Export customers, orders and inventory to CSV

Every list you work with in OnTote can leave as a CSV: the whole customer list, your products, or the orders on screen. The button is never far from the list it exports, and each export file is shaped so it can be re-imported later as updates.

Where each export button lives

• Customers. Open the Customers page. The Export button sits on the toolbar next to Import. It exports the whole list, not just the rows on screen, and it honors the search box: search first if you want a slice, and the file name notes it (`ontote-customers-2026-10-09-filtered.csv`).
• Inventory. Open the Inventory page and stay on the Products tab. The Export button is on the toolbar. It exports the product catalog with the Products tab's current filters applied (search, category, type), under your current location scope. It's one row per product. The button doesn't appear on the other tabs, or for field users.
• Orders. Open the Reservations page in list view and tick the rows you want. Then open the Actions menu and choose Export selected. Only the ticked rows go out, and the columns are the ones visible in your list: customize the columns and the file follows. The download is named `reservations-2026-10-09.csv`.

What columns you get

Customers gives you the same columns as the import template, in the same order, plus two read-only columns at the end: name, email, phone, company_name, notes, id, created_at. The `id` and `created_at` columns are there for the round trip: the importer matches on email or phone and ignores both, so an export you edit in a spreadsheet re-imports as updates, not duplicates.

Inventory works the same way: the twelve import columns (kind, sku, name, unit_label, category, quantity, location, price, rate_unit, deposit, min_duration, active), then id and created_at. One row per product.

Orders exports one row per order with the list's visible columns: reservation number, customer, status, dates, quantity, location, payment status, and balance, formatted the same way they appear on screen.

Who can export

Not everyone, and deliberately so. A customer file is bulk personal data, so exporting it has a higher bar than editing contacts one at a time.

• Customers: manager and up (owners and managers). Office and field roles don't get the Export button at all.
• Inventory and orders: anyone who can open the page, which is every role except field. Field users work in their own view (Today and Scan) and don't reach these pages.

If the button isn't there, it's the role, not a bug. A manager or owner can run the export for you.

When something goes wrong

• There is no Export button. Check your role first. Customers need a manager or owner; everything else needs anyone but field. Ask a teammate with the right role.
• Export selected is greyed out. Tick at least one row in the Reservations list. The menu only activates once rows are selected.
• The file has more rows than expected. The customers export ignores pagination and takes the whole filtered list; the inventory export takes the whole catalog under the current filters, not the current tab's page. If you wanted a slice, apply the search or filters first.

See also: Import your customers and inventory from a spreadsheet, Import past and upcoming orders.