Complete Guide to Exporting Magento Orders with Products in CSV Format
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Magento product export Magento order reporting Magento export tips Magento 2025 export best practices E-commerce data export

Complete Guide to Exporting Magento Orders with Products in CSV Format

Need to export your Magento orders with product details? You're not alone. Whether you're preparing reports, analyzing sales data, or migrating to a new system, having your order information in CSV format makes everything easier.

Table Of Content

Four Proven Methods to Export Magento Orders with Products (2025 Edition)

Exporting Magento orders with detailed product information is essential for order management, reporting, accounting, or integration with third-party systems like ERP, CRM, or fulfillment platforms. Magento (Adobe Commerce and Open Source) offers several flexible methods depending on your technical capabilities and reporting needs.

1. Using Custom Order Grid Extensions

This is a no-code, user-friendly approach suitable for store admins who want to export data directly from the Magento admin panel without development work.

Steps to Export Orders:

  • Log in to the Magento Admin Panel.
  • Navigate to Sales > Orders.
  • Click on the “Columns” dropdown in the top-right corner.
  • Enable fields like SKU, Product Name, Quantity Ordered, Row Total, etc.
  • Select the orders you want to export.
  • Click the “Export” button at the top and choose your preferred format (e.g., CSV or Excel XML).

Pros:

  • No coding required.
  • Ideal for non-technical users.
  • Customize visible columns before export.
  • Compatible with bulk order selection.
  • Easy integration with spreadsheet tools.

Cons:

  • Often requires a third-party extension (many free and premium options available).
  • Limited in formatting and conditional logic for complex exports.
  • May not include full product metadata unless custom columns are available.

2025 Update:

The latest Magento versions have improved the UI for grid customization. Some order grid extensions now support scheduled exports, additional filters, and multi-format output (e.g., JSON, XLSX).

2. Creating Custom PHP Export Scripts

Ideal for developers who need full control over export logic, formatting, and automation. This method allows deep access to Magento’s EAV structure and joins order data with product attributes.

Basic Script Structure:

<?php

require_once 'app/bootstrap.php';

use Magento\Framework\App\Bootstrap;

$bootstrap = Bootstrap::create(BP, $_SERVER);

$obj = $bootstrap->getObjectManager();

$state = $obj->get('Magento\Framework\App\State');

$state->setAreaCode('adminhtml');

$orderCollection = $obj->create('Magento\Sales\Model\ResourceModel\Order\CollectionFactory')->create();

$orderCollection->addAttributeToSelect('*');

$fp = fopen('orders_export.csv', 'w');

fputcsv($fp, ['Order ID', 'SKU', 'Product Name', 'Qty Ordered', 'Price']);

foreach ($orderCollection as $order) {

foreach ($order->getAllVisibleItems() as $item) {

fputcsv($fp, [

$order->getIncrementId(),

$item->getSku(),

$item->getName(),

$item->getQtyOrdered(),

$item->getPrice()

]);

}

}

fclose($fp);

Pros:

  • Full customization (columns, filters, data joins).
  • Suitable for automation and cron jobs.
  • Can export to CSV, JSON, or push to external APIs.

Cons:

  • Requires PHP/Magento development knowledge.
  • Must be maintained across Magento upgrades.
  • Risk of exposing sensitive data if not secured properly.

3. Using Magento 2 REST or GraphQL APIs

Magento’s built-in API endpoints allow developers or integration tools to pull order data programmatically, including product-level details.

REST API Endpoint:

GET /rest/V1/orders

To get order items:

GET /rest/V1/orders/{orderId}

GraphQL Sample:

query {

orders(filter: {status: {eq: "processing"}}) {

items {

id

increment_id

items {

product_sku

product_name

qty_ordered

price

}

}

}

}

Pros:

  • API-based, scalable, and secure.
  • Real-time data access.
  • Easy integration with third-party software (e.g., Power BI, Tableau).
  • Can be used for headless or decoupled applications.

