How to export your data from GorillaDesk (step by step)

GorillaDesk makes most of your data easy to get out. The customer list has its own export, and about 40 reports, from invoices to material usage, download to Excel or CSV from the upper right corner of the report.¹² What takes planning is the date ranges, the recurring billing, and the few things GorillaDesk doesn't document an export for, starting with your price list.

This guide is written by TradesWork. We don't have a GorillaDesk account, so we don't show GorillaDesk's own screens. Each animated diagram below redraws the click path from GorillaDesk's help center in plain boxes, with a link to the article it comes from. Checked October 15, 2026.

What you'll end up with

A customer file, a price list you build, and a stack of report exports. Here's how they land if your next system is TradesWork; most other systems treat them the same way.

Before you start: list what you need

For a route business, four groups cover almost everything:

1. What you'd import elsewhere: customers with service and billing addresses, and your price list.
2. What keeps cash coming in: open balances, recurring invoices and card subscriptions.
3. Your history: jobs, invoices, payments, estimates and documents.
4. Your compliance record: material usage and device tracking. For pest control this is the one you can least afford to lose.

Run these while your account is active and you have full admin access, well before you cancel or freeze.

1. Export the customer list

GorillaDesk's help center puts it in one line: Customers tab › Action button › Export.¹ It doesn't list the columns or the file format, so open the file before you rely on it.

Gotchas.

• Check the count against the customer count you expect, and spot-check accounts you know well, especially multi-unit properties.
• Two addresses. GorillaDesk keeps service and billing addresses, and its own import brings both.³ Know which column is which before you import anywhere.
• Re-run it at cutover. Customers added during your last weeks won't be in today's file.

2. Export invoices, payments and credits

These live under Reports. The All Invoices report filters by date range, invoice status, signature status, service and invoice tags, lets you show or hide columns, and offers export and print.⁴ The Payments report filters by column and payment method and exports to a CSV Excel worksheet.⁵ Run Credits too.

• Cover your full history. If you've used GorillaDesk for years, export one year at a time so each file stays manageable.
• Show every column before you export. A hidden column is easy to miss until you need it.
• Name each file with what it is and its range, for example "invoices 2024.csv".

3. Export open balances

Open Reports › Accounts Aging. It lists customers with balances in 0–30, 31–60, 61–90 and 90+ day buckets, with account number, name, phone, billing email, credit cards, balance and available credit.⁶ The Period Ending button switches between two views:⁶

• Current shows who owes you right now. Export this on cutover day.
• Point In Time shows who owed you on a past date, which your accountant may want for year end.

The aging article itself doesn't mention exporting; the general reports article says reports export from the upper right.² If the option isn't there for aging, print it to PDF.

4. Export recurring billing and subscriptions

Recurring revenue is the part of a route business you can least afford to drop. From the reports list, run Recurring Invoices, plus Stripe Subscription or Square Subscription if you bill cards on a schedule.² Together they show who is billed what, how often, and through which processor. You'll use them to rebuild recurring billing in any new system.

5. Export jobs, estimates and documents

The report list includes New Jobs, Service Lookup, Customers w/o Active Job and Locations w/o Active Job.² Run New Jobs across your history for a job log, and the two "without active job" reports to catch customers whose recurring service has lapsed.

The Estimates report filters by date range, column and status and exports to CSV Excel.⁷ The Documents report filters by date range, column, status and type, with the export option on the right side.⁸ Export both, and filter estimates to open ones so you can follow up after the move.

6. Export material usage and device records

If you log materials, open Reports › Material Use. By default it shows a summary of all materials used in the date range, with a Jobs tab for materials added to jobs and a Devices tab for materials added within devices. For each entry, open the filter beside the date picker and scroll to All Detailed.⁹ Then export from the upper right.²

Run Device Tracking too if you track bait stations or other devices, and Sentricon Devices if it applies.² Your state pesticide regulator sets how long you must keep application records. Keep these exports at least that long, in a folder you control, and open one to check that the columns you'd show an inspector are there.

What can't be exported, and how to keep it

We searched GorillaDesk's help center and didn't find a documented export for these:

• Service templates and your price list. Service templates live under Settings › Service Templates.⁹ Copy each service's name and price into a spreadsheet; add a code, description, category and cost column if you have them. Or ask support whether they can send the list.
• Photos and attachments in bulk. The Documents report lists documents;⁸ we found no bulk photo download. Save the ones tied to warranties, open disputes or termite contracts by hand.
• Stored cards. GorillaDesk integrates with Stripe and Square.³ Card details live with the processor, so no export carries them.
• Automations and triggers. Note the ones you rely on and rebuild them.

GorillaDesk support is reachable by email, phone and chat.³ Save every reply.

Permissions and plan limits

Timing: export before you freeze or cancel

1. About a month before you switch, run everything above and open every file.
2. On your last invoicing day, re-run what changes daily: customers, Accounts Aging (Current), recurring invoices and subscriptions.
3. Only then cancel or freeze.

Where to take the files

GorillaDesk is upfront that imports from another system can't bring complete past service or billing history.³ The same is true in reverse for most products, so plan to keep these exports as your permanent history.

If you're moving to TradesWork because your business has shifted toward HVAC, plumbing or electrical service, its spreadsheet importer reads the customer file and your price list spreadsheet, with a column review, a preview and a sandbox company before anything touches your real account. TradesWork has no route-day scheduling or pesticide logs, so read TradesWork vs GorillaDesk first. The full plan is in migrating from GorillaDesk to TradesWork.