How to Export Your Reservations and Customer Data from Limo Anywhere

Why you should export even if you are staying

Your booking history is your business. It is the basis of repeat-customer marketing, corporate account renewals, valuation conversations and any future software decision. Holding a current copy costs an hour a quarter and removes the single biggest source of leverage a vendor has over you.

This guide is written to be useful whether or not you ever talk to us.

The five exports to take

• Reservations: every job with date, pickup and dropoff, vehicle type, passenger, rate, driver and status. Export in yearly chunks if the report times out.
• Customers: names, emails, phone numbers, addresses and any notes or preferences fields.
• Corporate accounts: account name, billing contact, payment terms, cost centres and negotiated rates.
• Rates and zones: point-to-point rates, hourly rates, airport rates, surcharges, waiting time rules and tolls.
• Fleet and drivers: vehicle records, plate numbers, licence and insurance expiry, driver contacts and pay rates.

Step by step

1. Log in with an admin-level account — restricted users often cannot see full export options.

2. Open the reporting area and run a reservations report with no status filter so cancellations and no-shows are included. Set the date range to a single calendar year at a time.

3. Export to CSV or Excel. If the export is capped, split by quarter rather than dropping fields.

4. Repeat for customers, accounts, rates, vehicles and drivers from their list screens, using the export or download option on each.

5. For anything with no export button — saved email templates, custom confirmation text, uploaded documents — take screenshots or PDF prints. These are small, and rebuilding them from memory wastes days.

Verify before you trust it

• Compare row counts in each CSV against the record count shown on screen for the same filter
• Spot-check five jobs across different years, including one with a return leg and one farm-out
• Confirm dates did not shift on import — set your spreadsheet to display full timestamps
• Confirm currency and tax fields exported as numbers, not as formatted text
• Check that customer emails are not truncated or masked

What usually does not export cleanly

Expect to rebuild by hand: automation rules, email and SMS templates, user permission sets, attached documents, and anything stored in free-text notes with inconsistent formatting. Also expect affiliate rate agreements to export as flat numbers with the surrounding conditions lost — screenshot those.

Store it properly

Keep one untouched original export folder, dated, and work only on copies. Store it somewhere that survives a staff change — a shared company drive, not a dispatcher's laptop. Repeat quarterly. If you later migrate, you will hand this folder over and save a week.