Download your payments, invoices, bookings and other Archive tables as XLS, CSV or TXT files for your bookkeeping or accounting software. Only administrators can open the Archive: the Instructor and Restricted instructor roles can't.
Which Archive table to use
Each Archive tab with a Download button gives you one file. Its period counts one kind of date:
You need | Archive tab | Period filters on |
Every payment made through Hopoti, line by line (the main file for bookkeeping) | Payments | Payment date |
Sales per VAT rate | VAT | Payment date |
Invoices and their status | Invoices | Due date, date added or payment date (you choose) |
Bookings, cancellations and waitlisted riders | Reservations | Booking date |
Stablecards your riders got | Cards | Purchase date |
Every event in the period | Events | Event date |
Each horse's activity | Horses | Event date |
PDF summaries and receipts have their own articles: Download PDF reports and Download receipts for your payments. Payouts and refunds are on the Stripe tab (see When your money arrives: payouts and Stripe).
Download an Archive table
Go to Archive and select the tab you need, for example Payments. Point at an icon in the tab bar to see its name.
Select Download.
On the Invoices tab only, choose under Filter by date what the period counts: Due date, Added or Payment date.
Under Period, check the dates or select Today, Yesterday, This month, Last month or Custom.
Under Status (Reservations and Invoices), untick any status you want to leave out.
Under Times in, if shown, keep UTC (default) or choose Local time at the stable. Local time uses your stable's time zone for the time columns and for whole days in the period, and adds _stable-time to the file name.
Under Choose file type, select XLS, CSV or TXT, then select Download.
The file downloads to your computer. If you change nothing, you get every row for the dates shown on the Archive page, with times in UTC.
What's in the Payments and Invoices files
The Payments file has one row per payment made through Hopoti: order ID, reference, date, amount including VAT, Hopoti's fee (Processing fee), VAT, payment type, client, event, lessons, and the event start and end times.
A payment with several VAT rates lists each rate in the VAT column, separated by a slash.
For a season, the event end time is the end of the last lesson. Payments without an event, such as cards, leave both times empty.
One payment can pay several invoices: match payments to the Invoices file by order ID.
The Invoices file ends with Payment date, Event start date and Event end date (the first and last lesson on the invoice).
Cash-based bookkeeping, CSV files and waiting lists
Open the part that fits your situation:
If you do cash-based bookkeeping
If you do cash-based bookkeeping
Download Archive > Payments for the month or quarter (its period counts payment dates) and Archive > VAT for your sales per VAT rate. For invoices you marked as paid yourself, for example after a cash payment, download Archive > Invoices with Filter by date set to Payment date.
If letters such as ä or é look wrong in a CSV file
If letters such as ä or é look wrong in a CSV file
Excel can misread CSV files. Import the file into Excel as UTF-8, or download XLS instead. Most accounting software imports CSV files directly.
If you need waitlisted riders
If you need waitlisted riders
In Archive > Reservations, riders waiting for a place on a full lesson have the status Waitlisted. Select Download and untick every status except Waitlisted. The file includes each rider's email address and phone number. See Waiting lists and open-place alerts.
If rows are missing or the file looks wrong
The period: check the dates under Period and the date they count, such as the payment date for Payments.
Status: make sure every status you need is ticked.
Times in: in UTC, a payment close to midnight can land on another day.
Payments made outside Hopoti: they're not in the Payments file. Invoices you marked as paid are in the Invoices file as Marked as paid.
Still not right? Message our team in the chat with the tab, the period, the file type and what's missing.