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)
Go to the page where you want to export data from (e.g., Services, Users, Company & Subscription).
Optional: Go to filter options and columns to show to customize what data is shown and included in the export.
Click the Export icon (📤) located in the top right corner, next to the Edit Columns button.
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