If you need to retain client data before deleting a client from your account, follow the steps below to export their information.
This process ensures you have a copy of the client’s tasks, users associated, and interactions before the client is permanently deleted.
⚠️ Important: Final Deletion is Permanent
Once a client is deleted, all associated data is permanently removed.
If you need this data for future use, you must export it now before confirming deletion.
Steps on how to export:
⚠️ Do not export the report to PDF. This will only save the report as an image and the data might be incomplete.
There are three ways to export your client's data.
Go to Client Reports
Find the report named "Client Work Data Export"
Click on Open Report
In each tab, click on the three dots in the top right corner
Select Export data
Make sure you go to each tab and export each page.
OR
Go to Client Settings
Click on the three buttons under Links
Select Data Export
This will open the Client Work Data Export report. In each tab, click on the three dots in the top right corner
Select Export data
Make sure you go to each tab and export each page.
OR
You also have an option to export the data before you delete a client.
Click the Data Export button in the top right corner.
In each tab, click on the three dots in the top right corner
Select Export data
Make sure you go to each tab and export each page.
If you'd like to proceed with the deletion of the client, you can follow the steps in this article.
What’s Included in the Report
The Client Work Data Export report has 4 tabs. Each page contains the following:
Work Items
All work items such as tasks and XBerts
Subtasks, as well as instructions applied to subtasks
Dates (e.g. Transaction date or Created time)
Note link tag and note link ID (present in subtasks where there's a note tagged/linked)
Xero contact and their ABN/VAT/GST number
How contact was matched (e.g. by ABN)
Actual Time
Time entries recorded against work items, including:
Duration (time logged)
Associated comments on time entries
Last modified user
XPM job ID (where applicable)
Comments
All comments made on tasks and XBerts.
Client Notes
The export does not include the actual application of these notes to individual tasks or subtasks.
The body of the note
Attachments are not included in this version of the export. All uploaded attachments are stored in the ledger and remain accessible there at any time.
Why this matters
We encourage you to review and retain the export report to maintain a complete record of your client’s history. This ensures you have access to important work details even after the client has been removed from XBert.
You’ll be prompted to view and export this data during the client deletion process, helping you confidently finalise offboarding while preserving key records for compliance or future reference.