A fundamental principle of information management is that any collection of records—whether digital or physical—needs a redundant copy that is not stored in the same single location as the original. In professional data management, this is often expressed through the concept of having multiple backups across different formats or locations. This principle ensures that even if a primary ledger is lost or a device is damaged, the history of your work remains intact.
As developers of recording tools, we approach data portability as a way to ensure that your administrative habits remain sustainable long-term.
The importance of consistent records
For a small handmade business, maintaining a full year of sales and cost records is a significant administrative task. Attempting to reconstruct these details from memory at the end of a year is notoriously difficult and error-prone.
When deadlines for administrative tasks or professional reviews arrive, they bring a hard due date where missing or disorganized records become a primary source of stress. Establishing a habit of regular data backups ensures that complete, organized records are always ready for a tax or accounting professional to review, turning a potentially overwhelming filing season into a matter of low-stress administration.
Understanding export formats
Regardless of the tool you use, having your data available in multiple formats allows you to use it for different purposes. We designed our export system to provide three distinct types of documentation:
| Format | Content | Best Use Case |
|---|---|---|
| CSV Export | Sales records only (filtered by “This Year,” “Last Year,” or “All Time”). | Importing into spreadsheets for custom analysis or professional review. |
| ZIP Backup | A full package including materials, products, sales, and all stored photos. | Creating a complete “snapshot” of your entire database for safekeeping. |
| PDF Export | A materials list or a detailed per-product cost list. | Providing a readable, non-editable document of current inventory or production costs. |
Data portability and importing
A key part of data portability is the ability to move records between devices or restore them after a hardware change. These management habits are equally effective whether you are photocopying a paper journal or using digital import tools.
Within the digital workflow, data can be restored from either a CSV or a ZIP file. The system follows an append logic: existing data on the device is preserved, and the imported data is added to it rather than overwriting what is already there.
However, there are specific behaviors to note when importing on the Free Tier:
- Limit Enforcement: Since the free tier is limited to 50 materials and 20 products, any entries in the import file that exceed these limits will be skipped during the process.
- Feature Constraints: “Finished-goods stock counts” are a specialized management feature and are not restored when importing data on the free tier.
Universal access to your data
We believe that the ability to back up and move your own records is a basic requirement for any management system. Consequently, CSV, ZIP, and PDF export and import are free for all users and are not restricted to the Pro version.
Whether you prefer the tactile nature of physical backups or the convenience of digital files, the underlying habit is what matters: ensuring your records are portable and protected.
Managing records with MakerNote
We designed MakerNote to help you build these recording habits throughout the year so that your data is always organized and ready when you need it.
- Free Tier: Start managing your hobby with up to 50 materials and 20 products, with full access to all export and import features.
- Pro Tier: For creators requiring more capacity, the Pro Tier is available as a one-time purchase. It unlocks unlimited registrations, a professional profit dashboard for visualizing your growth, and finished-goods inventory tracking.
Download MakerNote on the App Store: https://apps.apple.com/us/app/makernote/id6762747060
Summary
Reliable record-keeping is built on two pillars: consistent logging and regular backups. By maintaining your sales and cost data throughout the year and utilizing portable formats like CSV, ZIP, or PDF, you eliminate the need for stressful memory-based reconstruction. Whether you are using a manual filing system or a dedicated tool like MakerNote, the goal is to ensure your records are always organized and ready for professional review.
For the sales data these exports are built from, see our guide: Don’t Let Today’s Prices Rewrite Yesterday’s Profit
For a broader look at how these records fit into a full recording system, see our hub article: Notebook, Spreadsheet, or App? Making Your Craft Costs Actually Add Up
This article’s sources: Reconstructed by the editorial team from official sites, public information, and specialist media, from a recording and organizing perspective. Numeric, spec, and safety-related statements prioritize primary sources.
For decisions about pricing or financial management, please consult a tax or accounting professional.
This article organizes information from a recording and organizing perspective. If you notice an error or outdated information, please contact us. Last verified: August 2026
