Export, backup and Splitwise import in the guide

src/content/docs/account.mdx

@@ -1,6 +1,6 @@
 ---
 title: Your account
-description: Change your profile, language, theme, time zone and currency, save your payment methods, change your email and password, turn on two-step sign in, subscribe to your calendar feed, manage the people you blocked, sign out, or delete your account.
+description: Change your profile, language, theme, time zone and currency, save your payment methods, change your email and password, turn on two-step sign in, subscribe to your calendar feed, manage the people you blocked, export your data, sign out, or delete your account.
 ---
 
 import { Steps } from '@astrojs/starlight/components'
@@ -209,6 +209,44 @@ Unblocking does not make you friends again. Add them back with your [friend link
 
 To block someone, open their page from **Friends** while they are still your friend. See [Block someone](/friends/#block-someone).
 
+## Export your data
+
+Everything you put in Potluck is yours. **Your data** on **Me** has three downloads. Each one is made fresh when you tap it, and Potluck says where the file went.
+
+### Download a backup
+
+Under **Backup**, tap **Download a backup**. You get one JSON file with:
+
+- your profile: name, sign-in email, photo link, time zone, default currency and language,
+- your own [payment methods](#payment-methods), and nobody else's,
+- your friends list,
+- every group you are in, archived ones and your [one-on-one tabs](/friends/#split-something-with-one-friend) too, with its members and roles,
+- every expense, with who paid, each share, line items and comments,
+- every payment, with its comments,
+- repeating expenses,
+- plans, with RSVPs, availability and comments,
+- the names of everyone the file mentions, including [people not on Potluck yet](/groups/#people-not-on-potluck-yet) and people who left.
+
+Deleted expenses and payments are in it too, marked as deleted, since you can still restore them. Deleted comments are not. Receipt photos are not in the file, only a note of where each one is stored. For what is left out and how to keep the file safe, see [What your backup contains](/privacy-and-security/#what-your-backup-contains).
+
+The backup is for keeping. The [import screen](/groups/settings/#import-expenses) reads spreadsheets, not backups.
+
+### Every group as a spreadsheet
+
+Under **Every group as a spreadsheet**, tap **Export everything**. You get one CSV file with every group you are in, your one-on-one tabs included, one after another. It uses the same layout as a [group's spreadsheet](/groups/#download-a-groups-expenses): every expense and payment, who paid, each person's share and balance, and a **Balance** row closing each group and one-on-one tab.
+
+### What you share with one person
+
+Under **What you share with one person**, pick a friend and tap **Export**. You get every expense and payment between the two of you, from your one-on-one tab and every group you share.
+
+This file keeps only your columns and theirs. Everyone else is still named in **Paid by**, so each row makes sense. Instead of balance columns, it has **Between you and** their name: what each row did between you two. Positive means they owe you. The total for each group, and for your one-on-one tab, is what the two of you owe each other there.
+
+This file leaves the others out, so it cannot be imported into a group. Export the whole group for that.
+
+:::tip[Moving from Splitwise?]
+Open the Potluck group the expenses belong in, then **Settings**, **Import**. See [Import expenses](/groups/settings/#import-expenses).
+:::
+
 ## Sign out
 
 Tap **Sign out** at the bottom of **Me**. You are signed out on this device only. To sign out on all of them, see [Sign out everywhere](#sign-out-everywhere).

src/content/docs/faq.mdx

@@ -53,7 +53,11 @@ Yes. Tap **Undo** right after deleting, or open the expense later and tap **Rest
 
 ## Can I export my data?
 
-Each group's **Expenses** tab has an **Export CSV** button that downloads every expense in the group. See [Groups](/groups/#download-a-groups-expenses).
+Yes. Each group's **Expenses** tab has an **Export CSV** button that downloads every expense and payment in the group, with the balances. See [Download a group's expenses](/groups/#download-a-groups-expenses). On **Me**, **Your data** has a full backup, every group in one spreadsheet, and what you share with one friend. See [Export your data](/account/#export-your-data).
+
+## Can I bring my expenses over from Splitwise?
+
+Yes. Export the group from Splitwise as a spreadsheet, then open the matching Potluck group and go to **Settings**, **Import**. See [Import expenses](/groups/settings/#import-expenses).
 
