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Exporting Booking Reports

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

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated today

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


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Sorting Data

Organise your export:
​

  • Sort by date (ascending or descending)

  • Sort by experience name

  • Sort by guest name

  • Sort by booking value


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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


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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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