How to Export All Data from Wealthbox: Methods, Limits & Formats (2026)

How to Export All Data from Wealthbox (The Quick Answer)

There is no single "Download Everything as CSV" button in Wealthbox. A full workspace backup contains all the data you've inputted into the system, but it's only available in XML or JSON format — both contain the same information formatted differently, and both require scripting to extract into usable files. If you just need a flat contact list, you can export contacts into a CSV file directly from the Contacts page. But that CSV won't include notes, tasks, opportunities, workflows, or the relational links between Households and individual Contacts.

Here's what each export method actually gives you:

If your goal is a complete, migration-ready extract — especially if you're moving to Salesforce, Redtail, or another CRM — the full backup or the API are your only real options. The contacts CSV is useful for quick reference but will leave behind years of activity history.

One method not on that table: files and task attachments. Wealthbox has no bulk export feature for these; they must be downloaded individually from their associated records. (help.wealthbox.com)

For context on why flat CSV files struggle with relational CRM data, see our breakdown of Using CSVs for SaaS Data Migrations.

How to Request a Full Data Backup from Wealthbox

A full data backup is a single file containing every record you've entered into Wealthbox, delivered as XML or JSON.

To request a full backup: navigate to Settings by clicking on the three dots at the top right corner of your Wealthbox screen, then choose XML or JSON for your export file format from the dropdown.

Step by step:

1. Click the three dots (⋮) in the top-right corner of Wealthbox.
2. Select Settings.
3. Under Workspace, click Export.
4. Choose your format: XML or JSON.
5. Click Request Export.
6. You will receive an email notifying you when your export is ready to download.
7. Keep the raw file unchanged before you start converting it.

The resulting file is a dump of your entire database — contacts, notes, tasks, events, opportunities, projects, custom fields, and their relationships — but in a deeply nested, non-tabular format. That's where the pain begins.

The XML/JSON Problem: Why You Can't Just "Export to CSV"

The #1 misunderstanding we see from firms leaving Wealthbox: they assume the full backup will give them something spreadsheet-ready. It won't.

Wealthbox states explicitly that full data exports require "some level of scripting in order to extract the data," and recommends asking the technical person in your organization which format they prefer.

Wealthbox's Official Workaround: Microsoft Access

Wealthbox's own documentation walks users through converting XML to CSV using Microsoft Access 2003 — a product from over two decades ago. The process:

1. Open Microsoft Access and create a new, blank database. From the Access menu bar, select File > Get External Data > Import. From the File Type dropdown, select XML and choose your XML file. Click OK — now you should see separate tables with your data.
2. To create individual CSV files — for example, a notes file — drag "Resource ID" from the Notes table to "ID" in the contact table to create a line. Then drag all fields from the note table and add first name and last name from the user and contact tables.
3. Click the "Run" button at the top left screen. Then click "External data" from the menu bar, click "export," and choose Excel.

Why This Approach Is High-Risk

• Database knowledge required. You need to understand relational joins, foreign keys ("Resource ID" → "ID"), and query design. Most operations managers and advisors don't.
• One table at a time. You'll need to repeat this join-and-export process for every object type: Notes, Tasks, Events, Opportunities. There's no batch mode.
• Orphaned records are silent. If you mismap a join or skip a table, records get dropped without warning. There's no validation step.
• Microsoft Access compatibility. The instructions reference Access 2003. Modern versions may handle the XML import differently, and Access isn't available on Mac.

Common failure modes when teams force Wealthbox data into flat CSVs:

• Losing household titles such as Head, Spouse, or Child
• Collapsing multiple emails, phones, or addresses into a single row
• Disconnecting notes, tasks, or comments from the right contact, household, or user
• Keeping custom-field values but losing the field label, type, or target object

Each of these follows directly from Wealthbox's documented household, contact, activity, and custom-field structures. This is the gap many point-and-click migration tools gloss over: extracting rows is easier than reconstructing Wealthbox's relationship graph.