 ## Does Potluck work offline?
 

src/content/docs/groups/index.mdx

@@ -60,7 +60,7 @@ The tabs underneath:
 | **Totals** | What the group spent and your share, by month and category, plus **Recently deleted**. See [Totals and charts](/expenses/search-and-totals/#totals-and-charts). |
 | **Plans** | The group's open polls and what is on the calendar. See [Plans](/plans/). |
 | **Members** | Everyone in the group, their role and their balance. See [Roles](/groups/roles/). |
-| **Settings** | Name, emoji, color, currency, house rules, default split, archive, leave and delete. See [Group settings](/groups/settings/). |
+| **Settings** | Name, emoji, color, currency, house rules, default split, export and import, archive, leave and delete. See [Group settings](/groups/settings/). |
 
 On a phone the tabs scroll sideways, so swipe left to reach **Members** and **Settings**.
 
@@ -163,7 +163,31 @@ Removing a seat closes its claim link, and nothing more is sent to its email. Ex
 
 ## Download a group's expenses
 
-On the **Expenses** tab, tap the download button next to the search field (**Export CSV**). You get a spreadsheet with the date, description, category, who paid, the amount and currency, the exchange rate, the amount in the group currency, notes, and each person's share. When several people paid, **Paid by** lists each of them with what they paid. Refunds show as negative amounts and shares.
+On the **Expenses** tab, tap the download button next to the search field (**Export CSV**). The **Export** button in [Group settings](/groups/settings/#spreadsheets) gives you the same file.
+
+You get a spreadsheet with every expense and payment in the group, one per row. Column names follow the language you use Potluck in.
+
+| Column | What it holds |
+| --- | --- |
+| **Date** | The expense day. For a payment, its **Paid on** day, in your time zone. |
+| **Group**, **Type** | The group name, and **Expense**, **Refund**, **Payment** or **Balance**. |
+| **Description**, **Category** | As entered. A payment reads like "Ava paid Ben". |
+| **Amount**, **Currency**, **Rate** | What was entered, and the exchange rate into the group currency. |
+| **Group currency**, **Amount in group currency** | The amount converted with that rate. |
+| **Paid by** | One name, or each payer with what they paid, like "Ava 60.00; Ben 30.00". |
+| _Name_ **paid**, _Name_ **share** | For each person, what they paid and their share, in the row's currency. |
+| _Name_ **balance** | What the row did to that person, in the group currency. Positive means they are owed. |
+| **Notes**, **Items** | Notes, and for [by-item](/expenses/splits/#by-item) bills each item with who had it. |
+
+Refunds are negative in amount, paid and share. A payment is "paid" by whoever paid and is the "share" of whoever got it.
+
+The last row of the group is the **Balance** row. Each person's balance column adds up to their balance, and the Balance row shows that total. It matches the [Balances](/balances/) tab to the cent.
+
+You can bring this file back into a group with [Import expenses](/groups/settings/#import-expenses). For every group at once, or just what you share with one friend, see [Export your data](/account/#export-your-data).
+
+:::note[Good to know]
+Text that would start a spreadsheet formula, like a description beginning with `=`, gets an apostrophe in front, so opening the file never runs anything.
+:::
 
 ## Archived groups
 

src/content/docs/groups/roles.mdx

@@ -34,6 +34,7 @@ Every group has exactly one **Owner**, any number of **Admins**, and everyone el
 | Change roles and remove people | yes | regular members only | no |
 | Change group settings, archive the group | yes | yes | no |
 | Change the group's default split | yes | yes | yes |
+| [Export and import](/groups/settings/#spreadsheets) the group's spreadsheet | yes | yes | yes |
 | Transfer ownership, delete the group | yes | no | no |
 
 In the app's own words: the owner "runs the place", admins "can edit settings, manage members, and fix anyone's expenses", and members "add expenses, vote on plans, and settle up".

