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Exporting data from Substly

The article describes how to export data from Substly

Julia Nash avatar
Written by Julia Nash
Updated over a week ago

If you want to download a complete list of your company’s services, Substly offers several export options. You can export data from different sections of the platform, making it easy to share relevant information—such as unapproved services or user data—via tools like Google Sheets or presentations, without requiring others to log in to 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

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