If you're weighing whether to attempt this in-house, read our In-House vs. Outsourced Data Migration cost analysis.

How to Export Contacts to CSV from Wealthbox

If you only need a flat list of contacts — names, emails, phones, addresses, tags, and custom fields — the built-in CSV export is the fastest path.

From the Contacts page, you can choose to export all contacts into a CSV file or filter your contacts using the "Tags" or "Filter by" options to export a group of contacts. If you would like to export all contacts, you can simply click the "Export" option from the right panel.

For a filtered subset:

1. Click the box to the left of "Name" at the top of your list. This will select the current page by default, but you can choose to "select them all." Click "Bulk Actions" and then "Export to CSV."
2. You will receive an email notification when your export completes, or you can navigate to your "Export" page by clicking the three vertical dots in the upper right corner and selecting "Settings." From there, click "Export" within the "Workspace" section to find "Recent Exports."

The CSV contact export will include the Internal and External IDs along with all other available fields on a contact record. The Internal ID (column B of the CSV) is particularly useful when you need to relate notes or other activity history back to the correct contact during a migration. (help.wealthbox.com)

What the Contact CSV Does NOT Include

• Notes linked to contacts
• Tasks and their completion status
• Events and calendar entries
• Opportunities and pipeline data
• Workflow history
• Household relationships (you get the household name as a flat string, not the relational link between Head, Spouse, and dependents)

Use the contact CSV when you need directory-style data, mailing lists, or an ID crosswalk. Wealthbox reports only show addresses flagged as Mailing Address, and Website is not a reportable field — the full contact export is the workaround when you need all address types and website data. (help.wealthbox.com)

For anything deeper than contacts, you need the full backup or the API.

How to Export Reports from Wealthbox

Users with export rights granted to their profile can export reports to Excel or CSV format by clicking Export > XLSX or CSV from the reports results window.

Wealthbox Reports can be built for multiple object types: contacts, tasks, opportunities, or notes. You can construct a report that captures all tasks completed in the last quarter, for example, and export the results.

Report Export Limitations

• Report groupings and calculations will not export. Only the selected fields will display when report results are exported to CSV or XLSX format.
• The results screen only displays 10 columns at a time.
• Reports cannot be automated or scheduled.
• Address reporting only returns the address marked as Mailing Address.
• Website is not available as a report field.
• Synced emails from Wealthbox Mail cannot be exported from reports because Wealthbox does not store copies of those emails in the CRM.

If you do not see these export options and do not have "Exports" under settings, your user profile does not have export data rights. You will need to reach out to your Account Owner or an Account Admin to request the export permission.

Reports are useful for targeted, filtered extracts and operational cleanup, but they won't give you a full relational backup. Think of them as a supplement, not a replacement. If you're building your cutover checklist, our data migration checklist template is a good place to document which objects you're getting from reports versus backup files.

Enterprise Export Restrictions: When the Export Button Disappears

Wealthbox has taken an additional step to help Enterprise firms protect their data by giving the option to disable data exports. When this setting is activated, users will no longer see the option to export data from anywhere in Wealthbox.

This is an Enterprise-only feature. Admin Export Restrictions are listed as an Enterprise plan feature alongside Email Controls, File Storage Controls, and Integration Permissions.

What this means in practice:

• If your firm's admin has enabled this restriction, no user — regardless of their individual role — can export contacts, reports, or full backups from the UI.
• During user creation, admins can choose to grant or revoke the ability to export data. For users already created, admin privileges and export data access can be adjusted.
• If you're attempting to leave Wealthbox and the export option is missing, contact your Account Owner. This is a compliance feature, not a bug.

