Exporting Data for Analysis

Last updated: November 2025

Export your InnGO data to Excel, Google Sheets, or accounting software for deeper analysis and record-keeping.

What Data Can You Export?

• All bookings (current, past, future)
• Guest information
• Revenue reports
• Occupancy reports
• Payment records
• Staff activity logs
• Restaurant orders (if enabled)
• Room maintenance records

Export Formats Available

1. CSV (Comma-Separated Values)

• Universal format
• Opens in Excel, Google Sheets, Numbers
• Best for data manipulation
• Small file size

2. Excel (.xlsx)

• Microsoft Excel format
• Preserves formatting and formulas
• Better for presentations
• Larger file size

3. PDF

• Professional reports
• Ready to print or email
• Can't edit data
• Best for sharing with stakeholders

Exporting Booking Data

All Bookings

1. Go to Bookings page
2. Use filters to narrow down (optional):
   • Date range
   • Booking status (Confirmed, Checked In, etc.)
   • Room type
   • Payment status
3. Click Export button (top right)
4. Choose format (CSV, Excel, PDF)
5. File downloads automatically

What's Included in Booking Export:

• Guest name and contact
• Room number and type
• Check-in and check-out dates
• Number of nights
• Total amount
• Amount paid
• Balance due
• Payment method
• Booking source (walk-in, online, phone)
• Special requests

Exporting Revenue Reports

1. Click Reports in menu
2. Select Revenue Reports
3. Choose date range
4. Select report type:
   • Revenue by date
   • Revenue by room type
   • Revenue by payment method
   • Revenue by staff member
5. Click Export
6. Choose format

Exporting Guest Data

1. Go to Guests section
2. Click Export Guest List
3. Choose CSV or Excel

What's Included:

• Guest full name
• Email address
• Phone number
• Total bookings
• Total spent
• Last visit date
• Guest notes

Exporting for Accounting Software

QuickBooks / Sage / Xero Integration

1. Reports → Revenue Reports
2. Select monthly date range
3. Export as CSV
4. Open in Excel
5. Format columns to match your accounting software
6. Import into accounting software

Typical Accounting Export Fields:

• Transaction date
• Description (e.g., "Room 101 - John Doe")
• Revenue amount
• Payment method
• Category (Room Revenue, Restaurant Revenue, etc.)

Exporting Payment Records

1. Reports → Payment Reports
2. Choose date range
3. Filter by payment method (optional)
4. Export as CSV/Excel

Use Cases:

• Reconcile with bank statements
• Track cash vs card payments
• Audit trail for accountants
• Tax filing documentation

Exporting Occupancy Data

1. Reports → Occupancy Reports
2. Select date range
3. Export to see:
   • Daily occupancy percentages
   • Occupied vs available rooms
   • Occupancy by room type

Analysis Ideas:

• Create occupancy trend charts
• Identify slow periods for promotions
• Compare year-over-year performance
• Present to investors/management

Exporting Staff Activity Logs

(Professional plan only)

1. Reports → Staff Activity
2. Select date range and staff member
3. Export to see:
   • Who created which bookings
   • Check-in/out activity
   • Payment processing
   • Login times

Scheduled Automatic Exports

Set Up Automated Exports (Professional Plan)

1. Settings → Report Scheduling
2. Choose what to export:
   • Daily bookings
   • Weekly revenue summary
   • Monthly financial reports
3. Set frequency (Daily, Weekly, Monthly)
4. Add email recipients
5. Choose format (CSV, Excel, PDF)
6. Save

Reports automatically emailed to you at scheduled times!

Advanced Excel Analysis Tips

After Exporting to Excel

1. Create Pivot Tables for quick summaries
2. Use VLOOKUP to match data across sheets
3. Create charts to visualize trends
4. Use filters to find specific bookings
5. Calculate custom metrics (RevPAR, ADR, etc.)

Example Analysis

Data Privacy and Security

When Exporting Guest Data:

• Store files securely
• Don't share guest personal info publicly
• Comply with Nigerian data protection laws
• Delete exports after use (don't store forever)
• Use password-protected files for sensitive data

Common Export Issues

Excel Won't Open CSV File

• Try: File → Open (don't double-click)
• Or rename file from .csv to .xlsx
• Or import using Data → From Text/CSV

Dates Look Strange in Excel

• Excel may misinterpret date format
• Select date column
• Format Cells → Date → Choose format

Numbers Show as Text

• Select number column
• Click warning icon → Convert to Number

File Too Large

• Narrow date range (e.g., 3 months instead of 2 years)
• Use CSV instead of Excel (smaller file)
• Export specific data only (not everything)

Export Frequency Recommendations

Daily Exports

• Today's check-ins/outs
• Today's revenue

Weekly Exports

• This week's bookings
• Weekly revenue summary

Monthly Exports

• Full month revenue report (for accountant)
• All bookings of the month
• Payment records (for bank reconciliation)
• Staff activity logs

Annual Exports

• Full year data for tax filing
• Guest database backup
• Annual performance reports

Best Practices

• ✓ Export monthly for accounting records
• ✓ Keep backups of critical data
• ✓ Use clear file names (e.g., "InnGO_Revenue_Nov2025.xlsx")
• ✓ Store exports in organized folders
• ✓ Share PDFs, keep raw CSV/Excel for yourself
• ✓ Schedule automatic exports to save time
• ✓ Protect guest privacy - don't share sensitive data

Using Exported Data for Tax Filing

For Nigerian Tax Compliance

1. Export annual revenue report
2. Export payment records by method
3. Calculate VAT collected (if applicable)
4. Share with tax consultant or accountant
5. Keep exports for 7+ years (legal requirement)

Need More Help?

• Email: support@inngo.com
• Live chat in dashboard
• Related: Understanding Revenue Reports
• Related: Tracking Occupancy Rates