Scheduled exports automatically bundle your financial documents into a ZIP file and email a secure download link to your accountant or bookkeeper on a regular schedule. No more manually collecting invoices, bills, and reports at the end of every month.
Before you start
You need the Manage Scheduled Exports permission to configure this feature. If you don't see the Scheduled Exports tab, ask your organisation admin to grant you access.
Turn on scheduled exports
Go to Settings > Scheduled Exports.
Toggle Enable scheduled exports on.
Click Save Settings.
Choose a schedule
Under the Schedule section, set how often and when exports should run:
Frequency – Choose Monthly or Quarterly. Monthly exports cover the previous calendar month. Quarterly exports cover the previous quarter (e.g. Jan–Mar, Apr–Jun).
Day of month – The day the export runs (1–28). For example, setting this to 5 means the export runs on the 5th of each month (or the 5th of the first month in a new quarter).
Hour and Minutes – The time of day the export runs.
Tip: Setting the day to the 5th and the time to 08:00 gives you a few business days after month-end to finalise any outstanding entries before the export is generated.
Select what to include
Under the Content section, toggle on the document types you want in the export:
Toggle | What's included |
Invoices | All invoices from the period, with PDF copies and an Excel summary |
Credit Notes | All credit notes from the period, with PDF copies and an Excel summary |
Bills | All bills from the period, with scanned document attachments and an Excel summary |
Vendor Credits | All vendor credits from the period, with PDF copies and an Excel summary |
Expenses | All expenses from the period, with attached receipts and an Excel summary |
General Ledger | A full general ledger report for the period (Excel) |
Trial Balance | A trial balance report for the period (Excel) |
You must toggle on at least one option. If no documents exist for a period, recipients receive a notification email instead of an empty file.
Set up delivery
Under the Delivery section, configure who receives the export and how it's secured:
Recipient emails – Enter one or more email addresses. Type each address and press Enter to add it. These recipients receive an email with a secure download link when each export is ready.
Link expires after – Choose how long the download link remains active: 7, 14, 30, 60, or 90 days. After this period, the link expires and the recipient can no longer download the file.
Password protection – Toggle this on to require a password before the file can be downloaded. Enter a password of at least 8 characters. You'll need to share this password with your recipients separately.
Tip: Share the download password with your accountant through a separate channel (e.g. a phone call or messaging app) rather than including it in the same email.
Check export status
The Status section shows:
Last export – When the most recent export was generated.
Next export – When the next scheduled export will run.
Run an export manually
If you need to send an export before the next scheduled date:
Go to Settings > Scheduled Exports.
Click Run Export Now.
The export starts processing in the background. You'll find the file in the Download Center shortly.
This generates an export for the same period the next scheduled run would cover, using your current content and delivery settings.
What your accountant receives
When an export runs, each recipient receives an email containing:
A summary of document counts (e.g. "Invoices: 12, Bills: 8")
The file size of the ZIP
A Download Export button with a secure link
The link expiry date
A note about password protection (if enabled)
The recipient clicks the link, enters the password if required, and downloads the ZIP file directly. When the file is first downloaded, you receive a notification in Cybooks.
What's inside the ZIP file
The ZIP is organised by document type with a folder structure like this:
2026-01/ ├── invoices/ │ ├── a1b2c3d4_INV-001_generated.pdf │ ├── a1b2c3d4_INV-001.pdf (attached scan, if any) │ └── invoices.xlsx ├── credit_notes/ │ ├── e5f6g7h8_CN-001_generated.pdf │ └── credit_notes.xlsx ├── bills/ │ ├── i9j0k1l2_vendor-name_BILL-001_2026-01-15.pdf │ └── bills.xlsx ├── vendor_credits/ │ ├── m3n4o5p6_VC-001_generated.pdf │ └── vendor_credits.xlsx ├── expenses/ │ ├── q7r8s9t0_supplier_EXP-001_2026-01-20.pdf │ └── expenses.xlsx ├── ledger-export.xlsx └── trial-balance.xlsx
_generated.pdffiles are system-generated PDFs (invoices, credit notes, vendor credits)Other PDF files are scanned documents you uploaded (bills, expenses)
Each document type includes an Excel summary with all records for the period
Downloaded exports
All generated exports are also saved to your Download Center (accessible from the main navigation), so you can re-download them at any time without needing the email link.