Your data
You can take it
with you.
Fourteen datasets, one CSV file each, plus four more for the rent roll if you manage property, on every plan including Free. This page says exactly where the exports are, who can run them, how they arrive, what deleting a business or a sign-in really does, and which records Australian tax law makes us keep anyway.
If you are still deciding
The way out is visible before you commit anything
The export screen renders for an account with nothing in it. A property manager weighing up whether to move her rent roll across can open the rent-roll exports on day one, with no properties loaded, and see the files she would get back. Proof that you can leave should not be something you can only obtain after you have already taken the risk.
How an export works
Open Settings, then Export
Inside the business you want the records for. Every dataset is listed with what is in it, so you are not guessing from a file name.
Pick a dataset
Invoices, bookings and the GST tax summary let you set a date range first. Everything else exports in full, because a partial contact list is rarely what anyone wants.
It is emailed to the address on the account
As a CSV attachment, not a download in the browser and not a link that expires. This is the security property, not a limitation: a file holding your whole customer list should not be able to leave through a sign-in that is not yours.
Open it anywhere
CSV opens in Excel, Google Sheets, Numbers or a text editor. It is your data in a format nothing here controls.
Who can run one, and how often
- The account owner, and only the account owner. A team member who needs figures can export from the individual screens instead, or ask the owner to run the full set.
- Two-factor sign-in has to be cleared for that session. If you have it enrolled and the screen asks again, that is the session being raised rather than a refusal.
- Up to 40 exports an hour, and the same dataset once every ten minutes. Enough to pull the whole account in one sitting, not enough to be useful to somebody who should not have it.
- Every export is written to the security log, successful or refused, so you can find out afterwards what left and when.
What you get
One file per dataset, listed here as they are listed on the screen. The rent roll appears for property businesses.
Customers and sales
- Contacts, with names, emails, phone numbers and addresses
- Invoices, with amounts, statuses and client details
- Invoice line items, needed alongside the invoices to rebuild each one in full
- Quotes, with totals and GST, and the sent, viewed, accepted and declined dates
- Payments received, with method, references and refunds, voided payments included and marked
- Bookings, with client, service, time and status
- Jobs, with customer, site address, schedule, hours and totals
Money and books
What an accountant asks for at handover.
- Expenses and bills, with supplier, GST, and amounts paid and outstanding
- Expense line items, needed alongside the bills to rebuild each one in full
- Tax summary for GST, the paid invoices with the breakdown, for your BAS
- General ledger, every posting line with its account, debit and credit
- Chart of accounts, including archived accounts that history still refers to
Stock
- Inventory, tracked stock with quantity on hand, cost and sale price
- Parts catalogue, priced parts with supplier, cost, markup and stock levels
Rent roll, for property businesses
Shown to property businesses even when there is nothing in it yet.
- Properties, with address, type, listing status, and rent and bond figures
- Leases, with property, tenant and landlord, term, rent, bond and management fee
- Rent ledger, one row per rent charge and per payment across every tenancy
- Landlord statements, with rent received, expenses, management fee and net to owner
One business at a time
An export covers the business you are currently in. If you belong to more than one, switch between them and export each, because the records belong to the businesses rather than to your sign-in.
Asking for the personal information we hold about you
That is a different request from a business export, and today it is not a button. Australian Privacy Principle 12 gives you the right to ask for it, so email support@onebookplus.com.au from the address on your account and we will put it together. We respond to access, correction and deletion requests within 30 days, as the Privacy Act requires, and we may ask you to confirm who you are first. Saying this plainly beats pointing you at a screen that cannot do it.
Closing the account
There are two separate things here and they behave very differently. Run your exports before either one: once a deletion completes, nothing can be brought back.
Deleting a business
Settings, then Delete account. Only the owner can do it. Deleting is scheduled 30 days out rather than done on the spot, the screen shows the date and the days remaining, and the owner can cancel any time before it. That window exists because closing a business is the one action nobody should be able to take by accident at the end of a long day. After the date it is permanent.
Deleting your sign-in
Same screen, separate action, and no grace period: it removes your sign-in immediately and permanently, and signs you out on the spot. If you are the sole owner of a business, it will stop and name the businesses in the way, because deleting a person must never quietly delete a company. Transfer ownership or delete each business first.
From the iPhone app, or by email
In the iOS app, open Settings and then Delete account. Or write to support@onebookplus.com.au from your account email and we action verified deletion requests within seven days. If you subscribed through the App Store, cancel that in your device subscription settings first: deleting the account does not reach Apple's billing, and the OneBookPlus refund policy explains why.
What we keep, and why
Deleting is not quite total, and the exceptions are worth knowing before you are surprised by them. Personal data is removed within 30 days of a deletion. Two categories survive it, and neither is our choice.
- Financial records, five to seven years
- Australian tax law requires records of income and expenses to be kept, and the ATO treats the software holding them as the record. This is also the reason the general ledger and chart of accounts are in the export list: if you move platforms, the records have to move with you.
- Audit logs, a minimum of five years
- Tax lodgement records and security audit entries are retained for at least five years in line with Australian tax law, including after an account is deleted.
The full picture, including where data is held and who can reach it, is in the OneBookPlus privacy policy. If you are unhappy with how we handle a privacy request you can raise it with the Office of the Australian Information Commissioner, and you do not need to come through us to do that.
Common questions
Do I have to pay to export my data?
No. Exports are available on every plan, including Free, and there is no charge and no limit tied to a plan. You do not need an active subscription to get your records out.
Why is the export emailed instead of downloaded?
Because a file holding your whole customer list should not leave through whatever browser happens to be signed in. Sending it to the address on the account means a stolen session cannot quietly take a copy of your business.
I am a team member and I cannot see the export screen. Why?
Only the account owner can export a whole dataset, and they need two-factor sign-in cleared for that session. Ask the owner to run it, or export the records you need from the individual screens.
What format are the files?
CSV, one file per dataset, which opens in Excel, Google Sheets, Numbers or any text editor. Nothing is locked to our software, and nothing needs our software to read it.
If I delete my business, can I change my mind?
Yes, for 30 days. Deleting a business schedules it rather than doing it immediately, and the owner can cancel any time before the date. After that date it is permanent and cannot be recovered.
Does deleting my account cancel my subscription?
Not if you subscribed through the Apple App Store. Cancel that in your device subscription settings first, because deleting the account does not reach Apple's billing.
Last reviewed and updated: by Bishal Shrestha