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Overview

Export your portfolio data in multiple formats for insurance documentation, tax reporting, estate planning, and backup purposes. Storehouses provides flexible export options for your entire portfolio or specific subsets.

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Export Formats

PDF Reports

Professional formatted reports with photos and detailed information

CSV Spreadsheets

Tabular data for Excel, accounting software, or databases

Print View

Optimized layout for physical printing

Share Links

Secure online access without file downloads

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How to Export Your Portfolio

1

Navigate to Export Page

Go to storehouses.app/export or click Export from your dashboard
2

Choose What to Export

Select full portfolio, specific collections, locations, or categories
3

Select Format

Choose PDF report or CSV spreadsheet
4

Configure Options

Customize what information to include
5

Generate Export

Click Generate Export and download the file
Export large portfolios may take a few minutes to generate. You’ll receive a notification when your export is ready.

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PDF Reports

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Full Portfolio PDF

Generate a comprehensive PDF report of your entire portfolio: Includes:
  • Cover page with portfolio summary
  • Table of contents
  • Individual item detail pages
  • Photos for each item
  • Valuation summary tables
  • Category breakdowns
  • Total portfolio value
Best for:
  • Insurance documentation
  • Estate planning
  • Sharing with financial advisors
  • Personal records

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PDF Report Options

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boolean
default:true
Include item photos in the reportNote: Photos increase file size significantly
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boolean
default:true
Show purchase prices, dates, and sellersPrivacy: Disable when sharing with untrusted parties
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boolean
default:true
Include full item descriptions and notesUse: Provides complete context for each item
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boolean
default:true
Display storage locations for each itemSecurity: Disable for reports leaving your control
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select
Organize report by category, collection, or locationOptions: Category, Collection, Location, None (alphabetical)

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PDF Use Cases

Generate annual PDF reports for your insurance company:
  • Include all photos
  • Show insurance values
  • Add purchase receipts if available
  • Update after appraisals
Create reports for heirs or executors:
  • Include full descriptions
  • Show both market and insurance values
  • Add provenance information
  • Omit extremely private notes if desired
Provide portfolio overview to advisors:
  • Include purchase prices for cost basis
  • Show current values
  • Omit storage locations for security
  • Focus on investment-grade items
Maintain offline backup records:
  • Full export with all information
  • Store in secure location
  • Update quarterly or annually
  • Keep previous versions for history

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CSV Exports

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Full Portfolio CSV

Export all portfolio data as a spreadsheet: Columns include:
  • Item ID
  • Title and description
  • Category
  • Purchase date, price, seller
  • Current market value
  • Insurance value
  • Location
  • Collections
  • Quantity
  • Category-specific fields
  • Last updated date
Best for:
  • Import to other software
  • Custom analysis in Excel
  • Tax preparation
  • Database integration

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CSV Export Options

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boolean
default:true
Export every field for each itemAlternative: Select specific fields only
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boolean
default:true
List collections as comma-separated textAlternative: One row per collection assignment
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boolean
default:true
Add created date, updated date, item IDUse: Helpful for syncing and tracking changes
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select
Format currency valuesOptions: Numbers only, formatted with $, formatted with commas

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Working with CSV Exports

Import to Excel:
  1. Open Excel
  2. File > Import > CSV
  3. Set proper encoding (UTF-8)
  4. Configure column types (dates, currency)
Import to Google Sheets:
  1. File > Import > Upload
  2. Select your CSV file
  3. Choose “Replace current sheet” or “Insert new sheet”
Import to Accounting Software:
  • QuickBooks: Import as inventory or assets
  • FreshBooks: Import as items
  • Wave: Import as fixed assets
CSV exports don’t include photos. Use PDF exports if you need images.