Cons:

  • Requires API authentication setup (tokens or OAuth).
  • Pagination required for large datasets.
  • Might need post-processing or transformation for reporting.

2025 Update:

Magento GraphQL coverage is expanding rapidly. As of 2.4.7, order item attributes, gift options, and custom attributes are accessible in GraphQL queries, making it viable for detailed exports.

4. Using Magento Reports or Data Export Tools

Magento also includes built-in reports (under Reports > Sales) and export utilities, and many store owners rely on third-party data management tools or BI connectors.

Steps:

  • Go to Reports > Sales > Orders or Invoiced / Shipped / Refunded.
  • Set date range and filters.
  • Click "Export" to download in CSV format.
  • Optionally, connect Magento to external platforms via built-in data export tools (Data Flow, BI extensions, or Adobe Commerce Intelligence).

Pros:

  • Built-in and accessible to all admin users.
  • Ideal for historical or financial reporting.
  • Integrates with BI platforms and Google Data Studio.

Cons:

  • Not real-time unless manually refreshed.
  • Limited product-level granularity in some default reports.
  • Advanced segmentation may require external tools.

2025 Update:

Adobe Commerce users can now access advanced BI features with Data Warehouse Integrations, allowing full order and product-level insights across multi-store setups.

Bonus Tip: Schedule Automated Exports via Cron

For recurring exports (daily, hourly, weekly), combine custom PHP scripts or API integrations with Magento’s cron scheduler. This ensures your operations or analytics systems always have the latest order data.

Comparison of Export Methods

Method Complexity Technical Skill Customization Speed Automation Best For
Custom Grid Low Basic Medium Fast Manual Regular exports, non-technical users
PHP Script Medium PHP coding High Medium Cron jobs Scheduled exports, custom formats
API Medium-High API/Programming High Medium External systems Integrations, headless commerce
DB Query High SQL Very High Very Fast Data tools Advanced reporting, direct access

2025 Best Practices for Magento Order Exports

Exporting order data efficiently is critical for eCommerce operations, especially as stores scale and reporting requirements become more complex. Whether you’re exporting manually, using custom scripts, or automating with APIs, following modern best practices helps ensure accuracy, compliance, and performance.

Best Practices for Order Exports

1. Filter Before Export

Limit your data set before exporting. Narrow down by:

  • Date ranges (e.g., last 7 days, current month)
  • Order statuses (e.g., only "complete" or "processing")
  • Customer groups or store views

2. Export Only Essential Columns

Only include fields you actually need, such as:

  • Order ID
  • Customer Email
  • SKU
  • Quantity
  • Total
  • Status
  • Created At

Why? Smaller files are easier to process, especially in spreadsheets or third-party tools.

3. Schedule Regular Automated Exports

Use Magento’s built-in cron jobs or third-party automation tools to:

  • Export daily, weekly, or monthly reports
  • Send exports to secure cloud storage or SFTP

Why? Saves time, reduces manual errors, and ensures consistent reporting.

4. Use Incremental Exports for Large Stores

Track the last export timestamp and only export:

  • New orders since that date
  • Updated orders (optional, using updated_at field)

Why? Prevents duplication and significantly speeds up processing for high-volume stores.

5. Ensure Data Privacy Compliance

Strip or anonymize personally identifiable information (PII) such as:

  • Customer name
  • Email
  • Address
  • Phone

Why? Helps comply with regulations like GDPR, CCPA, and other regional privacy laws.

6. Add Error Handling to Scripts

For custom PHP, Python, or API-based exports, ensure you:

  • Catch and log errors
  • Retry failed exports
  • Notify on export failure (email or webhook)

Why? Helps detect problems early and maintain data integrity.

7. Test with Small Batches First

Always test your export logic with a small data set before scaling up:

  • Use sandbox/test environments when possible
  • Validate output format, encoding, and field values

Why? Avoids large-scale data corruption or failed exports.

