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Standard expenses export formats

Learn about which export format is most suitable from each summary and examples of how these export formats look when exported.

J
Written by Jack
Updated this week

There are several export formats available on ExpenseIn as standard - you'll find these in the Account Setup section of the Admin area (under the Export Formats subheading).

Before adding any additional export formats to your account, you'll have seven standard export formats available:

  • Basic Export

  • Card Statement Status Report

  • Detailed PDF Report

  • Mileage PDF Report

  • Summary PDF Report

  • User Expenses PDF Report

  • User Summary

Note:

  • If any of the standard export formats are not displaying in your Export Formats area, you can click the New Export Format button to locate and add the format; the only exception is the Basic Export.

  • Irish accounts will also have access to an ERR JSON export format to support Enhanced Revenue Reporting (ERR) as set by Ireland Revenue. For more guidance in configuring your Irish account for ERR, please refer to this Help Article.

Basic Export

The basic export format will detail the: Expense number, submission number, user's first name, user's surname, user's reference, department, category and category reference, expense description, expense date, submission date, VAT amount, net amount and gross amount.

Here you'll find a link to our example file for the basic export format.

Card Statement Status Report

The card statement status report is a CSV file highlighting company card expenses and their current status. The report will show you the expense status (E.g. Draft or Approved), the expense, submission, approved, reconciled and completed date along with the user's full name and Statement Identifier.

Here you'll find a link to our example file for the card statement status report format.

Detailed PDF Report

The detailed PDF report will initially provide you with a cost breakdown (E.g. Gross amount, VAT amount, net amount) summary of your categories, departments, projects and users. The report will then provide you a detailed account of each expense.

Here you'll find a link to our example file for the detailed PDF report format.

Mileage PDF Report

The mileage PDF report will initially provide you with a summary of total business miles for departments and users, before then presenting a detailed account of each mileage expense - including any policy issues associated with the expense.

Here you'll find a link to our example file for the mileage PDF report format.

Summary PDF Report

The summary PDF report will provide you with some great illustrative insights into how your categories, departments, purchase methods and expense types are split. You'll find out which users have incurred the highest expense amounts and those who travelled the furthest. The summary PDF report also gives a fantastic insight into what policy rules have been present for your users' expenses.

Here you'll find a link to our example file for the summary PDF report format.

User Expenses PDF Report

The user expenses PDF report will initially provide you with a cost breakdown (E.g. Gross amount, VAT amount, net amount) of your users' expenses. The report will then break down each user's expenses, detailing aspects of each expense and providing insight into the categories used.

Here you'll find a link to our example file for the user expenses PDF report format.

User Summary

The user summary export format is a very basic overview of your users' expenses. You'll be provided with your users' first and last names, any user references on the system as well as the total amount of the expenses for the date range you've exported.

Here you'll find a link to our example file for the user summary format.

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