Export Clients: Square, Vagaro, Fresha, Jobber, Shopmonkey

You are leaving Square Appointments, Vagaro, Fresha, Jobber or Shopmonkey, and you want your customer list and your history out as files before you cancel. Every one of these apps lets you export clients, but none gives you everything in one download. This guide walks the five export paths as the vendors’ own help centers describe them as of September 2026 and says what each file leaves behind. Menu names change; where we could not confirm a step on the vendor’s help center, we say so rather than guess.

Step 1: Decide what you need before you press Export

Write down what you would miss if it vanished tomorrow. For most owner-led shops it is the client list with contact details, the notes on each client, the visit or job history, and the appointments already booked for the coming weeks.

App	Where the export lives (as of September 2026)	Format	How it arrives
Square Appointments	Customers > Import/Export > Export Customers	CSV	Downloads in the browser
Vagaro	Reports > Customers > Export (owner only)	Excel or PDF	Downloads in the browser
Fresha	Clients > Clients list > Options	Excel or CSV	Downloads to your device
Jobber	Clients > More Actions > Export Clients	CSV or vCard	Emailed, up to 1,500 rows per file
Shopmonkey	Lists > Customers > Export icon	XLS	Downloads in the browser

Step 2: Export customers from Square Appointments

Square Appointments does not keep its own client list. Everyone who books with you lives in the Square Customer Directory, shared across Square’s products, and that is where the export lives. As Square’s support center documents it:

1. Sign in to the Square Dashboard on the web and open Customers.
2. Click Import/Export in the top right, then Export Customers.
3. Choose All Customers or specific groups. A customer in more than one group is exported once.
4. Click Download. A CSV file lands on your computer.

The CSV holds the Directory profile fields (names, email, phone, address, groups). Read the column headers before you rely on it; a field that is not a column did not come out.

What it leaves out:

• Appointment history. Square’s community answers point to Appointments > Settings > History, with an Export button that produces a CSV and marks cancelled appointments in a Status column. We could not confirm this path on the help center itself, so check the vendor’s help center for the current menu. Future appointments come out the same way if it is available to you; otherwise print the calendar week by week.
• Payment history. Go to Reports, pick the Transactions report, filter Sources to Appointments, click the export icon and choose Start export.
• Cards on file. Square states that only the account owner can request a card export. The encrypted file goes directly to a PCI DSS Level 1 compliant processor, never to you, and the average timeframe is up to two weeks.

Step 3: Export customers from Vagaro

Vagaro treats the customer export as a report. According to Vagaro’s support center, only the business owner can export the customer list. Employees cannot, though the owner can run a filtered export of one employee’s customers.

On a computer, tablet, Pay Desk or PayPro:

1. Select Reports, then Customers.
2. Apply any filters you want. Filters change what gets exported.
3. In the bottom-right corner, select Export, then choose Excel or PDF.

On the phone app the path is More, then Reports, then Customers, then the Action menu in the top-right corner, where you pick Export PDF or Export Excel. Choose Excel. A PDF is fine for a filing cabinet and useless for an import.

Vagaro’s description of the Customer List report is generous: name, email, address, mobile, day and night phones, birthdate, gender, customer since, last visited, employees seen, active memberships, referred by, online booking status, appointments and classes booked, check-ins, card type with last four digits, points earned, no-shows and cancellations, tags, plus any custom fields you created.

What it leaves out:

• Individual appointment rows. You get a count of appointments booked, not dates and services. Vagaro’s Service and Class Sales report covers completed sales by date range; export it separately for the whole period you care about.
• Client notes and consultation forms are not columns in the Customer List report. Open the profiles that matter and copy what you need, or ask Vagaro support whether a notes export exists for your account.
• Photos and attached files stay in Vagaro.
• Future appointments. Run the appointment reports for the coming weeks.