8. Document Your Export Process

Maintain internal documentation for:

  • Field mappings
  • Custom logic or transformations
  • Export schedules and endpoints

Why? Helps onboarding, troubleshooting, and future upgrades.

Common Challenges and Solutions

Challenge Solution
Export is too slow Filter by date, use incremental exports, schedule during low-traffic hours
Missing product/order details Ensure correct table joins (e.g., sales_order_item, catalog_product_entity)
Memory limits with large exports Use pagination (offset/limit), or chunked processing (e.g., in batches of 500 orders)
CSV formatting breaks in Excel Use UTF-8 encoding, wrap text in quotes, escape commas and new lines
Export fails due to timeouts Increase execution time or use background processing with queuing system

Next Steps After Exporting

Once your order data is exported (CSV, JSON, or XML), here are productive ways to use it:

  • Generate sales reports to analyze trends, gross revenue, or average order value
  • Visualize data using tools like Google Data Studio, Power BI, or Looker Studio
  • Track product performance by analyzing SKUs, refunds, or order frequency
  • Identify customer buying patterns for segmentation or marketing automation
  • Import data into accounting software like QuickBooks or Xero for financial tracking
  • Create dashboards tailored for finance, marketing, or logistics teams
  • Back up order history before major updates, platform migrations, or cleanups

Advanced Tips for 2025

  • Leverage REST or GraphQL APIs for real-time, structured exports
  • Use background queue systems like RabbitMQ or cron jobs for high-volume order exports
  • Encrypt export files in transit and at rest to meet ISO 27001 or similar compliance standards
  • Log export history with file names, timestamps, and success/failure status
  • Monitor export performance metrics such as execution time, file size, and row count

Data Compliance Checklist

Task Description
Mask sensitive data Remove names, emails, phone numbers unless strictly required
Store files securely Use password-protected ZIPs or secure cloud storage (e.g., AWS S3 with IAM roles)
Use access logs Track who accessed exported data
Set data retention rules Automatically delete old exports after a defined period

Tip

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Final Thoughts

Staying efficient and compliant with your Magento order exports isn’t just a best practice—it’s a necessity. With the increasing complexity of data regulations and the growing demand for real-time business insights, refining your export strategy in 2025 can directly impact business performance and compliance readiness.

FAQs

What is order export in Magento?

Order export in Magento involves extracting order data, including customer info, products purchased, prices, and statuses, into a CSV file for reporting, analysis, or integration with other systems.

Why should I filter orders before exporting?

Filtering orders by date range or status limits the data to what’s relevant, improving export performance and making the resulting files easier to manage and analyze.

What columns are essential when exporting orders?

Essential columns include order ID, order date, customer name/email, product SKUs, quantities, prices, payment and shipping status, and totals. Export only what you need to keep files concise.

What are incremental exports and when should I use them?

Incremental exports export only new or updated orders since the last export. They are crucial for large stores to avoid processing the entire order history every time, saving time and resources.

How can I automate regular order exports?

Automation can be done using Magento cron jobs, scheduled export scripts, or third-party extensions that support periodic CSV exports for consistent and hands-free reporting.

How do I ensure GDPR compliance when exporting orders?

Remove or mask sensitive customer data such as full addresses, payment details, or personal identifiers before exporting. Ensure exported data is stored securely and shared only with authorized parties.

What common issues affect order exports and how can I fix them?

Issues include slow export speeds, missing product details, memory overload, and file formatting errors. Solutions include filtering data, joining order items correctly, using pagination or chunk processing, and validating CSV encoding.

How can I test my export process before going live?

Start by exporting small batches of orders to verify that all required data fields are correctly included, formatting is accurate, and files import properly into target systems or reports.

Why is documenting the export process important?

Documenting details like filters used, columns exported, scripts or tools involved, and error handling ensures that future updates, troubleshooting, or handovers go smoothly without losing context.

What should I do with exported order data?

Exported CSV files can be used for sales reporting, product performance analysis, identifying customer buying patterns, importing into accounting or ERP systems, building dashboards, or backing up order histories.