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

# Exporting data

> Learn how to export invoices, expenses, and reports to PDF and Excel formats

Contafy provides powerful export features to share financial data with accountants, generate reports for stakeholders, and maintain external backups. Export to PDF for presentations or Excel for detailed analysis.

## Export formats

Contafy supports two primary export formats:

### PDF exports

* **Best for**: Formal reports, presentations, client sharing
* **Features**: Formatted tables, summary metrics, professional layout
* **Availability**: PROFESSIONAL and ENTERPRISE plans
* **Use cases**: Monthly reports, tax documentation, stakeholder presentations

### Excel exports

* **Best for**: Data analysis, accounting software integration, spreadsheet work
* **Features**: Raw data in columns, formulas preserved, easy filtering
* **Availability**: PROFESSIONAL and ENTERPRISE plans
* **Use cases**: Detailed analysis, importing to accounting software, custom reports

<Note>
  Export features are premium functionality. FREE and STARTER plans will see an upgrade prompt when attempting to export.
</Note>

## Exporting invoices to PDF

Generate professional PDF reports of your income invoices.

### From the invoices page

<Steps>
  <Step title="Navigate to the invoices page">
    Go to **Ingresos** → **Facturas** or visit `/dashboard/invoices`.
  </Step>

  <Step title="Apply filters">
    Select the data you want to export:

    * **Perfil**: Choose a specific RFC or "Todos"
    * **Mes**: Select the month
    * **Año**: Select the year
    * **Régimen fiscal**: Filter by tax regime (optional)
    * **Búsqueda**: Search for specific invoices (optional)
  </Step>

  <Step title="Click 'Exportar PDF'">
    In the page header, click the "Exportar PDF" button.
  </Step>

  <Step title="Wait for generation">
    The system:

    1. Retrieves all matching invoices
    2. Normalizes payment data
    3. Generates the PDF with formatted tables
    4. Automatically downloads the file
  </Step>
</Steps>

### PDF invoice report contents

The generated PDF includes:

#### Header section

* Your business name and RFC
* Report title ("Reporte de Facturas")
* Selected period (e.g., "Diciembre 2025")
* Generation date and time

#### Resumen financiero (Financial summary)

* **Total facturado**: Sum of all invoice subtotals
* **Total pagado**: Sum of paid invoices
* **Pendiente por pagar**: Unpaid amount
* **Total de facturas**: Invoice count
* **Facturas PUE**: Count of single-payment invoices
* **Facturas PPD**: Count of deferred-payment invoices

#### Facturas pendientes de pago (Pending invoices)

Table showing unpaid or partially paid PPD invoices:

* UUID
* Fecha de emisión
* Cliente (receptor)
* Monto
* Pagado
* Pendiente
* Estado de pago

#### Facturas pagadas (Paid invoices)

Table showing fully paid invoices (PUE and paid PPD):

* UUID
* Fecha de emisión
* Cliente
* Monto
* IVA trasladado
* Retenciones (IVA/ISR)
* Total

#### Footer

* Page numbers
* Generation timestamp
* Powered by Contafy

<Tip>
  The PDF uses color-coding: yellow for pending invoices, green for paid invoices, making it easy to identify payment status at a glance.
</Tip>

## Exporting invoices to Excel

Export invoice data to Excel spreadsheets for analysis and integration.

### From the invoices page

<Steps>
  <Step title="Go to the invoices page">
    Navigate to `/dashboard/invoices`.
  </Step>

  <Step title="Apply your filters">
    Select the profile, time period, and any additional filters.
  </Step>

  <Step title="Click 'Exportar Excel'">
    In the page header, click the "Exportar Excel" button.
  </Step>

  <Step title="Download the file">
    An Excel file (.xlsx) is generated and downloaded automatically.
  </Step>
</Steps>

### Excel invoice file structure

#### Worksheet: Resumen (Summary)

* Total facturado
* Total pagado
* Pendiente por pagar
* Total de facturas
* Facturas PUE
* Facturas PPD
* Period information

#### Worksheet: Facturas (Invoices)

Columns:

* **UUID**: Invoice unique identifier
* **Folio**: Internal folio number
* **Fecha**: Invoice date (formatted)
* **Emisor**: Your business name
* **RFC Emisor**: Your RFC
* **Receptor**: Client name
* **RFC Receptor**: Client RFC
* **Tipo**: PUE, PPD, or COMPLEMENTO\_PAGO
* **Subtotal**: Amount before tax
* **IVA Trasladado**: IVA charged
* **Retención IVA**: IVA retention
* **Retención ISR**: ISR retention
* **Total**: Final amount
* **Estado de Pago**: Payment status
* **Monto Pagado**: Amount paid (for PPD)
* **Fecha de Pago**: Payment date (if applicable)

<Note>
  Excel exports include all columns, not just the visible ones. This gives you maximum flexibility for analysis.
</Note>

## Exporting expenses to PDF

Generate expense reports in PDF format.