src/content/docs/groups/settings.mdx

@@ -1,11 +1,12 @@
 ---
 title: Group settings
-description: Rename a group, change its look, set the house rules and the default split, and archive, leave or delete it.
+description: Rename a group, change its look, set the house rules and the default split, export it, import expenses from Splitwise or a Potluck spreadsheet, and archive, leave or delete it.
 ---
 
+import { Steps } from '@astrojs/starlight/components'
 import Screenshot from '~/components/Screenshot.astro'
 
-Open a group and tap the **Settings** tab (swipe the tabs left on a phone). Owners and admins can change everything here. Members see the same page read-only, with the note **Only owners and admins can change these.** The one exception is the [default split](#default-split), which anyone in the group can change.
+Open a group and tap the **Settings** tab (swipe the tabs left on a phone). Owners and admins can change everything here. Members see the same page read-only, with the note **Only owners and admins can change these.** The exceptions are the [default split](#default-split) and [Spreadsheets](#spreadsheets), which anyone in the group can use.
 
 <Screenshot
   name="group-settings"
@@ -39,6 +40,113 @@ To go back, tap **Back to equal** in the same sheet. New expenses then split equ
 
 The default split applies to this group only, and it never changes expenses that are already saved. You can also save one straight from an expense. See [Default split](/expenses/splits/#default-split).
 
