Export

You can export data and reports from Hostfolio for backup, tax prep, or sharing with your accountant. Exports are generated from your categorized transactions and property data and are saved as files on your Mac.

What you can export

• Clean export (tax/accountant) — From the Clean export section in the sidebar:
  • Summary — One row per property per year: total income, total expenses, net result, rental income, maintenance, insurance, taxes, other expenses.
  • Detailed transactions — One row per transaction: property, year, date, description, category, income amount, expense amount.
• Format — CSV or Excel (XLSX). Same data in both; Excel is convenient for filtering and pivoting in a spreadsheet.
• Scope — Choose which properties to include and which year (one year or “all years”). Only transactions in the selected year(s) are included.

Hostfolio maps your categories to simple tax-friendly labels (e.g. “Rental Income”, “Maintenance”, “Bank & Mortgage”, “Other Expenses”, “Excluded”) in the export so your accountant or tax software can use the file as-is.

How to export (Clean export)

1. Open Clean export (or Export) in the sidebar.
2. Select properties — Check the properties you want in the export. Use “Select all” / “Deselect all” if needed.
3. Select year — Pick one year (e.g. 2024) or All years. The list of years is built from the transaction dates in your linked CSVs.
4. Choose format — CSV or Excel.
5. Click Export (or “Download”). The file is saved to your Mac (usually Downloads). The filename includes the year (or “all_years”) and the date of export.

The file contains:

• A summary section (totals per property per year).
• A detailed transactions section (every transaction with category and income/expense columns).

Best practices

• Back up regularly — Export key years (e.g. once after year-end) so you have a copy outside the app.
• Use filters — Export only the properties and year(s) you need to avoid huge files.
• Keep originals — Keep your original bank CSVs somewhere safe; Hostfolio’s export is a processed view (categorized, possibly merged with custom entries).
• Tax declaration — Use “Rental Income”, “Maintenance”, etc. from the export to fill your tax forms or send to your accountant. The Excluded category is exported but marked so you can ignore those lines for tax if needed.

Data location and privacy

• Hostfolio stores its database locally on your Mac. Exports are copies of that data in standard formats (CSV, Excel).
• No data is sent to a server for export; the file is generated on your machine and saved where you choose (or in Downloads by default).
• You can open exports in Excel, Numbers, Google Sheets, or any accounting software that accepts CSV/Excel.

Pre-purchase or other reports

• Pre-purchase scenarios are not exported as a separate “report” by default; you can copy the numbers manually or take a screenshot. The main export feature is the Clean export for transactions and summaries.
• If you need a PDF or custom report, use the exported CSV/Excel and build the report in a spreadsheet or document.

For getting data into Hostfolio, see How to map your CSV. For categorization that affects export totals, see Categorization.