Export, import and recover your data

Data Management lets an organization administrator export business records and files or replace them from an AccountFUN export archive. Organization data export is available on every plan. Checking and replacing data from a full organization archive requires Standard or Plus. Routine document imports remain available on Free.

Use an export when you need a copy outside AccountFUN or want to move data. For a recent mistake in the same organization, use Roll back your books on Standard or Plus. Standard includes daily saved points and Plus includes finer-grained completed saved versions. A downloaded archive and a saved rollback version are different recovery tools.

Export your organization

1. Check the active organization, then open Admin → Data.
2. Under Export Data, click Export Full Organization Data.
3. Follow the progress. When the export is ready, download the ZIP from the page or use the download link sent by email. The export download is available for seven days; keep your own copy if you need it longer.
4. Extract the ZIP before opening its workbook so the attachment links work.

Archive contents	Purpose
Organization data workbook (.xlsx)	Readable business records, balances, transactions and an attachment list.
Attachments/<year>/	Exported files with descriptive names.
manifest.json	The complete record data used when importing the archive.
README.txt	Instructions for using the archive.

Keep the complete ZIP for importing. A workbook by itself is not an organization backup. Store archives somewhere only authorized people can access, because they contain your business records and files.

Check an archive before importing

1. Open Admin → Data in the organization you intend to replace.
2. Under Import Data, click Select Archive File, select the AccountFUN export ZIP, and let the upload and validation finish.
3. Review the counts, warnings and any named records or files requiring attention.
4. AccountFUN rehearses the replacement and checks the resulting books before offering confirmation. Validation and rehearsal leave your current books intact.
5. Only confirm after checking the organization, the archive and the recovery information shown on the page.

Archive problem	What happens
A file is present but is not listed in the manifest, including a renamed file	Validation refuses the archive. Use the complete original export.
A listed file is missing	That attachment is skipped and named in a warning.
A listed file was edited	The current file contents are imported, with a warning.
A date or other record value is invalid, or the books fail the rehearsal checks	Correct the named problem and validate again.

Do not edit dates to match your personal screen format: backup business dates use YYYY-MM-DD. A ZIP containing one enclosing folder is accepted. Imported files must meet AccountFUN’s attachment checks and size limits.

Import replaces the organization’s business data

Ask your team to finish their work and export a current copy before confirming. The import replaces the destination’s business records; it is not a way to merge two organizations or add a few missing invoices. Current team access, billing, security settings and payment destinations remain current.

A saved point is required before replacement

Before the import replaces data, AccountFUN must save a Before data import recovery point. Full Xero migration saves Before Xero migration. If a point cannot be saved, replacement does not begin. A failed import keeps the point for review and recovery.

Imports preserve existing team roles and security settings, current bank and payment connections, and issued-number counters. Missing portable roles can be added; current role definitions stay in place. Imported number counters only advance, so earlier issued numbers are not made available again.

An archive cannot change the current accounting lock or overwrite existing payment destinations. Reopen locked accounting periods deliberately before a replacing import. If the archive or Xero chart conflicts with accounts used by current connections or payment destinations, review the named problem before trying again; a conflicting replacement is refused before business data is cleared.

Recover after a replacing import

1. Open Admin → Data → View recovery points.
2. Under Import Recovery Points, find Before data import or Before Xero migration and check its saved time.
3. Click Preview, review the changes and file warnings, then complete the confirmation and identity check in Roll back your books.
4. Compare your recovered books with your bank and payment services, then explicitly restart scheduled work when ready.

This workflow requires Standard or Plus. Standard also offers daily saved points and Plus offers finer-grained completed versions. Read Roll back your books for the permanent rollback rules and the warning shown for an Earlier import snapshot.

Import recovery is permanent

Recovering a point discards later business changes and later saved versions. It cannot recall an email, reverse a real payment or remove an exported copy from another person’s device. Current access, security settings, accounting locks and connection settings remain current.

Wait for other data operations

Imports and exports cannot run together for the same organization. A running import also prevents rollback and the publication of partially imported saved versions. Exports remain available while scheduled work is paused after a rollback. If an operation stopped unexpectedly and the page still reports work in progress, contact support before starting another replacement.

Rolling 24-hour service limits are 10 replacing imports, 10 rollbacks and 50 previews per organization. These limits do not reset after rollback.

Full Xero migration

Migrate from Xero requires Standard or Plus, for both full and Lite migration. Import Documents remains available on every plan.

Settings → Import → Migrate from Xero replaces the organization’s business data through a guided organization and chart-of-accounts review, with progress and a final report. It is different from importing an AccountFUN export ZIP. See Import settings for the full, Lite and document import choices. Review the migration report even when processing completes.

Worked example: keep a readable copy before a migration

Before migrating, export the destination organization and save its ZIP. Extract a second copy to inspect the workbook and attachment links, while keeping the original ZIP intact. After migration, compare the final report with your source books. If recovery is needed, check the available saved point and review its warnings before replacing the organization’s records again.