Wealthbox Export Limitations Most Teams Discover Too Late

Beyond the format problem, several export gaps catch teams off guard during migrations:

• Files and attachments have no bulk export. Wealthbox says there is no bulk download for files or task attachments — they must be retrieved individually from their associated records. (help.wealthbox.com)
• Synced emails are not stored in the CRM. There is no native email-history export from Wealthbox Mail. If your firm relies on email history tied to contacts, plan for this gap from day one.
• Workflow templates cannot be exported or imported between accounts. The API exposes read endpoints for workflow templates, but that is not the same as supported template portability. For migrations, assume workflow logic will need to be rebuilt in the destination.
• Recurring activities do not carry over with their repeating rules intact. Wealthbox's own migration guidance notes this limitation.
• Admin access does not equal full visibility. Admin status does not automatically grant visibility into all CRM records, because contact and activity access is governed by record visibility settings. A token from the wrong user can produce a technically successful but incomplete export. (help.wealthbox.com)

This is the part many "migrate from Wealthbox to Salesforce" projects underestimate. Downloading data is the easy part. Rebuilding files, workflow logic, recurring behavior, and missing email history is where the real scope shows up.

Preserving Financial Data Models: Households vs. Contacts

This is where most Wealthbox exports silently fail — not in the data they include, but in the relationships they drop.

Contacts in Wealthbox are your relationships with people, households, companies, or trusts. Information about your contact is stored in a "contact record page" and contacts can be organized via "contact types" or through "tagging."

Wealthbox's data model is built around four contact types:

• Person — individual clients, prospects, staff
• Household — a container that groups family members (Head, Spouse, Child, etc.)
• Organization — companies and firms
• Trust — can link the trust to related People (trustees, beneficiaries, advisors) and Households

Wealthbox allows you to link family members within a household. Each "person" needs to have a single contact record. Households require a "Household name" column and a "Household title" column with the relationship (Head, Spouse, Partner, Child, Grandchild, Parent, Grandparent, Sibling, or Other Dependent).

A household is not a replacement for person records. Household records exist to link family members and provide a consolidated activity stream. They do not carry the same person-level demographic fields, and addresses, emails, and phone numbers do not automatically roll up from person records to the household. Tags and custom fields do not aggregate between the two either.

Why Flat Exports Break This

When you export contacts to CSV, you get a row per contact. The household name appears as a text string. But the structural link — which Person is the Head of Household, which is the Spouse, which contact records share the same Household — is not represented as a relationship. It's flattened.

For a firm migrating to Salesforce or another CRM, this means:

• Household groupings must be manually reconstructed in the target system.
• Notes, tasks, and opportunities linked to a Household (not just a Person) need their linked_to references resolved to the correct target IDs.
• Every contact should have a Household record, even singles. Creating a Household for every contact ensures that all clients are included in household-level reports and mail merges. If you lose this structure during migration, your new CRM will have orphaned singles.

A small but important Wealthbox best practice: keep a single Head of Household when you need one-record-per-household reporting or mail-merge behavior. That title is not cosmetic — it affects how teams filter down to one record per household.

The full JSON/XML backup does contain these relationships (as nested objects and ID references), but extracting them requires code that understands Wealthbox's data model — not just a generic CSV parser.

For a deeper look at planning your field mapping before extraction, see our Data Migration Checklist Template.

Wealthbox API vs. Full Backup: Which Is Better for Migration?

Both the API and the full backup can give you a complete data set. The question is which approach fits your situation.

The Wealthbox REST API

The Wealthbox API consists of REST-based resource URLs which provide a predictable way to interact with Wealthbox over JSON or XML. It gives you powerful read/write access to your CRM account data.

Available endpoints cover the full data model: contacts, tasks, events, notes, opportunities, projects, comments, users, teams, tags, custom fields, contact roles, workflows, and workflow templates. (dev.wealthbox.com)

Authentication: Every request must be identified and authorized via an API access token (from your personal settings) or OAuth 2.0 authentication. API access must be enabled for the account and is not available on trial accounts.

Rate limits: All requests are subject to throttling. The throttling rate is one request/second over a five-minute sampling period, although the API will permit short bursts of activity above that threshold. Exceeding this returns a 429 Too Many Requests status code.

Pagination: Wealthbox uses a page-based system for listing items in bulk. This requires both per_page and a page parameter to be passed when retrieving paginated data. Default page size is 25.