### From the expenses page

<Steps>
  <Step title="Navigate to expenses">
    Go to **Gastos** → **Gastos** or visit `/dashboard/expenses`.
  </Step>

  <Step title="Configure filters">
    Select:

    * Profile (specific RFC or all)
    * Time period (month and year)
    * Régimen fiscal (optional)
    * Category filter (optional)
  </Step>

  <Step title="Click 'Exportar PDF'">
    In the page header, click the "Exportar PDF" button.
  </Step>

  <Step title="Download the report">
    The PDF generates and downloads automatically.
  </Step>
</Steps>

### PDF expense report contents

#### Header

* Business name and RFC
* Report title ("Reporte de Gastos")
* Period (month and year)
* Generation timestamp

#### Resumen de gastos (Expense summary)

* **Total gastado**: Sum of all expense subtotals
* **Total de gastos**: Expense count
* **Gastos XML**: Count of CFDI expenses
* **Gastos manuales**: Count of manual entries

#### Breakdown by category (if applicable)

* Viáticos
* Oficina
* Servicios
* Transporte
* Alimentación

#### Gastos detallados (Detailed expenses)

Table showing all expenses:

* UUID / Folio
* Fecha
* Proveedor (emisor)
* Concepto
* Categoría
* Subtotal
* IVA
* Total
* Origen (XML/Manual)

<Tip>
  Expense PDFs use purple color scheme to distinguish them from invoice reports (blue) and combined reports (multicolor).
</Tip>

## Exporting expenses to Excel

Export expense data for spreadsheet analysis.

<Steps>
  <Step title="Go to expenses page">
    Visit `/dashboard/expenses`.
  </Step>

  <Step title="Apply filters">
    Select profile, period, and any category filters.
  </Step>

  <Step title="Click 'Exportar Excel'">
    Click the "Exportar Excel" button in the header.
  </Step>

  <Step title="Open the downloaded file">
    An Excel file downloads with expense data.
  </Step>
</Steps>

### Excel expense file structure

#### Worksheet: Resumen

* Total gastado
* Total de gastos
* Gastos XML
* Gastos manuales
* Period information
* Category breakdown (if applicable)

#### Worksheet: Gastos

Columns:

* **UUID**: Expense identifier
* **Folio**: Internal reference
* **Fecha**: Expense date
* **Emisor**: Vendor/supplier name
* **RFC Emisor**: Vendor RFC
* **Receptor**: Your business name
* **RFC Receptor**: Your RFC
* **Concepto**: Expense description
* **Categoría**: Assigned category
* **Subtotal**: Amount before tax
* **IVA**: Tax amount
* **Total**: Final amount
* **Origen**: XML or Manual
* **Notas**: Additional notes (for manual expenses)

## Exporting combined reports

Generate comprehensive financial reports including both income and expenses.

### From the dashboard

<Steps>
  <Step title="Navigate to the dashboard">
    Go to `/dashboard`.
  </Step>

  <Step title="Configure filters">
    Select:

    * Profile (specific or all)
    * Month and year
    * Régimen fiscal (if applicable)
  </Step>

  <Step title="Click 'Exportar PDF'">
    In the top right, click the "Exportar PDF" button.
  </Step>

  <Step title="Wait for processing">
    The system:

    1. Fetches invoices for the period
    2. Fetches expenses for the period
    3. Calculates all metrics
    4. Generates a comprehensive PDF
    5. Automatically downloads it
  </Step>
</Steps>

### Combined PDF report contents

#### Financial summary

* **Total facturado**: Sum of all income
* **Total pagado**: Paid invoices
* **Pendiente por pagar**: Unpaid invoices
* **Total de compras**: Sum of all expenses
* **Diferencia**: Net income (income - expenses)

The Diferencia is color-coded:

* **Green**: Positive (profit)
* **Red**: Negative (loss)

#### Income section

Tables for:

1. **Facturas pendientes** (yellow section)
2. **Facturas pagadas** (green section)

#### Expense section (purple)

Table showing all expenses with categories.

#### Net income calculation

Clear calculation showing:

```
Total Facturado:     $XXX,XXX.XX
Total Compras:       $XXX,XXX.XX
-----------------------------------
Diferencia:          $XXX,XXX.XX
```

<Note>
  Combined reports are ideal for monthly closing, tax preparation, and stakeholder presentations.
</Note>

## Preview before exporting

Before downloading a PDF, preview it in your browser.

