Skip to content

Customer Export Tools Documentation

Menu Location: Reports > Exports > Customer Export (or Tools > Export Customer Data)

Access Level: Manager and above

Last Updated: 2026-03-01

Overview

The Customer Export page provides flexible tools for exporting customer data in various formats for analysis, marketing campaigns, accounting integrations, and third-party systems. This page goes beyond the basic export function on the Customers page, offering advanced field selection, formatting options, and scheduled exports.

Primary Functions:

  • Export customer data with custom field selection
  • Choose from multiple export formats (CSV, Excel, JSON, XML)
  • Schedule automated recurring exports
  • Filter customers before export (same filters as Customers page)
  • Map fields for third-party system imports
  • Include related data (orders, tags, notes)
  • Export to email marketing platforms
  • Generate mailing lists

Page Layout

Header Section

  • Export Template Selector: Choose pre-configured export templates
  • Create New Export Button: Start fresh export configuration
  • Scheduled Exports: View and manage automated exports
  • Recent Exports: Quick access to previous exports

Export Configuration Panel

  • Filter Selection: Apply customer filters (same as Customers page)
  • Field Selector: Choose which data fields to include
  • Format Options: CSV, Excel, JSON, XML
  • Sort Order: How to sort exported records
  • Output Options: File naming, compression, delivery method

Preview Section

  • Sample output showing first 10 records
  • Verify field selection and formatting
  • Check data accuracy before full export

Export Formats

CSV (Comma-Separated Values)

Best for:

  • Spreadsheet analysis (Excel, Google Sheets)
  • Simple data transfers
  • Email marketing platform imports
  • Universal compatibility

Pros:

  • Works everywhere
  • Small file size
  • Easy to edit

Cons:

  • No formatting
  • Limited data types
  • Potential issues with special characters

Excel (XLSX)

Best for:

  • Formatted reports
  • Analysis with formulas
  • Sharing with non-technical users
  • Preserving data types

Pros:

  • Professional appearance
  • Multiple sheets supported
  • Formulas and formatting
  • Date/number formatting preserved

Cons:

  • Larger file size
  • Requires Excel or compatible software

JSON

Best for:

  • API integrations
  • Web applications
  • Developer tools
  • Hierarchical data export

Pros:

  • Structured data
  • Easy for developers
  • Includes metadata
  • Nested data supported

Cons:

  • Not human-readable without tools
  • Requires technical knowledge

XML

Best for:

  • Enterprise system integrations
  • Legacy system imports
  • Specific third-party requirements

Pros:

  • Standardized format
  • Schema validation
  • Metadata rich

Cons:

  • Verbose/large files
  • Complex to work with manually

Field Selection

Customer Information Fields

  • Customer ID
  • First Name, Last Name
  • Email Address
  • Phone Number (primary, mobile, alternate)
  • Business Name
  • Account Type
  • Account Status
  • Account Created Date
  • Customer Since (tenure)
  • Source/How Did You Hear

Address Fields

  • Shipping Street Address
  • Shipping Address Line 2
  • Shipping City
  • Shipping State/Province
  • Shipping ZIP/Postal Code
  • Shipping Country
  • Billing Address (same fields)
  • Delivery Instructions

Subscription Fields

  • Box Type
  • Box Size
  • Subscription Status
  • Subscription Price
  • Delivery Schedule (weekly, bi-weekly, etc.)
  • Pack Day
  • Delivery Route
  • Stop Number
  • Next Delivery Date
  • Pause Start/End Dates

Financial Fields

  • Account Balance
  • Lifetime Value (total revenue)
  • Average Order Value
  • Last Payment Date
  • Last Payment Amount
  • Payment Method
  • Credit Card Last 4 Digits
  • Payment Profile ID

Engagement Fields

  • Total Orders
  • Last Order Date
  • Last Login Date
  • Email Subscription Status
  • SMS Opt-in Status
  • Referral Count
  • Referral Code

