Any list you can show as a table in Productive can be downloaded as a file: tasks, deals, budgets, invoices, contacts, time entries, reports, and more. Use it to send a client a timesheet, hand monthly figures to your accountant, or work with the numbers in Excel.
The file contains exactly what the table shows: the same filters, fields, grouping, and sorting. You don’t need to save the view first.
How to Export a Table
Open the table you want to export, for example CRM > Contacts, and set it up the way you need. Then click the Export icon next to the filters at the top of the screen.
Choose a format, adjust the options if you need to, and click Export as PDF (or CSV, or XLS).
📌 To export only some rows, select them first. The file then includes only your selection.
Choosing a Format
A formatted document to share or print. Page, attachment, and detail options are available only for PDF. | |
XLS (Excel) | A spreadsheet to open in Excel or Google Sheets and keep working with. |
CSV | Plain data for importing into another tool, such as accounting software. |
Where You Can Export
The Export icon is on every table view, including Financials > Invoices, Project Management > Tasks (table layout), and Time > Company Time (table layout).
📌 You can export up to 3,000 rows at a time. For a longer list, narrow it down with filters, for example by date range, and export it in parts.
Setting Up the View Before Exporting
Before exporting, adjust filters, fields, grouping, and sorting so the table shows exactly what you want in the file.
If you’ll export the same data regularly, save the view. Next time, open the view and export it straight away.
PDF Options
When you choose PDF, you can also set:
Orientation: portrait or landscape
Page size: A4, A3, or Letter
Include attachments: adds the attached files, such as receipts. Available when exporting expenses (up to 200 rows), invoices (up to 50 rows), and bookings (up to 50 rows).
Advanced Options
Open Advanced options to add details to the top of the PDF:
Created by: the name of the person who exported it
Date created: the date the export was made
Time period: shown only when the view’s filters include a date range.
For example, if you filter tasks by a due date range, the export shows the Due date period.
If you filter by task creation date, it shows the Date created period.
Number of items: the total number of rows exported
Organization logo: your company logo, plus, when relevant, the logos of client companies in the exported data.
When you export a project view, this option is Project logo instead, and the logo of the project’s client company is used (set in CRM > Companies).
The details you select appear at the top of the exported file.
📌 When you export a report, you can also include its Description. Only reports have this option, because a report’s description can’t be added as a field.
Exporting Time Entries for a Client
When you export time entries from the Time tab of a budget, deal, project, team, or profile, you can choose Export as:
Manager: all columns, as you’ve set them up
Client: only the columns a client would see
👉 Learn more in Tracking and Managing Time Entries in Budgets.
Exporting Your Own Time Entries
To export your own time entries, click your avatar in the top-right corner to open your profile.
Go to the Time tab and switch to Time entries. Filter the period you need, then click the Export icon and choose XLS, PDF, or CSV.