### Accessing preview

<Steps>
  <Step title="Navigate to the report page">
    Go to invoices, expenses, or dashboard.
  </Step>

  <Step title="Apply filters">
    Select the data you want to preview.
  </Step>

  <Step title="Click 'Vista previa'">
    Instead of "Exportar PDF", click "Vista previa" (if available) or click "Exportar PDF" and then click the preview link.
  </Step>

  <Step title="Review the report">
    A new page opens showing the formatted report exactly as it will appear in the PDF.
  </Step>

  <Step title="Export or go back">
    * Click "Exportar PDF" to download
    * Click "Volver" to return and adjust filters
  </Step>
</Steps>

<Tip>
  Previewing helps ensure the report contains the correct data before sharing with clients or accountants.
</Tip>

## Export profiles

Export a list of all your RFC profiles for backup or documentation.

<Steps>
  <Step title="Go to setup page">
    Navigate to `/dashboard/setup` → "Perfiles" tab.
  </Step>

  <Step title="Click 'Exportar perfiles'">
    Look for an export button (if available) or request the feature.
  </Step>

  <Step title="Download PDF">
    A PDF containing all profile information downloads.
  </Step>
</Steps>

The profile export includes:

* Profile name and RFC
* Tipo de persona
* Regímenes fiscales
* Creation date
* Statistics (total invoices, expenses, dates)

<Warning>
  Profile exports do not include sensitive validation settings or frozen status details. Use this for high-level documentation only.
</Warning>

## Best practices

### Regular exports

* Export reports at the end of each month
* Keep copies in a secure, backed-up location
* Share with your accountant for tax preparation

### Consistent naming

When saving exported files, use a consistent naming convention:

```
[Business]_[Type]_[Period].pdf
Example: MiEmpresa_Facturas_Dic2025.pdf
```

### Verify data before exporting

* Review the invoice/expense list before exporting
* Check for validation errors
* Ensure all data is uploaded for the period
* Confirm filters are correct

### Use appropriate format

* **PDF**: For presentations, reports, and formal documentation
* **Excel**: For analysis, integration, and detailed review

### Archive systematically

Create a folder structure:

```
/Contafy_Exports/
  /2025/
    /Enero/
      Facturas_Ene2025.pdf
      Gastos_Ene2025.pdf
      Completo_Ene2025.pdf
    /Febrero/
      ...
```

## Export limitations

### Plan restrictions

| Plan         | PDF Export | Excel Export |
| ------------ | ---------- | ------------ |
| FREE         | ❌ No       | ❌ No         |
| STARTER      | ❌ No       | ❌ No         |
| PROFESSIONAL | ✅ Yes      | ✅ Yes        |
| ENTERPRISE   | ✅ Yes      | ✅ Yes        |

### Data limits

Exports are subject to reasonable data limits:

* **Maximum invoices**: 5,000 per export
* **Maximum expenses**: 5,000 per export
* **PDF file size**: \~10 MB maximum
* **Excel file size**: \~25 MB maximum

If you exceed limits:

1. Export smaller date ranges
2. Filter by profile
3. Split into multiple exports

<Note>
  For very large datasets, consider using the API for programmatic exports or contact support for assistance.
</Note>

## Troubleshooting

### "Exportación no disponible en tu plan"

You're on FREE or STARTER plan. To export:

1. Upgrade to PROFESSIONAL or ENTERPRISE
2. Go to **Configuración** → **Suscripción**
3. Select a plan with export features

### PDF generation takes too long

For large datasets, PDF generation can take 10-30 seconds. If it times out:

1. Reduce the date range
2. Filter by a specific profile
3. Split into multiple smaller exports

### Excel file won't open

Ensure you have compatible software:

* Microsoft Excel 2010 or later
* LibreOffice Calc
* Google Sheets (upload the file)

### Exported data doesn't match screen

If numbers differ:

1. Verify filters are the same
2. Clear browser cache and retry
3. Check if data was modified between viewing and export
4. Ensure no validation errors on invoices/expenses

### Download doesn't start

Check browser settings:

1. Allow pop-ups from Contafy
2. Enable automatic downloads
3. Check your downloads folder
4. Disable ad blockers temporarily

## Advanced: Automated exports via API

For automated, programmatic exports, use the Contafy API.

### API endpoints for export

* `GET /api/invoices/export`: Export invoices as JSON
* `GET /api/expenses/export`: Export expenses as JSON
* `GET /api/profiles/export`: Export profile data

See the [API Reference](/api-reference/introduction) for details on authentication, parameters, and response formats.

<Tip>
  API exports return JSON data, which you can process in your own scripts to generate custom reports or integrate with third-party software.
</Tip>

## Next steps

<CardGroup cols={2}>
  <Card title="API Reference" icon="code" href="/api-reference/introduction">
    Integrate Contafy with your accounting systems
  </Card>

  <Card title="Subscription plans" icon="crown" href="/features/subscription-plans">
    Compare plans and upgrade for export features
  </Card>
</CardGroup>