Export the month to your accountant

Download the month's invoices and costs in the format your accounting office imports, and give your accountant their own read-only access.

FinanceBeginner10 minutesDay 27 of 30

Topics:Invoicing and financeGetting started

Before you start

At the end of each month your accountant needs the same thing: every sales invoice and every cost, in a form they can load. Flowtly gathers both on one Export tab, one row per document type, with the month chosen at the top.

CSV and XLSX work for any accounting office. Accountants in Poland can also take files made for Comarch Optima, WAPRO and enova365. Those formats are specific to the Polish market and are marked as such below.

If your accountant would rather fetch the files themselves, the last step gives them their own read-only access.

What you will have at the end

Your accounting office has the month's invoices and costs in a file it can import, or its own access to download them.

What you need

  • Invoices and costs for the month recorded in Flowtly.
  • The Accountancy viewer permission, or an administrator who can grant it.
  • For Optima users in Poland: the two Optima database identifiers from your accounting office.

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Step-by-step

Complete the flow

  1. 1

    Open the Export tab and pick the month

    In the side menu, go to Finance & Business → Accounting → Accountancy and open the Export tab. The month is shown at the top. Use the arrows to step to the month you are closing, or click This month to jump back. Before the 15th, the page opens on the previous month, which is usually the one you are handing over.

    Tips

    • The month is part of the address, for example accountancy/exports/2026-09, so you can bookmark a month.
    • You only see Accountancy if you have the Accountancy viewer permission.
  2. 2

    Download invoices and costs as CSV or XLSX

    The table has one row per document type. On the Invoices row, choose CSV or XLSX in the format list and click Export. Do the same on the Costs row. Each file covers the month shown at the top, and works for any accounting office or spreadsheet.

    Tips

    • Flowtly remembers the format you chose for each row in this browser, so next month it is already selected.
    • Payroll needs leave too? The Team members time off row exports the month's time off as CSV or XLSX in the same way.
  3. 3

    Polish accounting software: pick your accountant's format

    This step applies to accounting offices in Poland. The format list on the Invoices and Costs rows also offers Optima XML, WAPRO.pl XML, WAPRO Kaper XML, WAPRO Fakir TXT (ZIP) and enova365 XML. Ask your accountant which program they use, choose that format and click Export.

    Tips

    • Optima XML on the Invoices and Costs rows is a JPK_V7M VAT return, which Optima files with the tax office rather than imports. An office that loads your documents into Optima needs the distributed work registers instead (step 5).
  4. 4

    Optima in Poland: set the two database identifiers once

    The Optima distributed work file is addressed to one Optima database, so it needs two identifiers. Open Settings, then Invoicing settings under Finance & Business, and find the Optima export section. Enter Source database (BAZA_ZRD_ID), which is yours, and Target database (BAZA_DOC_ID), which belongs to your accounting office. Click Save.

    Tips

    • Your accounting office will tell you both. Each is at most 5 characters.
    • Until both are set, the Optima document export and the archive refuse to run rather than address a file to the wrong database.
    • Invoicing settings is visible to administrators only.
  5. 5

    Optima in Poland: export the registers and documents

    Back on the Export tab, the distributed work registers row for Optima puts both VAT registers in one file. Choose XML for the registers only, or XML + documents to include each invoice's source documents inside the file. The Optima document archive row gives you a ZIP of the registers plus every document behind them. A MANIFEST.txt inside lists what the archive carries and what it does not.

    Tips

    • XML + documents makes the file much larger. Choose it only when the person importing also needs the documents.
    • If a panel titled Check these documents before importing into Optima appears after the download, fix the listed documents, for example a missing counterparty tax id, and export again.
  6. 6

    Give your accountant their own access

    Instead of sending files every month, you can let your accountant download them. Open People, open your accountant's profile and go to the Permissions tab. Click Edit, and in Change permissions tick Accountancy viewer under Accountancy. Click Save changes. Your accountant now sees Accountancy in their menu, Export tab included.

    Tips

    • Accountancy viewer gives read-only access to accountancy reports and summaries.
    • For an in-house accountant who also manages invoices, costs and banking, the Preset role Accountancy manager sets a wider group of permissions at once. Choosing a preset replaces the whole selection.
    • Your accountant needs to be a user in your organization first. If they are not in People yet, invite them.

You’re finished!

The month is with your accounting office in a format it can load. Next month, open the Export tab again: the format you picked for each row is already selected in this browser.

If your accountant has a question about a specific cost invoice or bank transaction, they can ask it on the Questions tab in Accountancy instead of by email.

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