Your data belongs to you, and you can get to it at any time — while the business is running just as much as after a cancellation.
Settings → Company → Data export.
Who may start the export
Only the Office – Admin. The other office roles see the tab and a note, but no button.
The reason: a full export is every invoice, every customer and every time record of your business in one file. Whoever downloads it has everything.
What is in it
As tables (CSV): documents · document items · payments · reminders · customers · suppliers · projects · times · employees · absences · assignments · account corrections · services · materials · business details.
As original files: every document PDF · every e-invoice as XML · every incoming invoice in the original · all attachments on documents · all project files · all attachments from the project chat · all photos on reports and site diaries · in the 08-versandfassungen folder, the sent version of every document, identified by the filename suffix _versand, _versand-unklar or _nicht-versendet, depending on what became of the sending attempt.
An INHALT.csv comes with every part, so that you can count against it. A file that could not be retrieved is listed there with the note “Datei nicht abrufbar” (file not retrievable) — it does not go missing quietly.
How long it takes
The first step runs straight away when you click, and takes at most eight seconds. After that it depends on what you do:
- Leave the page open and visible — then the page drives the export on by itself until it is finished. That is the fastest way.
- Close the page — then a background run carries on once a day. With a lot of data that can take several days.
You can cancel at any time. Whatever is finished by then stays available. You cannot run two jobs at once; a second click shows you the one that is running.
Downloading
The result is several ZIP parts. Download all of them and unpack them into the same folder — then the files sit together again the way they belong together.
Two deadlines you have to know about.
The download links are valid for four hours. They only come into being when you look at the page, and they are not stored anywhere. If a link has expired, simply open the page again.
The files themselves stay available for thirty days. After that they are deleted, and the export has to run again.
After the contract ends
After your contract ends, your data stays readable in read-only mode for thirty days. During that time you can export, print and record incoming payments — creating, issuing and sending no longer.
A running export holds up the deletion. The window is extended until all parts have been collected, at the longest seven days after completion.
The retention obligation is yours, not Zirko's. You have to keep invoices and accounting documents yourself — depending on the country five to ten years. After the contract ends Zirko may not go on storing them for you.