Tags & Segments

  • All Customer Tags (comma-separated)
  • Special Tags
  • Promo Code Used at Signup
  • Current Promotions

Additional Data

  • Admin Notes (last note or all notes)
  • Cancellation Reason (if applicable)
  • Cancellation Date
  • Custom Fields (if configured)

Export Templates

Pre-Configured Templates

Marketing Campaign Export:

  • First Name, Last Name, Email
  • Account Status
  • Email Subscription Status
  • Customer Tags
  • Lifetime Value
  • Last Order Date

Accounting Export:

  • Customer ID, Name, Email
  • Account Balance
  • Lifetime Value
  • Payment Method
  • Last Payment Date/Amount

Shipping/Logistics Export:

  • Name, Address fields
  • Delivery Route, Stop Number
  • Box Type/Size
  • Delivery Instructions
  • Phone Number

Email Marketing Platform:

  • Email Address (required by platform)
  • First Name, Last Name
  • Tags, Segments
  • Custom Fields
  • Opt-in Status

CRM Import:

  • All contact fields
  • Communication preferences
  • Purchase history summary
  • Tags and segments
  • Engagement metrics

Creating Custom Templates

  1. Click "Create New Template"
  2. Name your template
  3. Select fields to include
  4. Choose default filters
  5. Set sort order
  6. Select export format
  7. Save template for reuse

Common Use Cases

Use Case 1: Export for Email Marketing Campaign

Goal: Create email list for promotional campaign

Steps:

  1. Apply filters:
    • Status: Active
    • Email Subscription: Yes (opted in)
    • Tag: Include/exclude specific segments
  2. Select fields:
    • Email Address (required)
    • First Name (for personalization)
    • Last Name
    • Tags (for segmentation)
  3. Choose format: CSV
  4. Sort by: Last Name
  5. Preview to verify
  6. Export
  7. Download file
  8. Import into email marketing platform (Mailchimp, ActiveCampaign, etc.)

Pro Tip: Save as template "Email Campaign Export" for future use

Use Case 2: Generate Mailing List for Print Newsletter

Goal: Create physical mailing list

Steps:

  1. Apply filters:
    • Status: Active
    • Has received at least one order
  2. Select fields:
    • First Name, Last Name
    • Business Name (if applicable)
    • Full Shipping Address
    • (Don't need email/phone for print mailing)
  3. Format: Excel (for mail merge)
  4. Sort by: ZIP Code (for bulk mail discount)
  5. Export
  6. Use for:
    • Mail merge in Word
    • Print labels
    • Bulk mailing service

Use Case 3: Accounting System Import

Goal: Sync customer data to QuickBooks

Steps:

  1. Filter: All customers (or date range for new customers)
  2. Select fields matching QB import format:
    • Customer ID
    • Name
    • Email
    • Phone
    • Address fields
    • Account Balance
  3. Format: CSV (QB-compatible)
  4. Map fields to QB field names:
    • Configure column headers to match QB exactly
  5. Export
  6. Import into QuickBooks
  7. Verify import successful

Frequency: Monthly or when significant changes

Use Case 4: Create Win-Back List

Goal: Export recently cancelled customers for re-engagement

Steps:

  1. Apply filters:
    • Status: Cancelled
    • Cancellation Date: Last 60 days
    • Had at least 3 orders (engaged customers)
    • Exclude: "Moving" reason (can't serve them)
  2. Select fields:
    • Name, Email, Phone
    • Cancellation Date, Reason
    • Lifetime Value
    • Last Order Date
    • Box Type (so you know what they had)
  3. Format: Excel (for analysis and notes)
  4. Sort by: Lifetime Value (prioritize high-value)
  5. Export
  6. Use for:
    • Personalized outreach
    • Win-back email campaign
    • Phone call list

Use Case 5: Scheduled Weekly Export for Analysis

Goal: Automate weekly customer data export for business intelligence

Steps:

