> ## Documentation Index
> Fetch the complete documentation index at: https://docs.storehouses.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Export & Reporting

> Complete guide to exporting portfolio data, generating reports, and creating documentation for insurance and tax purposes

## 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.

## Export Formats

<CardGroup cols={2}>
  <Card title="PDF Reports" icon="file-pdf">
    Professional formatted reports with photos and detailed information
  </Card>

  <Card title="CSV Spreadsheets" icon="table">
    Tabular data for Excel, accounting software, or databases
  </Card>

  <Card title="Print View" icon="print">
    Optimized layout for physical printing
  </Card>

  <Card title="Share Links" icon="link">
    Secure online access without file downloads
  </Card>
</CardGroup>

## How to Export Your Portfolio

<Steps>
  <Step title="Navigate to Export Page">
    Go to [storehouses.app/export](https://storehouses.app/export) or click **Export** from your dashboard
  </Step>

  <Step title="Choose What to Export">
    Select full portfolio, specific collections, locations, or categories
  </Step>

  <Step title="Select Format">
    Choose PDF report or CSV spreadsheet
  </Step>

  <Step title="Configure Options">
    Customize what information to include
  </Step>

  <Step title="Generate Export">
    Click **Generate Export** and download the file
  </Step>
</Steps>

<Tip>
  Export large portfolios may take a few minutes to generate. You'll receive a notification when your export is ready.
</Tip>

## PDF Reports

### 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

### PDF Report Options

<ParamField path="include_photos" type="boolean" default={true}>
  Include item photos in the report

  **Note**: Photos increase file size significantly
</ParamField>

<ParamField path="include_purchase_info" type="boolean" default={true}>
  Show purchase prices, dates, and sellers

  **Privacy**: Disable when sharing with untrusted parties
</ParamField>

<ParamField path="include_descriptions" type="boolean" default={true}>
  Include full item descriptions and notes

  **Use**: Provides complete context for each item
</ParamField>

<ParamField path="show_locations" type="boolean" default={true}>
  Display storage locations for each item

  **Security**: Disable for reports leaving your control
</ParamField>

<ParamField path="group_by" type="select">
  Organize report by category, collection, or location

  **Options**: Category, Collection, Location, None (alphabetical)
</ParamField>

### PDF Use Cases

<AccordionGroup>
  <Accordion title="Insurance Documentation">
    Generate annual PDF reports for your insurance company:

    * Include all photos
    * Show insurance values
    * Add purchase receipts if available
    * Update after appraisals
  </Accordion>

  <Accordion title="Estate Planning">
    Create reports for heirs or executors:

    * Include full descriptions
    * Show both market and insurance values
    * Add provenance information
    * Omit extremely private notes if desired
  </Accordion>

  <Accordion title="Financial Advisor Sharing">
    Provide portfolio overview to advisors:

    * Include purchase prices for cost basis
    * Show current values
    * Omit storage locations for security
    * Focus on investment-grade items
  </Accordion>

  <Accordion title="Personal Archive">
    Maintain offline backup records:

    * Full export with all information
    * Store in secure location
    * Update quarterly or annually
    * Keep previous versions for history
  </Accordion>
</AccordionGroup>

## CSV Exports

### 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

### CSV Export Options

<ParamField path="include_all_fields" type="boolean" default={true}>
  Export every field for each item

  **Alternative**: Select specific fields only
</ParamField>

<ParamField path="flatten_collections" type="boolean" default={true}>
  List collections as comma-separated text

  **Alternative**: One row per collection assignment
</ParamField>

<ParamField path="include_metadata" type="boolean" default={true}>
  Add created date, updated date, item ID

  **Use**: Helpful for syncing and tracking changes
</ParamField>

<ParamField path="currency_format" type="select">
  Format currency values

  **Options**: Numbers only, formatted with \$, formatted with commas
</ParamField>

### 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

<Warning>
  CSV exports don't include photos. Use PDF exports if you need images.
</Warning>

## Filtered Exports

### Export Specific Collections

Generate reports for individual collections:

<Steps>
  <Step title="Navigate to Collections">
    Go to the Collections page
  </Step>

  <Step title="Select Collection">
    Click on the collection you want to export
  </Step>

  <Step title="Click Export">
    Click the **Export Collection** button
  </Step>

  <Step title="Choose Format">
    Select PDF or CSV format
  </Step>
</Steps>

**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](/features/collections).

### Export by Location

Generate inventory reports for specific storage locations:

<Steps>
  <Step title="Navigate to Locations">
    Go to the Locations page
  </Step>

  <Step title="Select Location">
    Click on the location to export
  </Step>

  <Step title="Click Export">
    Click the **Export Location Inventory** button
  </Step>

