How to Export Invoices for Your Accountant

Download all paid invoices as a ZIP file with individual PDFs and a summary listing.

Last updated: April 2026

TailoredQuote lets you mark quotes as paid and then export every paid invoice in a date range as a single ZIP file — individual branded PDFs plus a plain-text summary listing. This guide covers the full workflow from marking invoices as paid to handing the ZIP to your accountant.

Before You Start

You need at least one quote marked as Paid for the export to have anything to include
This feature works on both Essentials and Pro plans

Part 1: Marking Quotes as Paid

1 Go to Saved Quotes

Click Saved Quotes in the navigation bar. Your quote list loads with all your saved quotes.

2 Open the kebab menu

Find the quote you’ve been paid for. Click the … (three dots) button on the right side of the row.

3 Click “Mark paid”

A prompt appears asking for the payment date. It defaults to today, but you can change it to the actual date payment was received — accountants often need the real date, not today’s date.

4 Confirm

A green Paid DD/MM/YYYY badge appears next to the quote reference. The quote is now tracked as a paid invoice.

Tip: Made a mistake? Open the kebab menu again and click Unmark as paid. The badge is removed and the invoice is excluded from future exports.

Part 2: Exporting for Your Accountant

5 Go to Account

Click Account in the navigation bar. Scroll down to the Export Invoices to Accountant card (above “Download Your Data”).

6 Choose a date range

Select one of the presets or choose Custom range and pick your own dates:

Current UK tax year — 6 April this year to 5 April next year (default)
Previous UK tax year
This calendar year
All time
Custom range — two date pickers

7 Click Export

TailoredQuote builds a branded PDF for every paid invoice in the range, creates a summary text file, and bundles everything into a ZIP. A progress bar shows how many invoices have been processed.

8 Send the ZIP to your accountant

The ZIP downloads automatically. Email it to your accountant or upload it to their portal. They get individual PDFs they can file and a summary listing they can reconcile against.

What’s Inside the ZIP

One PDF per paid invoice — branded with your letterhead, identical to what you download from Saved Quotes
invoices.txt — a plain-text summary table with columns: Invoice Reference, Date Generated, Date Paid, Customer Name, Total
A header with your business name, export date, date range, and total invoice count
A grand total row at the bottom

Tip: The UK tax year runs from 6 April to 5 April. If you’re exporting for Self Assessment, the “Current UK tax year” preset handles the boundary dates correctly — even in early April when the crossover can be confusing.

Things to Know

The export only includes quotes that are marked as Paid and fall within your chosen date range
If a quote has no payment date, it’s excluded from the export regardless of the range
Each PDF is generated fresh at export time using your current letterhead
If one PDF fails to generate (rare), the export skips it and continues with the rest — it never stops entirely
The entire export runs in your browser — no data is sent to a third-party service

Invoice Payment Tracking & Accountant Export — feature overview
How to Create and Send Invoices
Plans and Pricing

Tax return sorted in two clicks.

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