Step 4: Export clients from Fresha

Fresha’s export is a plain download with its own permission. From Fresha’s help center, on desktop:

1. From the main menu on the left, go to Clients.
2. Select Clients list from the left menu panel.
3. Click the Options button in the top right and choose Excel or CSV.

On mobile, tap the Clients icon in the bottom menu, then Actions (three dots) in the top right, then Excel or CSV. If you do not see the option, the owner must grant you the “Can download clients” permission. You can filter the Clients list by location before exporting. Fresha does not publish a column list, so open the file and compare it with a client profile.

What it leaves out:

• Card details. Fresha states that client card details are encrypted and cannot be exported or transferred. That is a PCI requirement; every vendor here behaves the same way.
• Appointment history per client. Fresha’s answer is the Appointments list: search or set a date range, then click Export in the top right and pick CSV or Excel (PDF is also offered). For everyone at once, export the appointments list over a wide date range rather than client by client. Future appointments come out the same way with a range starting today.
• Appointment notes are attached to the appointment, not the client. Check whether they appear in the appointments export; if not, copy the ones you would miss.

Owners of a salon or spa moving off Fresha or Vagaro can read how we think about that workspace at beauty and wellness.

Step 5: Export clients from Jobber

Jobber emails the export rather than downloading it. Per Jobber’s help center, only admin users can import and export clients, and availability depends on your plan.

1. Open the Clients tab in the side navigation.
2. Select More Actions in the top right.
3. Choose Export Clients.
4. Pick CSV or vCard. To export only tagged clients, click the tags first; with several tags selected, only clients carrying every one of them are included.
5. Wait for the email. Jobber sends the file to the address you signed in with.

The CSV handles up to 1,500 rows per file, so a longer list arrives as several attachments; stack them under one header row before importing anywhere. Choose CSV; vCard drops the structured fields. Jobber says the export includes contact information, property addresses, tags and custom fields, and its import template shows a note field as well.

What it leaves out:

• Jobs, quotes, invoices and visits. These live under Insights > Reports. The One-off jobs, Recurring jobs, Invoices and Clients reports each have an Export to CSV button with a choice of all columns or selected ones, and the file is again emailed to you. The jobs reports carry a schedule start date column, so a jobs export with a range starting today is your list of upcoming work.
• Attachments and photos on jobs and clients stay in Jobber.
• Reports Jobber names as not exportable because they are not in a CSV format: Taxation, Waypoints, Job Follow-ups.

If you run an HVAC, plumbing, electrical or handyman crew, our notes on repair and home services show how the same records look on the other side.

Step 6: Export customers from Shopmonkey

Shopmonkey exports from the Lists page, and the export doubles as its bulk-edit tool. From Shopmonkey’s support center:

1. Select the Lists icon from the left-side navigation.
2. Open the Customers list.
3. Select the Export icon in the top right corner of the page. If the icon is missing, that list does not support import or export.

The file is XLS; Shopmonkey’s own tip for owners without Excel is to upload it into Google Sheets. Do the same for the Vehicles list. In a repair shop a customer without the vehicle is half a record: the Vehicles list carries year, make, model, VIN and plate, and it ties service history to a person.

What it leaves out:

• Estimates, invoices, work orders and payments. The Lists export is for master data, not orders. Look for order exports under your reports or ask Shopmonkey support; check the vendor’s help center for the current menu.
• Inspection photos, attachments, inspection results and message threads stay in Shopmonkey.
• Appointments on the calendar are not part of the customer or vehicle export.

One warning from Shopmonkey’s own article: a blank cell in an import file overwrites the existing value. If you run an independent auto shop, we describe what customer and vehicle records can look like outside a shop-management system at auto repair shop software.

Step 7: Clean the files, map the columns, import

You now hold somewhere between two and eight files. Before importing anything, do three passes in a spreadsheet.