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Filtered Exports

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Export Specific Collections

Generate reports for individual collections:
1

Navigate to Collections

Go to the Collections page
2

Select Collection

Click on the collection you want to export
3

Click Export

Click the Export Collection button
4

Choose Format

Select PDF or CSV format
Use cases:
  • Insurance documentation for items in one location
  • Sharing specific collection with potential buyers
  • Tax records for sale of collection subset
Learn more in the Collections guide.

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Export by Location

Generate inventory reports for specific storage locations:
1

Navigate to Locations

Go to the Locations page
2

Select Location

Click on the location to export
3

Click Export

Click the Export Location Inventory button
4

Choose Format

Select PDF or CSV format
Use cases:
  • Bank vault inventory for safe deposit box audit
  • Home safe contents for insurance rider
  • Storage unit inventory for facility records
Learn more in the Locations guide.

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Export by Category

Filter exports to specific asset types:
  1. On export page, select Filter by Category
  2. Choose one or more categories
  3. Generate report with only those asset types
Use cases:
  • Precious metals-only export for tax reporting
  • Wine collection for cellar insurance
  • Watch collection for specialty insurer

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Export by Date Range

Filter exports by acquisition date:
  1. On export page, select Filter by Date
  2. Set start and end dates
  3. Export only items purchased in that period
Use cases:
  • Annual purchase summaries
  • Tax year reporting
  • Quarterly acquisition reports

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Custom Filters

Combine multiple filters for precise exports: Example 1: All gold items in bank vault
  • Category: Precious Metals (Gold)
  • Location: Bank Vault
Example 2: Watches purchased in 2024
  • Category: Luxury Watches
  • Date Range: Jan 1 - Dec 31, 2024
Example 3: High-value items for insurance
  • Value Range: $10,000+
  • Include: All categories

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Insurance Documentation

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Annual Insurance Reports

Best practices for insurance documentation:
1

Update All Values

Ensure market and insurance values are current before exporting
2

Get Recent Photos

Update photos for any items with condition changes
3

Generate Full PDF

Export complete portfolio with all photos and values
4

Include Appraisals

Attach any professional appraisal certificates
5

Submit to Insurer

Provide to insurance company for policy review
6

Keep Copy

Store a copy securely for your records

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Insurance Report Options

Recommended settings for insurance reports:
  • Format: PDF
  • Include Photos: Yes
  • Show Insurance Values: Yes
  • Show Locations: Yes (insurer needs this)
  • Group By: Category or Location
  • Include Purchase Info: Yes (for cost basis)

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Scheduled Items vs Blanket Coverage

Scheduled items (individually listed):
  • Generate individual item exports
  • Include detailed descriptions and photos
  • Show insurance values
  • Update annually or when values change
Blanket coverage (category totals):
  • Export category summaries
  • Show total values by type
  • Less detailed item information
  • Update when totals cross thresholds

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Tax Reporting

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Cost Basis Reports

When selling items, export cost basis information: Include:
  • Purchase price (cost basis)
  • Purchase date (for holding period)
  • Seller information
  • Any improvements or restoration costs
Format: CSV for easy import to tax software

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Sales Transaction Records

After selling items:
  1. Export item details before deleting
  2. Note sale date, price, and buyer
  3. Calculate gain/loss
  4. Keep export for tax records

Tax Professional Tip

Export full portfolio at year-end and provide to your tax preparer. They can calculate gains/losses and collectibles tax implications.
Storehouses provides data export tools, not tax advice. Consult a qualified tax professional for guidance on reporting collectibles sales and capital gains.

