Export a list to Excel
Download the rows a list or report is showing — with your filters, search and date range applied — as an
.xlsxfile you can open in Excel or any spreadsheet program.
Before you start#
- Who can do it. Anyone who can open the list. The file holds only the records the list shows you. The vehicle performance report also needs its own export permission.
- Which pages. Most lists and most report pages offer Export to Excel; the full list is on Export to Excel on list pages. Balance & Runway and Credit Exposure have no export.
- Size. One export holds at most 5,000 rows.
Steps#
- Open the list or report, for example Refuel Orders.
- Narrow it to the rows you need with the search box, the filters and, on a report, the date range; see Search, filter and sort a list. The export uses exactly these.
- Choose Export to Excel. On a list it is in the page header; on a report it is at the bottom of the page, after the table.
- Save the file. Its name is a fixed name for that list followed by the date and time of the download to the minute, so downloads made at different times never overwrite each other.
What happens next#
- The file has one header row and one row per record, with all matching records — not just the page of results you were looking at — up to 5,000.
- Exporting only reads data; nothing in the platform changes.
Rules and limits#
- When more than 5,000 rows match, the note "Export capped at 5000 rows — narrow filters to export the rest." appears before you export: under the button on a list, above it on a report. The file then holds the first 5,000 rows plus one extra last row with the same message. At exactly 5,000 rows nothing is cut and no note appears.
- In free-text and name columns, a value that starts like a formula (
=,+,-,@, or a tab or line break) is written with a leading apostrophe, so the spreadsheet shows it as text and never runs it.
If something goes wrong#
| What you see | Cause | Fix |
|---|---|---|
| "Export capped at 5000 rows — narrow filters to export the rest." | More than 5,000 rows match | Filter to a smaller set, for example a shorter date range, and export each part |
| No Export to Excel button | The page has no export; on the vehicle performance report you lack the export permission; on the Wallet Statement no wallet is shown yet | Use another list that holds the data, choose a wallet, or ask your administrator |
| The file has fewer rows than expected | Filters, search or the report's date range were applied — the vehicle performance report defaults to the current month — or the 5,000-row cap applied | Clear the filters, widen the date range, or export in parts |
Related#
- Export to Excel on list pages
- Search, filter and sort a list
- Run and export an operational report