Exports

Export expense data for accounting, reporting, and record-keeping.

Export Formats

Format	Best For
CSV	Importing into Excel, accounting software
PDF	Printing, sharing, archival

Exporting Expenses

1. Go to Expenses
2. Apply filters (date, category, status, employee)
3. Click Export
4. Choose format (CSV or PDF)
5. Download the file

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CSV Export Contents

The CSV includes:

Column	Description
ID	Unique expense identifier
Date	Transaction date
Employee	Who submitted
Merchant	Vendor name
Category	Expense type
Amount	Total amount
Currency	USD, EUR, etc.
Status	Draft, Submitted, Approved, Paid
Report	Report name (if in report)
GL Code	General ledger code (if set)
Cost Center	Department code (if set)
Notes	Employee notes
Approved By	Approver name
Approved Date	When approved
Paid Date	When reimbursed

Filtering Before Export

Export only what you need:

By Date Range

1. Click date filter
2. Select range (This Month, Last Quarter, Custom)
3. Export includes only expenses in that range

By Status

1. Click status filter
2. Select: Approved, Paid, All
3. Common: Export only "Paid" for accounting

By Category

1. Click category filter
2. Select specific categories
3. Useful for category-specific reports

By Employee

1. Click employee filter
2. Select one or more employees
3. Export their expenses only

GL Code Exports

For accounting system imports:

1. Ensure GL codes are set up (see Admin > GL Codes)
2. Export expenses with GL codes
3. CSV includes GL Code column
4. Import directly into QuickBooks, Xero, etc.

Typical GL Mapping

Category	GL Code
Fuel	6200
Meals	6100
Lodging	6300
Airfare	6400
Office Supplies	5100

Report Exports

Export entire expense reports:

1. Go to Reports
2. Open a report
3. Click Download
4. Choose PDF or CSV
5. Includes all expenses in the report

PDF Report Contents

• Report header (name, dates, employee)
• Expense table with all items
• Category breakdown
• Total amount
• Approval signatures
• Attached receipt thumbnails

Mileage Exports

Export mileage trips:

1. Go to Mileage
2. Apply date/vehicle filters
3. Click Export
4. Download CSV or PDF

Mileage CSV Columns

Column	Description
Date	Trip date
Origin	Start location
Destination	End location
Distance	Miles driven
Rate	Per-mile rate
Reimbursement	Calculated amount
Vehicle	Vehicle used
Category	Business, Medical, etc.

Scheduled Exports

Coming Soon

Automatic scheduled exports are planned for a future release. Currently, exports are manual.

Export for Tax Purposes

For annual tax reporting:

1. Set date range to tax year (Jan 1 - Dec 31)
2. Filter by status: Paid
3. Export to CSV
4. Save for your records

What to Keep

• All expense CSV exports
• Receipt images (stored in Expensed)
• Mileage logs
• Payout confirmations

Importing to Accounting Software

QuickBooks

1. Export CSV from Expensed
2. In QuickBooks, go to File > Import
3. Select the CSV
4. Map columns to QuickBooks fields
5. Import transactions

Xero

1. Export CSV from Expensed
2. In Xero, go to Business > Bills
3. Click Import
4. Upload CSV and map fields

Excel

1. Open Excel
2. Click File > Open
3. Select the CSV file
4. Data imports into spreadsheet
5. Create charts, pivots, etc.

Troubleshooting Exports

Export Button Disabled

• Check you have Finance or Admin role
• Verify there are expenses matching your filters
• Try refreshing the page

CSV Opens Incorrectly

• Open in Excel via File > Import instead of double-click
• Specify CSV delimiter (comma)
• Check for special characters in data

Missing Data

• Verify filters aren't too restrictive
• Check date range includes expected expenses
• Ensure you have access to those employees

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