Insights: Advanced Order Export
The Advanced Order Export is the most detailed order report in Insights. It gives you one row per line item, with the order, payment, customer, and address details repeated on each row — so you can pivot, filter, and build your own sales reports in a spreadsheet.
Overview:
How to run the Advanced Order Export
- Go to Insights in the top navigation and select Advanced Order Export.
- Choose a Date Range, or select Custom to set your own start and end dates.
- Click Request Report.
The report is emailed to the address on your RoasterTools account as a CSV attachment. The date range is based on the order's submitted date (shown as "Order date" on the order).
[Screenshot: Insights dropdown with Advanced Order Export selected and the date range fields]
Learn More: Just need the basics? The Basic Order Export is a simpler version of this report. For date range options and how to access Insights, see the Insights Reports Overview.
What's included in the report
Each row is one line item. Order-level fields (totals, status, addresses, payment details) repeat on every row for that order.
Order basics
- Order ID
- Submitted At – when the order was placed (this is the "Order date")
- Production Date
- Ship Date
- Cancelled At – blank unless the order was cancelled
- Order Status
- Fulfillment Status
- Purchase Order – the PO number entered on the order
- Source – where the order came from (e.g. Imported, Sales (manually entered), Portla, Recurring)
- Notes – internal notes only; external notes are not included
Order totals and discounts
- Currency
- Subtotal
- Shipping Price – what the customer was charged for shipping
- Taxes
- Total
- Discount Name and Discount Amount – order-level discounts
Shipping
- Shipping Method
- Shipping Cost – your cost to ship as note on the delivery method setting, or imported from Shipstation if live shipping is selected
- Shipping Discount
Payment
- Payment Status
- Paid At
- Payment Method
- Payment Terms
- Next Payment Due At
- Refunded Amount
- Outstanding Balance
Line item details
- Line Item Name
- Line Item SKU
- Line Item Quantity
- Line Item Price
- Line Item Product Group
- Line Item Option 1/2/3 Name and Value – variant options such as bag size, grind, or roast level
- Line Item Discount Name and Line Item Discount Amount – line-level discounts
- Line Item Taxable
- Line Item Fulfillment Status
Customer
- Customer Type
- Customer Group
- Customer Phone
Billing address
- Billing Name, Billing Company
- Billing Street 1, Street 2, Street 3
- Billing City, Billing Province, Billing Country
- Billing Phone
Shipping address
- Shipping Name, Shipping Company
- Shipping Street 1, Street 2, Street 3
- Shipping City, Shipping Province, Shipping Country
- Shipping Phone
How to read the report
- Order totals repeat on every row. If you sum the Total column as-is, multi-line orders will be counted more than once. Remove duplicate Order IDs first, or sum Line Item Price × Quantity instead.
- Fees are line items. Fees you add to an order (NSF, late payment, rush) and RoasterPay convenience fees both appear as their own rows under Line Item Name, not in a separate column. Filter Line Item Name for "Convenience Fee" to total what you've collected in convenience fees for a period.
- Discounts are split. Order-level discounts are in Discount Name / Discount Amount; line-level discounts are in the Line Item Discount columns; shipping discounts have their own column.
- Fulfilled date isn't included. You'll see Fulfillment Status and Line Item Fulfillment Status, but not the date an order was fulfilled. Use the Fulfill page filters if you need that.
Learn More: Want ready-made pivot tables? See Insights: Advanced Order Export Pivot Table Reports for a Google Sheets template built on this export.
FAQs
Q: Does the report show discounts?
A: Yes. Order-level, line item, and shipping discounts each have their own columns.
Q: Are order notes included?
A: Internal notes are included in the Notes column. External (customer-facing) notes are not.
Q: Does the report show convenience fees?
A: Yes. Convenience fees charged to your customers appear as a line item row on the order, so you can filter or sum them like any other product. See Payments: Convenience Fees for how the fee is calculated.
Q: Does the report show RoasterPay processing fees?
A: No. The processing fees you pay on RoasterPay transactions are not part of any Insights report. Use your RoasterPay payout details or your accounting platform to reconcile processing costs.
Q: Why doesn't my order total match the sum of the rows?
A: Order-level fields repeat on every line item row. De-duplicate by Order ID before summing totals.
Q: Can I choose which columns are included?
A: Not currently. The export always includes the full set of columns above; you can hide or delete columns in your spreadsheet.