Exporting reports to Excel and PDF

Overview

Every report in AccBooks can be exported to PDF or Excel in one click. For management accounts and statutory reports, AccBooks adds branded cover pages, headers and footers automatically.

Exporting a report

1. Generate any report (P&L, Balance Sheet, Trial Balance, etc.).
2. Click the Export button in the top-right corner.
3. Choose the format:
   • PDF — formatted, print-ready document.
   • Excel (XLSX) — editable spreadsheet with all data and formulas.
   • CSV — plain text, for import into other tools.

PDF export options

When exporting to PDF, you can customise:

• Cover page — include your company logo and report title. Upload your logo under Settings → Company → Branding.
• Header and footer — company name, date range and page numbers.
• Paper size — A4 (default) or Letter.
• Orientation — portrait or landscape (landscape recommended for wide comparative reports).
• Colour scheme — AccBooks uses your company’s primary colour for headers.

Excel export structure

The Excel export includes:

• Report tab — the formatted report, ready to share.
• Data tab — raw data by nominal code, useful for further analysis.
• Notes tab — any manual notes or explanations added in AccBooks.

The formulas in the Report tab reference the Data tab, so you can add your own rows and calculations without breaking the structure.

Management accounts pack

The management accounts export bundles multiple reports into a single PDF:

1. Go to Reports → Management accounts pack.
2. Select which reports to include:
   • P&L with current vs prior year comparison
   • Balance sheet
   • Cashflow statement
   • KPI dashboard
   • Notes and commentary (enter free text)
3. Set your branding (logo, colours, report date).
4. Click Generate pack.

The pack is a single, bookmarked PDF ready for board distribution or investor reporting.

Scheduling reports

You can schedule reports to be generated and emailed automatically:

1. Go to any report.
2. Click Schedule → New schedule.
3. Set:
   • Frequency (weekly, monthly, quarterly)
   • The day within the period (e.g., 5th working day after month-end)
   • Recipients (AccBooks users or external email addresses)
   • Format (PDF or Excel)
4. Click Save schedule.

Scheduled reports land in recipients’ inboxes automatically, with no manual action required.

Sharing reports with external users

You can generate a shareable link for any report that gives view-only access without requiring an AccBooks login:

1. Click Share → Copy link.
2. Set an expiry date (1 day, 1 week, 1 month or permanent).
3. Share the link.

The recipient sees a read-only view of the report in their browser. They cannot modify data or access other parts of AccBooks.

Archive and history

AccBooks stores a copy of every exported report. Go to Reports → Export history to download any previously generated report. This is useful when an auditor or investor asks for a specific report from a prior period.