# Exporting Your Budgets

Etropo offers two ways to export your budget data: **XLSX downloads** for quick snapshots and **Google Sheets integration** for automated syncing.

## Which Export Method Should I Use?

**Use XLSX Export when you need:**
- A quick one-time snapshot of your budget
- Offline analysis in Excel or other spreadsheet tools
- To share a static file with stakeholders

**Use Google Sheets Integration when you need:**
- Live data that updates automatically every day
- Real-time collaboration with your team
- Integration with other Google Workspace tools

| Feature | XLSX Export | Google Sheets Integration |
|---------|-------------|---------------------------|
| **Updates** | Must re-export manually | Automatic daily + manual refresh |
| **File location** | Your computer | Google Drive |
| **Sharing** | Send file manually | Use Google Sheets sharing |
| **Collaboration** | Not real-time | Real-time with Google Sheets |
| **Best for** | Quick snapshots, offline work | Ongoing reporting, team collaboration |

## XLSX Export

Export your budget as an Excel file (.xlsx) that downloads directly to your computer.

### How to Export to XLSX

1. Open your budget
2. Click the **three dots menu** in the top-right corner
3. Select **Export budget**
4. Choose your export option:
   - **Current view only** - Exports either Plan or Actuals (depending on which view you're in)
   - **Both** - Creates two separate files (one for Plan, one for Actuals)
5. Click **Download**

Your file(s) will download immediately with a name like `Budget-Name_planned_2025-01-15.xlsx`.

### What Gets Exported

Each file includes one sheet with these columns:
- **Master Category** (if you're using master categories)
- **Category**
- **Line Item**
- **Status**
- **Cost Center**
- **Custom Properties** (if you've added any)
- **Monthly Values** - One column per month with planned or actual amounts

### Requirements

- You must be an **organization admin**
- Your organization must have an **Essential, Pro, or Custom plan** (not available on Free or Pro Trial plans)
- Your budget must have at least one category

---

## Google Sheets Integration

Connect your budgets to Google Sheets for automatic daily syncing. Each connected budget creates a spreadsheet with three tabs: Plans, Actuals, and Combined.

### Initial Setup

**Step 1: Connect Your Google Account**

1. Navigate to **Settings > Integrations > Google Sheets**
2. Click **Connect Google Account**
3. Sign in with your Google account and authorize Etropo
4. You'll be redirected back to Etropo

**Step 2: Connect a Budget**

1. Click **Connect Budget**
2. Select the budget you want to sync from the dropdown
3. Click **Create & Connect**

A new Google Sheets spreadsheet will be created in your Google Drive and immediately synced with your budget data.

### What Gets Created

Each connected budget creates a Google Sheets spreadsheet with three tabs:

**1. Plans Sheet**
- All line items with planned amounts by month
- Columns: [Master Category], Category, Line Item, Cost Center, Owner, Currency, [Monthly columns]

**2. Actuals Sheet**
- All line items with actual amounts by month
- Same column structure as Plans

**3. Plans & Actuals Combined**
- Interleaved plan and actual columns for each month
- Example: Jan 2025 Plan, Jan 2025 Actual, Feb 2025 Plan, Feb 2025 Actual, etc.
- Useful for variance analysis

### How Syncing Works

**Automatic Sync:**
- Your budget data automatically syncs to Google Sheets **every day at 7:00 AM UTC**
- You don't need to do anything - it happens in the background
- Check the "Last synced" timestamp in the Integrations page to confirm

**Manual Sync:**
- Click the **refresh icon** next to any connected budget to sync immediately
- Useful when you've made changes and want them reflected right away

### Managing Connections

**View Your Connections:**
- Go to **Settings > Integrations > Google Sheets**
- All connected budgets are listed with their sync status

**Open Your Spreadsheet:**
- Click the spreadsheet name to open it in Google Sheets

**Disconnect a Budget:**
1. Click the **three dots menu** next to the connected budget
2. Select **Remove connection**
3. Confirm deletion

Note: This only removes the connection - the Google Sheets file remains in your Drive. You can delete it manually if needed.

### Requirements

- You must be an **organization admin**
- Your organization must have an **Essential, Pro, or Custom plan** (not available on Free or Pro Trial plans)
- You must authorize Etropo to access your Google Sheets

### Limitations

- **One budget per connection** - You can't connect the same budget twice
- **Private sheets** - Created spreadsheets are only accessible to your Google account (you can share them using Google Sheets sharing)
- **24-hour sync interval** - Automated syncs happen once daily; use manual sync for immediate updates

---

## Export Structure

Both XLSX and Google Sheets exports follow the same structure, with each row representing a budget line item and columns for all your budget data.

### Standard Columns

Every export includes these columns:

- **Master Category** - Only appears if you're using [master categories](https://docs.etropo.com/budget-planning/master-categories) (hierarchical two-level categories)
- **Category** - The primary category for organizing line items
- **Line Item** - The specific budget item name
- **Status** - The current status of the line item
- **Cost Center** - Department or team assignment
- **Owner** - Person responsible for the line item
- **Currency** - Currency code
- **Custom Properties** - Any custom fields you've added to your budget
- **Monthly Columns** - One column per month showing amounts

### Export Example

Here's how your marketing budget data appears in exports:

| Master Category      | Category              | Line Item           | Cost Center | Jan 2025 | Feb 2025 | Mar 2025 |
|---------------------|-----------------------|---------------------|-------------|----------|----------|----------|
|                     | Paid Advertising      | Google Ads Budget   | Marketing   | $15,000  | $15,000  | $18,000  |
| Paid Advertising    | Search Campaigns      | Google Search       | Marketing   | $8,000   | $8,500   | $9,000   |
| Paid Advertising    | Display Campaigns     | Facebook Ads        | Marketing   | $5,000   | $5,200   | $5,500   |
| Paid Advertising    | Display Campaigns     | LinkedIn Ads        | Marketing   | $3,500   | $3,800   | $4,000   |
|                     | Content Marketing     | Blog Production     | Marketing   | $12,000  | $12,000  | $15,000  |
| Content Marketing   | Video Production      | YouTube Channel     | Marketing   | $6,000   | $6,500   | $7,000   |
| Content Marketing   | Social Media          | Instagram Content   | Marketing   | $4,000   | $4,200   | $4,500   |

**Note:** If you're not using master categories, that column will be omitted entirely. The number of monthly columns depends on your budget's time range.

---

## Troubleshooting

**"You need to upgrade to export budgets"**

You're on the Free tier or Pro Trial plan. Upgrade to Essential, Pro, or Custom to access export features.

**"Failed to export budget. Please try again."**

- Check your internet connection
- Refresh the page and try again
- If the problem persists, contact support

**Google Sheets shows "Error" status**

1. Check the error message displayed below the status badge
2. Try clicking the refresh icon to manually sync
3. Common causes:
   - Google account connection expired (reconnect your Google account)
   - Budget was deleted

**My Google Sheets export is missing recent changes**

- Check the "Last synced" timestamp
- Automated syncs happen daily at 7:00 AM UTC (up to 24-hour lag)
- Click the refresh icon to sync immediately

**I can't see the Export option**

Only organization admins can export budgets. If you're a member, ask your organization admin to export or upgrade your role.

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## Need Help?

If you're experiencing issues with exports, contact support with:
- Which export method you're using (XLSX or Google Sheets)
- The error message (if any)
- Your budget name and organization name
- Screenshots of the issue

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Source: https://docs.etropo.com/budget-planning/exporting-budgets