Data Exports Guide

The Exports page provides structured data downloads designed for integration with accounting and payroll software. Each export type produces a CSV file that can be imported into QuickBooks, Sage, Xero, or opened directly in Excel.

Getting Started

1. Click Exports in the left sidebar
2. Choose an export type
3. Set your date range and filters
4. Click the export button
5. Open the downloaded CSV file in your accounting software or Excel

Quick Date Presets

Every export includes convenient date presets to save time:

• Last Week / Last 2 Weeks / Last Month / Last Quarter
• This Month / This Quarter / Year to Date

Click any preset to automatically set the start and end dates.

Export Types

Payroll Export

Export employee payroll data for processing in your payroll system.

Two options:

• Detailed Export - Per-employee, per-day line items with full hour breakdowns
• Summary Export - Aggregated totals per employee for the period

Filters:

• Date Range - The pay period
• Timesheet Status - All, Approved, Closed, or Submitted
• Employee - All employees or a specific person

Data includes:

• Regular hours, overtime hours, double-time hours
• Travel time and per diem
• Pay rates and calculated amounts

Tip: Use the Summary Export for standard payroll runs. Use the Detailed Export when you need to audit or verify individual entries.

Job Costing Export

Export project cost data organized for accounting job costing systems.

Filters:

• Date Range - Period to export
• Project - All projects or a specific project
• Client - All clients or a specific client

Data includes:

• Labor costs and revenue per project
• Material costs with markup
• Equipment charges
• Subcontractor costs
• Profit margins

Timesheet Details Export

Export every individual timesheet line item for auditing or detailed analysis.

Filters:

• Date Range - Period to export
• Status - Draft, Submitted, Approved, or Closed
• Project - All projects or a specific project

Data includes:

• Every labor, material, and equipment entry
• Subcontractor charges
• Approval workflow information (who submitted, who approved, timestamps)

Tip: This is the most granular export available. Use it for audits or when you need to reconcile specific entries.

Materials Export

Export material usage and cost data.

Filters:

• Date Range - Period to export
• Project - All projects or a specific project

Data includes:

• Material descriptions and quantities
• Unit costs and total costs
• Supplier information
• Markup percentages

Working with Exported Files

Opening in Excel

1. Download the CSV file
2. Open Excel
3. Go to File then Open and select the CSV
4. Excel will automatically parse the columns

Importing into Accounting Software

Most accounting systems (QuickBooks, Sage, Xero) have a CSV import feature:

1. Export the relevant data from Site Service Pro
2. In your accounting software, navigate to the import section
3. Map the CSV columns to your accounting fields
4. Review and confirm the import

Note: Column mappings may differ between accounting systems. You may need to set up the mapping once and save it as a template for future imports.

Tips

• Always filter by Approved or Closed status for payroll exports to avoid including unapproved time
• Run exports on a consistent schedule (e.g., bi-weekly for payroll, monthly for job costing)
• Keep a copy of each export for your records before importing into accounting software
• Check your date ranges - overlapping exports can lead to duplicate entries in your accounting system