easier bank matching. Payment-type totals make it simple to match card takings against your card processor’s payouts.
• Accurate payroll. Staff clock-in and clock-out records export straight from the timesheets.
  

What you can export

Report	What’s included	Formats
Accounts Reports	Every transaction: date, time, payment method, net (ex VAT), VAT, total (inc VAT), VAT status, plus a summary by payment method	CSV, Excel
Sales Reports	This year compared with last year, including tax	CSV, Excel, PDF, Print
Item Reports	Sales by product for any date range	CSV, Excel, PDF
Category Reports	Sales by category	CSV, Excel, PDF
Payment Type Reports	Revenue, share of revenue and refunds for each payment method	CSV
Z Report	End-of-day totals for cash, card, refunds, net sales, deposits and till floats, per till	Print, Email
Employee timesheets	Date, time in, time out and hours worked	CSV
Loyalty Reports	Member spending and the impact of loyalty discounts	CSV
Products and Categories	Your full product and category lists	CSV

How to export your Accounts Report

1. Log in to your POSable dashboard.
2. Open Advanced Reports → Accounts Reports.
3. Choose a date range, for example your VAT quarter.
4. Check the summary cards on screen: total sales, net, VAT, cost, gross profit and net profit.
5. Click Export and choose:
   • CSV, which works with most accounting software, including Xero and QuickBooks
   • Excel, a formatted spreadsheet that’s easier to read and share
6. Send the file to your accountant or import it into your accounting software.

The file name includes the date range.

Additionally, accounts-report-2026-04-01_to_2026-06-30 helps keep records organised.

A simple routine for you and your accountant

• Daily: open Sales and run the Z Report for the day. Check cash against the till float, record cash deposits, and print or email the report for your records.
• Weekly or monthly: export the Payment Type Report and match card takings against your card processor’s payouts.
• Each VAT quarter: export the Accounts Report for the quarter. The total VAT and total net (ex VAT) figures give your accountant the starting point for the VAT return.
• Payroll: export employee timesheets for the pay period.
• Year end: export Sales Reports for the year-on-year comparison, plus Item and Category Reports to review your best and worst sellers.

Importing into Xero, QuickBooks or Sage

POSable exports standard CSV files and doesn’t connect directly to accounting software. Most accountants either:

• post a summary journal each day, week or month using the totals by payment method, or
• import the transactions. The Accounts Report CSV starts with a short title block (report name, date range and when it was generated) and ends with a summary table. Delete those rows so only the column headings and transaction rows remain, then use your software’s import tool.

If you’re not sure which approach suits you, send your accountant a sample export first.

Making Tax Digital

POSable records VAT on every sale and exports the figures. It doesn’t submit VAT returns to HMRC. Use MTD-compatible accounting or bridging software, or ask your accountant, to file your return.
Access reports from the POSable Backoffice and download the data you need from the ADVANCED REPORTS section.

Frequently asked questions

Can I export sales data from POSable to Excel?

Yes. Accounts, Sales, Item and Category Reports can all be exported to Excel. Sales, Item and Category Reports can also be exported to PDF.

Does the POSable export show VAT?

Yes. The Accounts Report export shows the net amount, VAT and total including VAT for every transaction, with a VAT status (Standard, Reduced, Zero-rated or Exempt).

Does POSable integrate with Xero or QuickBooks?

There’s no direct integration, but POSable’s CSV exports can be imported into Xero, QuickBooks, Sage and other accounting software.

Can I choose the date range for POSable exports?

Yes. Every report lets you choose a date range before exporting, such as a single day, a month or a VAT quarter.

How do I get an end-of-day report in POSable?

Open Sales, choose the date and click Z Report. You can print it or email it.

Can I export staff hours for payroll?

Yes. Employee timesheets export to CSV with the date, time in, time out and hours worked.

Related Guides
Can I manage inventory and taxes?[1] (VAT setup)

Are there any transaction fees?[2] (reconciling card fees)

Is there a contract?[3] (export before cancelling)

Source URL: https://posable.co.uk/posable-docs/can-i-export-data-from-posable-for-my-accountant/

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