  <Step title="Choose Format">
    Select PDF or CSV format
  </Step>
</Steps>

**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](/features/locations).

### 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

### 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

### 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

## Insurance Documentation

### Annual Insurance Reports

Best practices for insurance documentation:

<Steps>
  <Step title="Update All Values">
    Ensure market and insurance values are current before exporting
  </Step>

  <Step title="Get Recent Photos">
    Update photos for any items with condition changes
  </Step>

  <Step title="Generate Full PDF">
    Export complete portfolio with all photos and values
  </Step>

  <Step title="Include Appraisals">
    Attach any professional appraisal certificates
  </Step>

  <Step title="Submit to Insurer">
    Provide to insurance company for policy review
  </Step>

  <Step title="Keep Copy">
    Store a copy securely for your records
  </Step>
</Steps>

### 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)

### 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

## Tax Reporting

### 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

### 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

<Card title="Tax Professional Tip" icon="calculator">
  Export full portfolio at year-end and provide to your tax preparer. They can calculate gains/losses and collectibles tax implications.
</Card>

<Warning>
  Storehouses provides data export tools, not tax advice. Consult a qualified tax professional for guidance on reporting collectibles sales and capital gains.
</Warning>

## Estate Planning Exports

### 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)

### 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

<Tip>
  Update estate planning exports annually and provide to your executor. Store copies with estate documents.
</Tip>

Learn more in the [Heir Access guide](/features/heir-access).

## Print Options

### Print Preview

Before printing:

1. Go to Export page
2. Select **Print View**
3. Configure print settings
4. Preview before printing

### Print Settings

<ParamField path="page_size" type="select" default="Letter">
  Paper size for printing

  **Options**: Letter, Legal, A4
</ParamField>

<ParamField path="orientation" type="select" default="Portrait">
  Page orientation

  **Options**: Portrait, Landscape
</ParamField>

<ParamField path="color" type="select" default="Color">
  Color or black and white

  **Options**: Color, Grayscale, Black & White
</ParamField>

<ParamField path="photos_per_page" type="number" default={1}>
  How many item photos per page

  **Options**: 1, 2, 4, 6
</ParamField>

### Print Best Practices

* **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

## Backup & Archival

### 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

### 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

<Warning>
  Store backup exports securely. They contain sensitive financial and location information about valuable assets.
</Warning>

## Export Limits & Performance

### File Size Limits

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

### 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

<Tip>
  For large exports, you'll receive an email notification when your export is ready to download.
</Tip>

## Share Links (Alternative to Exports)

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](/features/sharing).

## Common Export Scenarios

<AccordionGroup>
  <Accordion title="Switching to Different Software">
    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
  </Accordion>

  <Accordion title="Preparing for Sale">
    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
  </Accordion>

  <Accordion title="Sharing with Appraiser">
    For professional appraisals:

    1. Export items to be appraised
    2. Include all photos
    3. Show previous valuations
    4. Add any certificates or documentation
  </Accordion>

  <Accordion title="Quarterly Portfolio Review">
    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
  </Accordion>
</AccordionGroup>

## 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

<Card title="Mobile Tip" icon="mobile">
  Mobile exports are saved to your Downloads folder by default. Use the Share button to send directly to cloud storage or email.
</Card>

## Best Practices

<AccordionGroup>
  <Accordion title="Export Before Major Changes">
    Before reorganizing collections or deleting items, export a backup of the current state.
  </Accordion>

  <Accordion title="Use Consistent Naming">
    Name export files consistently with dates and descriptions (e.g., "Portfolio\_Annual\_2024-12-31.pdf").
  </Accordion>

  <Accordion title="Test Imports">
    If exporting for import elsewhere, test with a small sample first to verify formatting.
  </Accordion>

  <Accordion title="Secure Storage">
    Store exports in encrypted locations. They contain valuable information about your assets.
  </Accordion>

  <Accordion title="Multiple Formats">
    Keep both PDF (readable) and CSV (data) versions for maximum flexibility.
  </Accordion>

  <Accordion title="Regular Schedule">
    Set calendar reminders to generate exports on a regular schedule for backups and documentation.
  </Accordion>
</AccordionGroup>

## Related Resources

<CardGroup cols={2}>
  <Card title="Viewing Items" icon="eye" href="/portfolio/viewing-items">
    Learn about viewing your portfolio items
  </Card>

  <Card title="Valuation & Pricing" icon="dollar-sign" href="/portfolio/valuation-pricing">
    Understand portfolio valuations
  </Card>

  <Card title="Sharing" icon="share" href="/features/sharing">
    Share portfolio access with others
  </Card>

  <Card title="Collections" icon="folder" href="/features/collections">
    Organize items for easier exporting
  </Card>
</CardGroup>