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Estate Planning Exports

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Heir Documentation

Create reports for designated heirs or executors: Recommended format: PDF with full details Include:
  • Complete item descriptions
  • Current market values
  • Purchase history
  • Photos
  • Provenance information
  • Storage locations
  • Special handling instructions
Exclude:
  • Extremely private notes if desired
  • Sensitive purchase prices (if preferred)

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Estate Inventory

For executors and estate planning attorneys: Format: Both PDF (readable) and CSV (data) Information needed:
  • Current market values
  • Purchase dates and prices
  • Insurance values
  • Appraisal information
  • Location details
Update estate planning exports annually and provide to your executor. Store copies with estate documents.
Learn more in the Heir Access guide. Before printing:
  1. Go to Export page
  2. Select Print View
  3. Configure print settings
  4. Preview before printing
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select
default:"Letter"
Paper size for printingOptions: Letter, Legal, A4
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select
default:"Portrait"
Page orientationOptions: Portrait, Landscape
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select
default:"Color"
Color or black and whiteOptions: Color, Grayscale, Black & White
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number
default:1
How many item photos per pageOptions: 1, 2, 4, 6
  • Use color for photos of jewelry, art, collectibles
  • Landscape for wide-format photos
  • Multiple photos per page to save paper
  • High quality settings for insurance documentation
  • Archive quality paper for long-term storage

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Backup & Archival

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Regular Backups

Schedule regular portfolio exports for data protection: Recommended frequency:
  • Monthly: Quick CSV exports
  • Quarterly: Full PDF reports
  • Annually: Comprehensive documentation with photos
Storage locations:
  • Local computer or NAS
  • Cloud storage (encrypted)
  • Physical copy in safe location
  • Copy with trusted advisor

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Version Control

Maintain export history:
  • Name files with dates (Portfolio_2024-01-15.pdf)
  • Keep previous versions for reference
  • Note major changes in file names
  • Store in organized folder structure
Store backup exports securely. They contain sensitive financial and location information about valuable assets.

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Export Limits & Performance

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File Size Limits

  • PDF Reports: No size limit (large portfolios may be 100+ MB)
  • CSV Exports: No size limit
  • Photos: Compressed automatically for PDFs

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Generation Time

Typical export generation times:
  • Small portfolio (< 50 items): 10-30 seconds
  • Medium portfolio (50-200 items): 30-90 seconds
  • Large portfolio (200-1000 items): 2-5 minutes
  • Very large (1000+ items): 5-15 minutes
For large exports, you’ll receive an email notification when your export is ready to download.
Instead of generating file exports, create secure share links: Advantages:
  • Always up-to-date (no regeneration needed)
  • No file management required
  • Granular permission control
  • Revocable access
Use cases:
  • Financial advisor access
  • Family member viewing
  • Temporary sharing with buyers
Learn more in the Sharing guide.

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Common Export Scenarios

Migrating to another platform:
  1. Export full portfolio as CSV
  2. Include all fields and metadata
  3. Download any photos separately
  4. Test import before deleting original data
Selling your collection:
  1. Export items for sale as PDF with photos
  2. Include detailed descriptions
  3. Show condition and provenance
  4. Omit purchase prices if preferred
For professional appraisals:
  1. Export items to be appraised
  2. Include all photos
  3. Show previous valuations
  4. Add any certificates or documentation
Regular portfolio analysis:
  1. Export full portfolio as CSV
  2. Open in Excel or Google Sheets
  3. Add formulas for performance analysis
  4. Create custom charts and reports

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Mobile Export

Export from mobile devices:
  • Full export functionality on mobile
  • PDF and CSV options available
  • Save to device or share directly
  • Email exports to yourself
  • Upload to cloud storage

Mobile Tip

Mobile exports are saved to your Downloads folder by default. Use the Share button to send directly to cloud storage or email.

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Best Practices

Before reorganizing collections or deleting items, export a backup of the current state.
Name export files consistently with dates and descriptions (e.g., “Portfolio_Annual_2024-12-31.pdf”).
If exporting for import elsewhere, test with a small sample first to verify formatting.
Store exports in encrypted locations. They contain valuable information about your assets.
Keep both PDF (readable) and CSV (data) versions for maximum flexibility.
Set calendar reminders to generate exports on a regular schedule for backups and documentation.

Viewing Items

Learn about viewing your portfolio items

Valuation & Pricing

Understand portfolio valuations

Sharing

Share portfolio access with others

Collections

Organize items for easier exporting