Delta pulls: The API supports updated_since and updated_before filters on contacts, tasks, events, opportunities, projects, notes, comments, and workflows, making incremental extraction possible. (dev.wealthbox.com)

Example — fetching contacts with a date filter:

curl 'https://api.crmworkspace.com/v1/contacts?per_page=25&page=1&updated_since=2026-01-01' \
  -H 'ACCESS_TOKEN: your_token_here'

API vs. Full Backup: The Trade-offs

For a full CRM migration, the backup file is usually the better starting point. It avoids rate limit constraints entirely and gives you everything in one shot. The API is better for ongoing sync, targeted extractions, or situations where you need live data accuracy.

For firms with thousands of contacts and years of notes, the math is straightforward: at 1 request/second with 25 records per page, extracting 10,000 contacts alone takes ~7 minutes. Notes, tasks, and events each require their own pagination loops. A 50,000-record workspace could take hours to fully extract via API — and any pagination error means starting over or reconciling gaps.

A common engineering pattern: use the backup for the baseline migration, then use the API for deltas or post-migration QA.

To evaluate migration tools that can handle this extraction for you, see our Top CRM Migration Solutions.

Best Practices Before You Export

1. Audit your data first. Run reports on contacts with missing Household assignments, orphaned notes, and inactive users. Clean up before export, not after.
2. Confirm your export permissions. Check Settings > Users to verify your account has export rights enabled. If you're on Enterprise, confirm Admin Export Restrictions are not blocking you.
3. Choose JSON over XML if you have any scripting capability. JSON is easier to parse with modern tools than XML with its verbose tag structure.
4. Download both the full backup and the contacts CSV. The CSV gives you a quick reference and validation file. The full backup gives you the complete data set. Use one to verify the other.
5. Document your custom fields. Wealthbox custom fields have internal IDs that won't mean anything in your target CRM. Map them before migration, not during.
6. Coordinate timing with your team. Wealthbox schedules migrations to eliminate as much downtime as possible. Since they offer one migration, your users will need to stop entering data into the prior CRM at the time the backup is downloaded. The same principle applies when exporting: freeze data entry at export time to avoid drift.
7. Treat files, emails, workflows, and recurring activities as separate workstreams. None of these export cleanly with the standard backup or CSV methods.

Choosing the Right Export Path

The right approach depends on what you're trying to accomplish:

• Compliance backup / archive? → Full backup (JSON). Store it encrypted. You don't need to parse it unless you need to access it.
• Quick contact list for a mailing? → Contacts CSV export from the UI.
• Specific activity report? → Build a Wealthbox Report, export to XLSX.
• Full CRM migration? → Full backup + professional mapping, or API-based extraction with relationship resolution.
• Ongoing data sync to a warehouse? → API with pagination, delta filters, and error handling.

Whatever path you choose, don't underestimate the gap between "having a file" and "having usable, migration-ready data." The file is the easy part. The relationships are the hard part.

How ClonePartner Handles Wealthbox Data Extraction

We've migrated data out of Wealthbox for advisory firms ranging from solo practices to multi-office enterprises. Here's what we've learned:

We ingest the raw JSON/XML backup directly. Instead of asking clients to build Microsoft Access queries or write Python scripts, our team takes the full workspace backup and programmatically maps every object — Contacts (Person, Household, Organization, Trust), Notes, Tasks, Events, Opportunities, Projects, Workflows, and Custom Fields — into a normalized, migration-ready format.

We preserve relational integrity. The Household → Person → Notes/Tasks chain is maintained through our mapping engine. When the data lands in the target CRM, your Head of Household is still linked to their Spouse, and the meeting note from three years ago is still attached to the right contact.

We handle the permission edge cases. Enterprise Export Restrictions, visibility-scoped records, multi-workspace firms — we've seen all of it. We work with your admin team to ensure the export captures everything your compliance team needs.

This isn't about replacing your team. It's about removing the engineering burden of converting raw XML into a clean, validated data set that's ready for your new system — typically in days, not weeks.