Under the "Analysis" menu item in the "Sales" section, you can download data for your invoices, orders, and quotes for the selected period as an Excel file. Line item data for your transactions is exported in real time.
Content:
Excel File Structure
The generated Excel file contains 4 worksheets:
- Raw Data: Contains all exported line items. Ideal for creating custom formulas or tailored evaluations.
- Prepared Pivot Tables: Three pre-configured summary sheets (Customers, Products, Invoices) providing an overview that can easily be customized to your needs.
Create an export
Sales data is exported in real time. When you create a new invoice, it will be available in the data export shortly after.
- Go to Sales > Analysis.
- Select the desired time period.
- Click the Excel Export button.
- The file will automatically download to your computer based on your browser settings.
Manage user rights
You decide who is allowed to generate this report. Go to Settings > Users > Manage Users and adjust the following permissions for your employee:
- "Module": Determines if the employee sees the "Analysis" menu item (Yes / No).
- "Download": Authorizes downloading the Excel export (Yes / No).
If a user has download permissions, all company data will be exported. The export does not filter data based on the user's usual visibility settings in the application. Example: Even if an employee's user rights are configured to only view their own invoices in the software, the Excel export will still contain all company invoices.
Tip: Also check these settings for your accountant under Settings > Packages / Add-ons / Users > Invite and manage accountant.
Practical examples
The statuses available in the export file are: Draft, Pending, Paid, Partially Paid, Canceled, Unpaid, Confirmed, Declined, Completed.
Dunning levels (reminder stages) are not included in the export and can only be viewed directly in bexio.
First, check whether the prerequisites for your evaluation are met. At the top of each worksheet, the first few rows show default settings (for example, the current calendar year or document type set to "Invoice").
If you need different evaluation criteria, adjust these initial filters first (e.g. by filtering for a different time period or document type).
Who are my top 10 customers? (Useful for sending holiday gifts or loyalty rewards)
- Open the "Customer Evaluation" worksheet.
- By default, customers are automatically sorted by turnover in descending order, showing your top customers at the top of the list.
- Simply review the first 10 rows of the table.
Which products generated less than 1,000 CHF in turnover? (Useful for identifying unprofitable items to remove from your catalog)
By default, the "Product Evaluation" sheet sorts your products by turnover in descending order (from most to least profitable).
- Open the "Product Evaluation" worksheet.
- Click the filter arrow on the turnover column (or product column).
- Select Number Filters > Less Than.
- Enter 1000 and confirm.
- The table will display only products that generated strictly less than 1,000 CHF in turnover.
What was the order volume for a specific period (e.g. July 2026)?
(Useful for measuring the impact of a sales campaign or marketing push)
- Open the "Invoice Evaluation" worksheet.
- In the Document Type filter, select "Order".
- Filter for the desired period (e.g. "July 2026").
- The pivot table automatically displays the total volume of orders generated for that period.
Which customers purchased a specific product? (Useful for product recalls or targeted updates)
By default, the "Product Evaluation" sheet shows an overview of sold products with the turnover generated. You can easily expand it to see customer details per product.
- Open the "Product Evaluation" worksheet.
- Click on the Pivot Table to open the PivotTable Field List.
- Drag and drop the field "Company or Last Name" into the Rows area (under the product field).
- The table updates to show the list of customers who purchased each product.
What is the total volume of open invoices? (To view expected incoming payments)
Important: By default, this sheet displays the total amount for all invoices across all statuses (including canceled, paid, partially paid, etc.). To see expected receivables, filter by status.
- Open the "Invoice Evaluation" worksheet.
- Open the PivotTable Field List.
- Drag and drop the field "Status" into the Filters area.
- In the filter that appears above the table, select only the status "Pending" (or "Open").
Help with pivot tables
For more information on using and customizing Pivot Tables in Microsoft Excel, please visit the official Microsoft Support page.
Please kindly note that bexio Support covers data export functionality but does not provide advanced technical support for Microsoft Excel.