Clean

• Save every original untouched in a folder named with the export date. Work on copies.
• Unify phone and email formatting. Apps differ on country codes and separators, and duplicates hide behind them.
• Fix dates. Excel exports may store dates as numbers or in a regional format; make each date column one consistent format.
• Merge split files (Jobber’s 1,500-row batches, Square’s per-group files) under one header row, and delete the test clients every long-running account collects.

Map

Write a two-column table: the header in the export on the left, the field it should become on the right. Decide what a client record needs in the new system before you look at what the old one gave you.

Export column (examples)	Destination field	Note
First Name + Last Name, or Name	Client name	Split or join once, consistently
Mobile, Cell Phone, Phone	Phone	Normalize to one format
Tags, Groups	Tags or a category field	Keep the values you actually use
Last Visited, Customer Since	Dates on the client	Confirm the date format
Appointments export (separate file)	Visit or job records linked to the client	Match on email or phone, not on name
Vehicles export (Shopmonkey)	Vehicle records linked to the customer	VIN is the safest key

Import

Here is where we point to our own product, with the caveats that matter.

Ifa is the workspace we build. You describe your business in plain words and Ifa proposes the records, fields, views and workflow; you check the plan before anything exists. The import accepts CSV, TSV, JSON, JSONL, XLSX, XLS and inert XLSM files, so every file above goes in without conversion. It shows a preview and waits for your approval before creating records. It checks for duplicates and empty values, and it flags dates it cannot read. Related files (clients in one, appointments or vehicles in another) become linked records once you tell the import which column matches. The details are on import your data.

Two honest limits. Ifa is pre-launch: you preview the workspace and then pay; there is no free tier, and today there is a waitlist. And Ifa offers no paid migration service and no live sync with any of these five apps; you do the exports above yourself and keep the originals. Booking itself is flexible: bookable records with working hours, a policy per service and a conflict check on every booking, with clients booking through a booking page Ifa creates or in chat on a connected channel, and reminders as a workflow you define rather than a switch.

What goes wrong and how to avoid it

• Exporting after cancelling. Owner-only and plan-dependent exports may disappear when the account is downgraded. Export first and cancel second; keep the account alive for a month in case you missed a file.
• Trusting a count as a history. Vagaro’s customer report says a client booked 14 appointments; it does not say when or for what. If you need dates, export the sales or appointments reports as well.
• Losing the link between files. A clients file and an appointments file are only useful together if a column in each matches. Email or phone beats a name spelled two ways.
• Importing an edited export back into the old app. Shopmonkey documents that blank cells overwrite live data, and other apps behave similarly. Never round-trip a file without a saved original.
• Filters that silently shrink the export. Vagaro exports what the current filter shows, Jobber with several tags exports only clients holding all of them, Square exports only the groups you ticked, Fresha exports the location you filtered. Clear filters for the full list.

Questions people ask

Can I export client notes from these apps?

Sometimes. Jobber’s client export includes a note field. Square’s, Vagaro’s, Fresha’s and Shopmonkey’s client exports are built around the profile, not the notes. Look for a Notes column in the file; if it is missing, copy the notes that matter by hand while you still have access, and check the vendor’s help center in case a notes export has been added.

Will my future appointments come out?

Not in the client export from any of the five. Fresha and Jobber let you export appointment or job lists by date range, so set the range to start today; Square’s history export does the same if it is available to you. For Vagaro and Shopmonkey, run the appointment reports for the coming weeks or print the calendar.

Can I move cards on file to a new system?

Not as a file you download. Fresha states that card details cannot be exported. Square will send an encrypted export directly to another PCI DSS Level 1 compliant processor at the owner’s request, with an average timeframe of up to two weeks. Expect to re-collect cards in whatever handles payments next. Ifa does not process payments, so this is a question for your next processor, not your workspace.

What file format should I ask for?

CSV where it is offered, and Excel where it is the only structured option (Vagaro, Shopmonkey). Never PDF for an import; PDF is for your records. Ifa’s import reads CSV, TSV, XLSX and XLS directly, so you do not need to convert between them.

Last updated September 2, 2026.