Export financial data from Cloudbeds PMS to an external accounting system

Gabriela Garcia

Updated August 10, 2026 17:28

Purpose	Use this guide to choose the correct way to export financial data from Cloudbeds PMS for accounting review, manual upload, QuickBooks import, or custom API use.
Best for	Property owners, managers, accounting teams, financial teams, and technical users supporting accounting integrations.
Use this when	You need to export payment, transaction, ledger, report, or financial data from Cloudbeds PMS for an external accounting system.
Requirements	Reporting access in Cloudbeds PMS. For QuickBooks workflows, access to QuickBooks. For API workflows, API access and the required API credentials.
Expected result	You can identify the correct export path and open the source article with the detailed workflow.
Limitations	Cloudbeds PMS does not provide one combined export workflow for every external accounting system. Use the report, QuickBooks workflow, or API option that matches how your accounting system needs to receive the data.

Introduction

Exporting financial data to an external accounting system can mean different workflows in Cloudbeds PMS. You may need to download a premade financial report, export a custom report, prepare Payment Ledger data for QuickBooks, review files from a QuickBooks sync, or use the Cloudbeds API for a custom integration.

Use this article to choose the correct export option. Then, open the related article for the detailed steps.

Cloudbeds PMS does not export directly into every external accounting system from one universal button. Export the report or file that matches your accounting need, then follow your external accounting system’s import requirements.

Before you start

To export financial reports, your user role needs access to the applicable reporting dataset, such as Financial Viewer or other related report permissions. Learn more in Role privileges.
To create, edit, or save custom reports, your user role may need Author permissions and access to report-building features.
To import data into QuickBooks manually, you need access to your QuickBooks account and must prepare the exported file in the format required by QuickBooks.
To use the Cloudbeds API, you need API access and the required API credentials.

Choose the correct export option

If you need to	Use this option	Open this article
Export a premade financial report from Cloudbeds PMS	Cloudbeds Reports	Export Reports
Export a custom financial dataset with selected columns, filters, or layout	Custom reports	Create, Edit, and Organize Custom Reports
Export payment and transaction details from the Payment Ledger	Payment Ledger Report	Payment Ledger Report
Prepare Payment Ledger transactions for a manual QuickBooks import	Payment Ledger export and QuickBooks CSV import workflow	Importing Cloudbeds PMS transactions into your Quickbooks account
Review files from a QuickBooks sync	QuickBooks Sync History exports	How to connect Quickbooks to Cloudbeds PMS
Build a custom API-based export	Cloudbeds API	Cloudbeds Developers

Export options

Export a premade financial report

Use Cloudbeds Reports when you need to download a premade Cloudbeds report without building a custom layout.

Open the Main Menu
Select Reporting
Go to Cloudbeds Reports.
Search for the report you need.
Open the report.
Click Export.
Select the export view and file format.
Download the file.

Available file formats vary by export view and may include XLSX, PDF, CSV, or JSON.

Learn more: Export Reports.

Export a custom report

Use custom reports when you need specific columns, filters, groupings, or a saved reporting layout for your accounting workflow.

Open the Main Menu
Select Reporting
Go to Reports.
Open the custom report.
Click Run, if the report needs to refresh.
Click the three-dots icon.
Select Export.
Select the export view and file format.
Download the file.

Use Details Only when you need raw report rows for spreadsheet review, calculations, sorting, or upload into a third-party accounting system.

Learn more: Create, Edit, and Organize Custom Reports.

Export Payment Ledger transactions

Use the Payment Ledger Report when you need payment and related transaction details for a specific day, month, date range, payment type, user, or reservation status.

Open the Main Menu
Select Reporting
In the Search Reports bar, enter Payment Ledger.
Open Payment Ledger Report.
Select the payment type, payment date, associated transactions, posted or pending transaction filter, and reservation status.
Click Apply.
Click Export To.
Select PDF or Excel.

Learn more: Payment Ledger Report.

Prepare Payment Ledger data for QuickBooks manual import

Use this option when you need to export Payment Ledger transactions and manually upload them into QuickBooks.

Open the Payment Ledger Report from the Reporting module.
Apply the payment type, date, associated transaction, and status filters you need.
Export the report to Excel.
Open the file in Excel.
Remove the Grand Total row.
Separate the Date/Time field into separate Date and Time columns.
Confirm the file does not include merged cells.
Save the file as CSV comma delimited.
Import the CSV file into QuickBooks.

Learn more: Importing Cloudbeds PMS transactions into your Quickbooks account.

Export QuickBooks sync history files

Use QuickBooks Sync History when your Cloudbeds PMS account is connected to QuickBooks and you need to review files from a sync.

Open the Main Menu
Go to Accounting.
Open the Sync History tab.
Find the sync record.
Export the summary file or detailed file.

Learn more: How to connect Quickbooks to Cloudbeds PMS.

Use the Cloudbeds API for a custom export

Use the Cloudbeds API when you need a custom integration to retrieve data from Cloudbeds PMS and send it to another system.

API-based workflows require API access, API credentials, and the correct permission scopes for the integration. This is not the same as exporting a report from the Cloudbeds PMS interface.

Start with the Cloudbeds Developers site and the Quickstart Guide - API Authentication for self-service API users.

If you have questions about API access or whether the API supports your accounting workflow, contact Cloudbeds Support.

Available file formats

Export view	Best for	Available formats
Formatted Report	Sharing a formatted report with headers, groupings, and filter details.	XLSX, PDF
Table	Exporting structured report data in a table format.	CSV, JSON
Details Only	Exporting raw rows for spreadsheets, calculations, sorting, or third-party uploads.	XLSX, CSV, JSON, PDF

File formats can vary by report and export view. If a specific format is not available, choose another export view or use a different report that matches your accounting need.

Large exports

Some financial reports may have export limits when the report contains a large number of transactions. If your export does not include all expected rows, run the report for a smaller date range, such as monthly or quarterly, and combine the files in a spreadsheet program.

For large accounting exports, you can also review available Cloudbeds Insights reports or contact Cloudbeds Support for help choosing an alternative reporting option.