Covered in this article:
- Saving and Exporting Overview
- Save a Report as a PDF
- Export to your Accounting Package
- Export Reports to a Spreadsheet or CSV file
- Default export formats
- Identifying flat file exports
Saving and Exporting Overview
Expensify saves your data as long as you have an Expensify account, but the ‘Generate PDF’ option and exporting reports as a CSV offer added value. Both functions allow you to save, print, and back up your reports.
A PDF will allow you to send your reports to others via email or to save them locally for auditing.
Exporting as a CSV gives you the ability to export your reports to your accounting system or to review and sort your data further, outside of Expensify.
Save a Report as a PDF
Only reports with at least one expense can be saved as a PDF. In doing so, all of the expenses, any attached receipts, and all reports notes will be assembled in to a PDF file which can be sent to anyone or stored locally as a back up. You cannot download multiple reports to a PDF at once; this action must be performed for each report.
To export any report to a PDF:
- Open the report you want to save
- Click the PDF icon along the right top corner of the report
- We will prompt you to save the PDF somewhere on your computer.
You can change the layout format of your report by clicking the wheel cog in the upper right corner of the report. There are two different format options available for organizing your report.
- Single Table will display the expenses and categories in one table.
- Breakdown By Group will sort the expenses into different tables by category or tag. This is useful if you have a lot of categories or tags that are taking up too much room in a Single Table display.
Also, you have an option to check the "Include Full Page Images in PDF" box if you would like to have larger receipt images attached to the exported PDF. Just above the receipt image thumbnails at the bottom of a report you will see the check box for this option.
Please note that large reports with a very large number of expenses may cause the PDF download to fail. In this case, you may want to uncheck the box for full page receipt images prior to exporting, or try breaking the report into smaller reports.
Export to your Accounting Package
If your accounting software has been directly integrated with Expensify, you will be able to export directly from the Reports tab (if you are a group policy admin). Visit the specific help page for your accounting package to learn more detail on how to get this set up.
To export reports, select the reports you'd like to export, click "Export To", and then choose your accounting system. For example, this is how you would export to FinancialForce:
Export Reports to a Spreadsheet or CSV file
Spreadsheets or CSV files are useful for moving your data out of Expensify, whether for your accounting package or to further review and organize data.
If you need to pick and choose just a handful of your expenses to export, you can trigger the export from the Expenses page.
If you need to export entire reports, you can trigger the export from the Reports page. To do this, select the reports you'd like to export, click "Export To", and then choose the default CSV, or you can choose to create your own CSV export template.
Need to create a template to export? To learn more about how to create a template to export, visit our reports export page.
Default export formats
All Policy Admins have access to the following emailed exports:
- Basic Export - A simple breakdown of your expense reports
- Tag Export - Expense reports grouped by Tag
- Category Export - Expense reports grouped by Category
- Detailed Export - A dense but very detailed export displaying all of the expense and report level info you could ever wish for.
- Report Level Export - Simple export of only report level data
- Multiple Tax Export - A BST/GST export we've made available to everybody, everywhere, by default.
Identifying flat file exports
There are two main types of Custom Export Template. The first are Export Templates you can edit. The second are Export Templates you cannot (but the folks here at Expensify might be able to).
Export Templates you can edit
These will always be in either a CSV* or XLS (Excel) format:
And they will always be shown with the corresponding logo's beside them:
- Export Formats created from Your Account > Preferences > CSV Export Formats will only be available to you and nobody else on your Policy or Domain.
- Export Formats created from Settings > Policies > [Company Policy Name] > Export Formats will be available to all users on the Policylisted in the Settings > Policies > [Company Policy Name] > People > Policy Members table.
There is no way to "share" from one to the other though. For this, you would have to manually recreate one template in the other location.
Export templates you cannot edit:
These are always templates created by Expensify. Any template which either:
- Is referenced by a Logo (Sage, Dynamics, Oracle, SAP etc)
- Is referenced by a document with a green arrow
These cannot be edited or shared by you (although every user has access to these standard templates) and can add all Policy Admins can add an Indirect Accounting template (those with the logos) from their Settings > Policies > [Group Policy Name] > Connections > Accounting Integrations settings and clicking Connect beside the template they'd like:
Note: If you have other templates besides the default that Expensify has created for you - these will also show the document with a green arrow as their icon. If you require these to be shared with users, please email firstname.lastname@example.org. These cannot be shared with more than 5 people as maintaining them takes a lot of resources!