Exporting Keap order data takes seven steps: log in, filter your orders, select the records, choose CSV export, configure all fields, download the file, and store it in a named, dated backup location. Running this process on a set schedule protects your transaction history against accidental deletion, system errors, and audit gaps.

For HR and recruiting firms running transactions through Keap, order data is mission-critical. A client cancels a retainer, a placement fee gets disputed, an auditor asks for a 12-month payment history — if your backup discipline is loose, those moments get costly fast. This guide walks through every step of the export process and the storage habits that make the backup worth having.

Step 1: Log Into Keap and Navigate to Orders

Open your Keap dashboard with an admin-level login. From the main navigation, select E-Commerce or Sales, then click Orders. This is the master order management view — every transaction your account has processed lives here. Confirm you are in the correct account before doing anything else, especially if you manage multiple Keap instances.

Step 2: Filter Orders by Date, Status, or Product

Use the filter controls on the Orders page to define exactly which records you want to export. Date range is the most practical filter — quarter-by-quarter or year-by-year exports stay manageable and archive cleanly by period. You can also filter by order status (Paid, Refunded, Pending) or by specific product. Set all filters before selecting records; selection state does not persist across filter changes.

Step 3: Select the Orders for Export

Check the master checkbox in the table header to select all orders matching your current filter. If you need a partial export — a single product line, a specific client — select records individually. Verify the selected count matches your filtered results before moving forward. A mismatched count means a filter is still active that you did not intend.

Step 4: Choose CSV as Your Export Format

With orders selected, click the Actions or Export button above the list. Keap presents format options at this point — select CSV. CSV works with every spreadsheet tool, every data migration utility, and every archival system your operation is likely to run. It is also the format most third-party restore tools expect if you ever need to re-import records.

Step 5: Configure All Export Fields

Do not accept the default field selections. Keap’s default export excludes custom fields — and custom fields are precisely where HR and recruiting firms store placement-specific data, contract types, and workflow tags. Walk through every available field: customer details, product names, order dates, payment status, payment method, and every custom field your team has built. Check them all. A backup missing custom fields is not a complete backup.

Expert Take

The field configuration step is where most exports go wrong. Teams accept defaults, run the backup, and discover months later that the custom contact fields tied to their recruiting workflow never made it into the file. Run a test export with all fields selected, open it in a spreadsheet, and confirm your critical columns are present before treating this process as production-ready. See 13 Best Practices for Keap Order Data Loss Prevention for a full field audit checklist.

Step 6: Download and Verify the Export File

Click Export or Process Export to generate the file. Keap processes the request — larger datasets take more time, so do not close the browser tab until the download link appears or the file lands in your downloads folder. Open the file immediately after download and confirm the row count matches the number of orders you selected. A corrupted or truncated export shows up here; it will not show up later when you actually need the data.

Step 7: Store and Name the File in a Secure Location

Rename the file before moving it anywhere. A structured naming convention — Keap_Orders_[YYYY-MM-DD]_[filter-description].csv — makes files retrievable without opening them. Move it out of your downloads folder and into a designated backup location: a cloud storage folder with version history enabled, a network drive, or an encrypted local archive. A file named “Export (3).csv” sitting in Downloads is not a backup; it is a liability.

For firms that want to remove the manual step entirely, automation via Make.com — connecting Keap’s API to a cloud storage destination on a set schedule — makes this export happen without anyone initiating it. See 12 Essential Strategies for Unwavering Keap CRM Business Continuity for how that fits into a broader data continuity plan.

Frequently Asked Questions

What backup schedule should I follow for Keap order exports?

A monthly export at minimum keeps your backup within 30 days of current. High-volume operations running weekly transaction cycles warrant a weekly export. Match the frequency to your transaction volume and your tolerance for a data gap — a firm processing daily payments should run daily exports.

Can I automate Keap order exports?

Direct native scheduling for order exports does not exist inside Keap’s interface. Automation requires connecting Keap to an external tool via API — Make.com handles this reliably, triggering an export workflow on a set schedule and routing the file to a named cloud storage destination without manual intervention each cycle.

What fields are most important to include in the export?

At minimum, include: order ID, order date, contact ID, contact name, product name, order total, payment status, and payment date. For HR and recruiting contexts, add every custom field tied to placement records, contract types, or client tags. Skipping those fields produces a backup useful for accounting but insufficient for operational recovery.

Where should I store the exported files?

A cloud storage folder with version history is the baseline — Google Drive, Dropbox, or a dedicated backup service all work. For regulated industries or firms handling sensitive compensation data, an encrypted archive with access controls is a stronger fit. Local-only storage fails the backup test; a single drive failure eliminates the record.

What do I do if a restored export is missing records?

Check the filter state that was active when the export ran — an unintended date or status filter is the most common cause of missing records. Re-run the export with filters cleared, then compare row counts against your Keap order total. For a structured recovery process, 12 Critical Checks Before Restoring Keap Orders covers the full verification workflow.

Additional Resources

• 10 Essential Strategies for Protecting Your Keap CRM Data in HR & Recruiting
• 12 Metrics to Verify Your Keap Data Recovery
• 11 Essential Checks to Restore Keap Contacts Without Headaches