This article describes how to export data from Substly.

Access requirements

To export data in Substly, a user must have at least Editor access. This means the following roles are allowed to export data: Editor, Admin & Super-admin.

Users with lower access levels, such as Viewer, do not have access to the export function.

  • This requirement exists to ensure that only users with the appropriate level of responsibility can download potentially sensitive information.

Overview of export options

Section Exportable Data Notes
Company & Subscription > Export data Full overview of your company's subscriptions/services Includes: Spend, Users, Owner, Category, Dates, Currency, etc.
Services > All Services / Approved / Unapproved List of all services, filtered by status Now includes export from the "Unapproved" view
Service page > Usage tab Detailed usage information for one specific service For tracking user activity
Service page > Spend History tab Historical spend data for one specific service Useful for cost analysis
Users > All Services Users List of all users and their connected services Shows who has access to what
User page > Services tab Services linked to one specific user For user-specific tracking

How to export data (step-by-step)

  1. Go to the page where you want to export data from (e.g., Services, Users, Company & Subscription).
  2. Optional: Go to filter options and columns to show to customize what data is shown and included in the export.
  3. Click the Export icon located in the top right corner, next to the Edit Columns button.
  4. The file will be downloaded as a .csv or .xlsx file (depending on the page), which you can then open in Excel, Google Sheets, etc.

File format and contents

The main export file from Company & Subscription > Export data includes:

  • Service name
  • Forecast & Spend
  • Owner
  • # of Users
  • Payment type & cycle
  • Unit price & Currency
  • Service category
  • Start, Renewal, Expiration date

The file will be named something like: Substly Data Export 2025-05-28.xlsx