Creating an export template - Invoice & credit notes table

5 minute read

Export templates in Found allow finance teams to generate structured exports that are tailored specifically to the requirements of their accounting software. By configuring an export template, you can ensure that exported data can be imported into your accounting software without the need for any manual adjustments or reformatting.

Templates are reusable, customisable and accessible to those users who have access to the table. 

How to create an export template 

1. Navigate to the Billing tab from the left-hand menu.

2. Select Invoices & Credit Notes.

3. Choose your table view, either

   1. Line Item Table – to export each individual line items.

   2. Headers Table – to export header-level information.

4. Click Export All.

5. Select One-off Export.

6. Click Create Template

   1. Enter a Template Name that clearly identifies its purpose (e.g. “Sage Line 50 Export”).

   2. Start building the template by adding fields (see instructions below).

   3. Once built, click Create Template.

Once built, the newly created export template will now appear in the drop-down under Choose Export Template for all users who have access to the table to select during future exports.

1.1 Selecting the appropriate fields for export

All available data fields within Found can be added to the custom export template. To add a field:

• Use the search function to locate a specific data field (e.g. “Invoice Reference” or “Issue Date”).

• Select the desired field to include it in your export.

1.2 Customising field positions 

You can rearrange the order of fields within your export to match the column layout required by your accounting system.

Example: If the Fee Payer Reference needs to appear in Column C (the third column):

1. Locate the field within the template builder.

2. Click and hold the six-dot icon beside the field name.

3. Drag and drop the field into the correct position in the list.

The final export will reflect this ordering, ensuring each data point aligns with the correct column in your import template.

1.3 Customising field titles

You can rename any field to match the requirements of your accounting software. For example, if your system requires “Ref” instead of “Invoice Reference”:

1. Select Invoice Reference from the list of available fields.

2. In the right-hand column (column title), overwrite the default label with Ref.

This label will appear as the column header in your export file.

1.4 Creating default column values

In some cases, a column may require a consistent default value across all rows.

Example: If your export must include a tax code “T9” in a column titled “Tax Code”:

1. Enter Tax Code in the right-hand column.

2. Click Create on the left-hand side and input the value T9.

This value will appear in every row of the export (excluding the column header).

1.5 Creating blank columns 

In certain cases, your accounting system may require a column header even if no data is needed in the rows beneath.

Example: You are required to include a “Ship To” column, but this information is not used in your billing process. To add a blank column:

1. Enter the desired column title (e.g. Ship To) in the right-hand field.

2. Leave the left-hand value field blank.

The export will include the column header “Ship To”, but all rows beneath it will remain empty.

1.6 Creating blank rows after the first line item associated with a document 

When exporting multiple line items for the same financial document, you may only want specific fields to be populated on the first line, leaving subsequent lines blank, inline with your accounting software rules and logic. 

Example: A financial document contains 3 line items. The “Created Date” should only appear on the first line, and be left blank for the second and third lines. To achieve this:

1. Locate the relevant field within the export template (e.g. Created Date).

2. Toggle on the “Blank after first line item” option for that field.

Once applied, this ensures that only the first line item associated with each financial document includes the field’s value. All subsequent line items for the same document will have that field left blank.