  1. Create export configuration
  2. Select all relevant fields
  3. Filter: Active customers
  4. Format: CSV
  5. Click "Schedule Export"
  6. Set schedule: Every Monday at 6 AM
  7. Delivery: Email to [email protected]
  8. Save scheduled export
  9. System automatically generates and emails export weekly

Use: Automated data pipeline for dashboards, reports, analysis tools

Scheduled Exports

Setting Up Automated Exports

Configuration:

  1. Create export template
  2. Click "Schedule This Export"
  3. Set frequency:
    • Daily, Weekly, Monthly
    • Specific day/time
  4. Choose delivery method:
    • Email to recipients
    • FTP/SFTP upload
    • Cloud storage (Dropbox, Google Drive)
    • Webhook/API
  5. Set filename pattern (e.g., customers_YYYY-MM-DD.csv)
  6. Enable notifications
  7. Save schedule

Use Cases:

  • Daily export to CRM system
  • Weekly marketing list updates
  • Monthly accounting sync
  • Automated backup

Managing Scheduled Exports

  • View all scheduled exports
  • Enable/disable schedules
  • Edit configuration
  • View execution history
  • Download past exports
  • Troubleshoot failures

Field Mapping

Mapping for Third-Party Systems

Why Map Fields:

  • Third-party systems have different field names
  • Ensure correct import matching
  • Avoid manual data manipulation

How to Map:

  1. Select export template
  2. Click "Configure Field Mapping"
  3. For each field:
    • Your Field → Their Field Name
    • Example: "first_name" → "First Name"
  4. Save mapping profile
  5. Reuse for future exports to same system

Common Mappings:

  • Email marketing platforms (Mailchimp, ActiveCampaign)
  • CRM systems (Salesforce, HubSpot)
  • Accounting software (QuickBooks, Xero)
  • Shipping platforms (ShipStation)

Export Options

File Naming

  • Auto-generate: customers_2026-03-01.csv
  • Custom pattern: [template][date][time].csv
  • Sequential numbering

Compression

  • ZIP file (for large exports)
  • Reduces file size
  • Easier email delivery

Delivery Methods

  • Download: Immediate browser download
  • Email: Send to specified addresses
  • FTP/SFTP: Upload to server
  • Cloud Storage: Save to Dropbox, Google Drive
  • API Webhook: POST to external system

Split Large Exports

  • If >10,000 records, split into multiple files
  • Prevents system timeout
  • Easier to work with

Data Privacy & Security

Best Practices

  1. Limit access: Only authorized users can export customer data
  2. Encrypt exports: Use password-protected ZIP files for sensitive data
  3. Secure transmission: Use encrypted email or SFTP, not plain FTP
  4. Delete after use: Remove exported files from downloads/email
  5. Audit trail: System logs all exports (who, when, what)
  6. GDPR compliance: Only export necessary fields
  7. Customer consent: Ensure customers consented to data use

Restricted Data

Never export (unless absolutely necessary and secured):

  • Full credit card numbers
  • Social Security Numbers
  • Passwords or security answers
  • Highly sensitive notes

If must export sensitive data:

  • Encrypt file with strong password
  • Send password separately
  • Delete file immediately after use
  • Document reason for export

Troubleshooting

Export File is Empty

Check:

  1. Filters applied too restrictively (no matching customers)
  2. Field selection - did you select fields?
  3. Date range excludes all customers
  4. Review preview before export

Export Fails or Times Out

Solutions:

  1. Reduce number of records (apply more restrictive filters)
  2. Reduce number of fields selected
  3. Split into multiple smaller exports
  4. Try different format (CSV usually faster than Excel)
  5. Schedule export for off-peak hours

Special Characters Display Incorrectly

Fix:

  1. Ensure UTF-8 encoding selected
  2. For Excel: Use "Excel (XLSX)" not CSV
  3. For CSV: Open in Excel using "Data > From Text" (specify UTF-8)
  4. Check character encoding settings

Import into Third-Party System Fails

Check:

  1. Field mapping correct?
  2. Column headers match exactly (case-sensitive)?
  3. Required fields included?
  4. Data format matches (dates, phone numbers)?
  5. File format accepted by target system?
  6. Review third-party system's import requirements
  • Customers - Customer management (has basic export function)
  • Email Templates - Email marketing
  • Tags - Customer segmentation
  • Reports - Various customer analytics

Permissions & Access

Required Access Level: Manager or higher

Why Restricted:

  • Contains sensitive customer data (PII)
  • Privacy and compliance concerns (GDPR, CCPA)
  • Potential for misuse
  • Data security

Access Level Capabilities:

  • Manager: Basic exports, pre-configured templates
  • Administrator: All exports, custom templates, field mapping, scheduled exports
  • Kiva Admin: Full access including sensitive fields

Best Practices

Export Management

  1. Use templates for recurring exports (saves time)
  2. Preview first before full export
  3. Document exports - note what, when, why
  4. Clean up old exported files regularly
  5. Test imports with small sample before full export

Data Quality

  1. Verify filters produce expected results
  2. Check for duplicates before export
  3. Validate data (email formats, phone numbers)
  4. Review field contents (no test data in production export)

Security

  1. Encrypt sensitive exports
  2. Use secure delivery methods
  3. Delete files after use
  4. Limit who can export customer data
  5. Audit exports regularly

Efficiency

  1. Schedule recurring exports instead of manual
  2. Save templates for reuse
  3. Field mapping for common systems
  4. Batch exports during off-peak hours

Things to Avoid

  • ❌ Exporting more data than needed
  • ❌ Sending unencrypted sensitive data via email
  • ❌ Storing exports indefinitely
  • ❌ Sharing exports with unauthorized people
  • ❌ Exporting to unsecured locations (public cloud without encryption)
  • ❌ Not documenting exports (compliance issue)

Quick Reference Card

Task Action/Location
Quick CSV export Select template → Export → Download
Custom field export Create New → Select fields → Export
Email marketing list Template: Marketing → Filter: Active, Opted-in → Export
Schedule automated export Configure export → Schedule → Set frequency
Map fields for import Field Mapping → Select system → Map fields
Export active customers Filter: Status=Active → Select fields → Export
Download previous export Recent Exports → Click download
Create mailing list Fields: Name+Address → Sort by ZIP → Excel
Export with tags Include field: Customer Tags → Export
Encrypt sensitive export Export Options → ZIP with password

FAQs

How often can I export customer data?

As often as needed, but consider:

  • System performance (large exports during off-peak)
  • Data privacy (only export when necessary)
  • Security (each export is potential exposure)
  • Efficiency (schedule regular exports instead of ad-hoc)

Can I export customers who unsubscribed from emails?

Yes, but be careful. If exporting for email marketing, exclude them. For other purposes (analysis, accounting), you can include them.

What's the maximum number of customers I can export?

No hard limit, but large exports (>50,000) may timeout. Split into batches or schedule export for off-hours. Contact administrator if consistently hitting limits.

How do I export just email addresses?

Select only "Email Address" field. Apply appropriate filters. Format: CSV. Quick and simple.

Can I export customer passwords?

No. Passwords are encrypted and cannot be exported. For security, passwords should never be exportable.

How do I export for Facebook Custom Audience?

Export: Email addresses and/or phone numbers. Format: CSV. Facebook accepts plain lists. Apply filter for your target audience.

What if I need a field that's not available?

Contact administrator. Custom fields can often be added. Or export closest match and manually add data.

How long are exported files kept?

Recent exports typically kept 30 days, then auto-deleted. Download and save if you need longer. Scheduled exports may be kept longer based on settings.

Can I export order history with customer data?

Limited order summary fields (total orders, last order date, lifetime value) included. For detailed order history, use Order export instead.

Is there a way to auto-sync customers to my CRM?

Yes, use scheduled exports with API/webhook delivery, or check if native integration available. Contact administrator about integration options.

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.