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Exporting Booking Reports

Generate and download reports for accounting, analysis, and record-keeping

Written by Hayden Zammit Meaney
Updated over 2 months ago

Exporting Booking Reports

Tourism Accelerator makes it easy to export your booking data for accounting, business analysis, or record-keeping. Whether you need a simple list of upcoming bookings or detailed financial reports, you can generate exactly what you need.

Why Export Booking Reports

Common reasons to export your data:

  • Accounting: Reconcile bookings with your financial records

  • Tax reporting: Provide documentation for tax purposes

  • Business analysis: Analyse trends in spreadsheet software

  • Staff planning: Share upcoming bookings with your team

  • Partner reporting: Provide data to tourism boards or partners

  • Backup: Keep offline copies of your important data

Accessing the Export Function

  • Navigate to Bookings from your main menu

  • Apply any filters to select the data you want

  • Click the Export button

  • Choose your export options

  • Download your report

Filtering Before Export

Before exporting, narrow down your data:

By Date Range

  • Today's bookings

  • This week or month

  • Custom date range

  • Year-to-date

By Status

  • All bookings

  • Confirmed only

  • Cancelled bookings

  • No-shows

  • Completed bookings

By Experience

  • All experiences

  • Specific tours or activities

  • Categories of experiences

By Payment Status

  • Paid bookings

  • Pending payments

  • Partially paid

  • Refunded bookings

Export Format Options

CSV (Comma-Separated Values)

  • Opens in Excel, Google Sheets, Numbers

  • Easy to manipulate and analyse

  • Compatible with accounting software

  • Best for data processing

Excel (XLSX)

  • Native Excel format

  • Preserves formatting

  • Ready for immediate use

  • Good for sharing with staff

PDF

  • Professional presentation

  • Good for printing

  • Not easily editable

  • Best for formal reports

What's Included in Exports

Your booking export includes:

Booking Information

  • Booking reference number

  • Date and time of experience

  • Experience name

  • Status (confirmed, cancelled, completed)

Guest Details

  • Guest name

  • Contact email

  • Phone number

  • Number of guests (adults, children, etc.)

Financial Data

  • Booking total

  • Payment status

  • Payment method

  • Any refunds processed

  • Net revenue

Additional Fields

  • Special requirements or notes

  • Add-ons selected

  • Booking source (website, manual, etc.)

  • Creation date

Common Export Scenarios

Monthly Revenue Report

  • Go to Bookings

  • Filter by date range: Last month

  • Filter by status: Completed

  • Export as Excel

  • Use for accounting reconciliation

Upcoming Bookings for Staff

  • Go to Bookings

  • Filter by date range: Next 7 days

  • Filter by status: Confirmed

  • Export as PDF

  • Print or share with team

Cancellation Analysis

  • Go to Bookings

  • Filter by status: Cancelled

  • Set desired date range

  • Export as CSV

  • Analyse cancellation patterns

Tax Documentation

  • Go to Bookings

  • Filter by date range: Financial year

  • Include all completed bookings

  • Export as Excel

  • Provide to accountant

Customising Your Export

Selecting Columns

Choose which data to include:
​

  • Click Customise Columns before export

  • Select the fields you need

  • Remove unnecessary data

  • Save your preferences for future exports


​

Sorting Data

Organise your export:
​

  • Sort by date (ascending or descending)

  • Sort by experience name

  • Sort by guest name

  • Sort by booking value


​

Scheduling Regular Exports

For routine reporting needs:

Setting Up Scheduled Reports

  • Go to Settings > Reports

  • Click Schedule New Report

  • Choose report type (bookings)

  • Set filters and parameters

  • Choose frequency (daily, weekly, monthly)

  • Enter email recipients

  • Save the schedule

Managing Scheduled Reports

  • View all scheduled reports in settings

  • Edit parameters as needed

  • Pause or cancel schedules

  • View delivery history

Working with Exported Data

In Excel or Sheets

Once exported, you can:
​

  • Create pivot tables for analysis

  • Build charts and visualisations

  • Calculate totals and averages

  • Filter and sort further


​

For Accounting Software

Many accounting systems can import:
​

  • Xero

  • MYOB

  • QuickBooks

  • Other popular platforms


Check your accounting software's import requirements and format your export accordingly.

Data Security and Privacy

When exporting data:

  • Exports contain personal guest information

  • Store exports securely

  • Don't share unnecessarily

  • Delete when no longer needed

  • Consider privacy regulations (Australian Privacy Principles)

Troubleshooting Exports

Export Times Out

For large date ranges:
​

  • Break into smaller periods

  • Export month by month

  • Contact support for bulk exports


​

Data Looks Incorrect

If exported data seems wrong:
​

  • Check your filters are correct

  • Verify date range includes expected bookings

  • Ensure status filters match your needs

  • Contact support if issues persist


​

File Won't Open

If you can't open the export:
​

  • Try a different program

  • Check the file downloaded completely

  • Export in a different format

  • Clear your browser cache and try again


​

Best Practices

  • Export regularly: Don't wait until you need historical data

  • Create backups: Keep copies of important exports

  • Document your process: Note which filters you used

  • Protect sensitive data: Handle exports containing guest information carefully

  • Reconcile promptly: Compare exports with other records while details are fresh

Your booking data is a valuable business asset. Regular exports ensure you always have access to the information you need to run and grow your tourism business.

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