+## Spreadsheets
+
+Anyone in the group can use this part, not just owners and admins.
+
+- **Export** downloads the group as a spreadsheet, the same file as the button on the **Expenses** tab. See [Download a group's expenses](/groups/#download-a-groups-expenses).
+- **Import** opens [Import expenses](#import-expenses).
+
+## Import expenses
+
+Bring a group over from Splitwise, or load a Potluck spreadsheet back in. Nothing is saved until you tap **Import**.
+
+<Steps>
+
+1. Open the group the expenses belong in, then **Settings**.
+2. Under **Spreadsheets**, tap **Import**.
+3. Choose the file, or drop it on the page.
+4. Match the names in the file to people in the group.
+5. Sort out any exchange rates, and check **What gets imported**.
+6. Tap **Import**.
+
+</Steps>
+
+When it is done, Potluck says how many rows went in and takes you back to the group. The group's activity gets one line for the whole import, and nobody gets a ping for every row.
+
+An archived group cannot take an import. [Unarchive it](#archive-a-group) first.
+
+### Export from Splitwise
+
+On splitwise.com, open the group and choose **Export as spreadsheet**. Save the file somewhere you can find it. Splitwise exports in any language work.
+
+Splitwise only says what each row did to each person, not who paid what. Potluck works it out from those numbers:
+
+- With **one payer**, or **two payers and an equal split between everyone**, the expense comes back exactly as it was.
+- With anything else, every person's balance still comes out exactly right, but how the bill was split between the payers may look different.
+- Rows with a negative cost come in as [refunds](/expenses/#refunds). Rows with the category Payment come in as payments.
+- Categories are matched to Potluck's, like **Dining out** to **Food**. Anything without a match becomes **Other**.
+- Rows that move no money stay out, and the preview counts them.
+
+Items, receipts and comments do not come over from Splitwise.
+
+The **Total balance** lines at the bottom of the file are used as a check. The preview says **Adds up to the total balance in the file** when everything matches. If it does not, someone may have edited the file.
+
+### Pick the file
+
+Tap **Choose a CSV file**. Potluck reads two kinds:
+
+- **A Splitwise export.**
+- **A Potluck spreadsheet**, from the **Export** button on any group, or **Export everything** on **Me**. Rows come back with their payers and shares, refunds as refunds and payments as payments. Line items do not come back as items, but stay readable in the file's **Items** column.
+
+If the file has several groups (like **Export everything**), pick one under **Which group from the file**. Import the others into their own groups. A one-on-one tab in the file shows up there too and can go into a regular group, but a one-on-one tab cannot take an import.
+
+A file of [what you share with one person](/account/#what-you-share-with-one-person) cannot be imported, because it leaves everyone else out. Export the whole group instead.
+
+Picked the wrong one? Tap **Choose another file**.
+
+### Who is who
+
+Under **Who is who**, Potluck matches each name in the file to someone in the group, guessing by name. Check each one and change it if it is wrong.
+
+- **Two names can be the same person.** Maybe someone shows up as "Sam" in one place and "Sam Lee" in another. Pick the same member for both.
+- **People not on Potluck yet.** Anyone [added by name](/groups/#people-not-on-potluck-yet) shows in the list as their name and **(not on Potluck yet)**. Their rows come in like anyone's, and are theirs once they take their seat. Add them to the group before you import, so they are there to pick.
+- **Leaving someone out.** Pick **Leave out their rows**. Every row with them in it stays out, and the preview counts those rows.
+- **Someone who left.** They show as their name and **(left the group)**. Nothing may change the balance of someone who left, so rows with them cannot come in. Leave their rows out, or invite them back first.
+
+Payments follow the same rules as [recording one](/balances/settle-up/). A member can bring in payments they made or got. Only owners and admins can bring in a payment between two other people. If the file has those, leave one of the two people out, or ask an admin to import the file.
+
+### Exchange rates
+
+Rows in another currency than the group's need an exchange rate. Potluck uses the rate it has for each row's day, just as for an expense you add yourself. See [Where the rates come from](/expenses/currencies/#where-the-rates-come-from).
+
+**When Potluck has no rate for those days**
+: Under **Exchange rates**, it says which currency and which days. Type the rate in the box, like **Rate: 1 EUR in USD**, and tap **Use this rate** or press Enter. A comma works as the decimal mark. Or tick **Leave these rows out**. Balances in the preview show once every row has a rate or is left out.
+
+**When a rate you type looks far off**
+: If it is less than a fifth or more than five times the rate Potluck has nearest those days, Potluck shows both and asks you to check it. The same goes when Potluck has no rate to compare it with. If it is right, tick **This rate is right**.
+
+**When Potluck has no rates for a currency at all**
+: You cannot type one in. Leave those rows out, or import the file into a group that uses that currency.
+
+**The file's own rates**
+: A Potluck spreadsheet imported into a group with the same currency keeps the **Rate** each row was exported with, so the balances come back exactly, even if Potluck's stored rates changed since. The screen says how many rows keep their rate, and how many differ from the rate Potluck has for that day. If one of the file's rates is far off, confirm it with **This rate is right**, as above.
+
+Every row in the preview is converted with the rate it will be saved with, so **Balances after the import** is exactly what the group will show.
+
+### Rows already in the group
+
+Potluck points out anything that might come in twice. It never refuses it on its own.
+
+- **The same file.** If this file went into the group before, it says so, like **This file already went into Trip 2 days ago**.
+- **Matching rows.** An expense with the same day, amount, currency and description, or a payment with the same **Paid on** day, amount, currency and people, counts as already there. Tick **Leave those rows out** to skip them.
+
+### Dates from a spreadsheet
+
+Dates can be written as 2026-03-01, or the way a spreadsheet saves them, like 3/1/26 or 01/03/2026. Potluck works out from the file whether the month or the day comes first, and says which, like **Dates read as month/day/year**. When the file could be read either way, tap **Read them as day/month/year** (or the other way round) to switch.
+
+A payment's date becomes its **Paid on** day.
+
+### Big files
+
+One import takes up to 5,000 rows. A longer file, up to 50,000 rows, goes in as several imports of 5,000, one after another. The screen says so before you start, and shows how far along it is while it runs.
+
+### All or nothing
+
+Each import of up to 5,000 rows is all or nothing. If one row has a problem, none of that part is saved, and Potluck names the row, like **Row 12: ...**. Fix it, or leave it out, and import again.
+
+In a file that goes in as several parts, the parts before the failed one stay in. Potluck says how many rows went in, updates the balances, and ticks **Leave those rows out** for you, so importing again does not bring those rows in twice.
+
 ## The exit
 
 ### Archive a group