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1 | 1 | --- |
2 | | -title: Search and Download Expenses |
3 | | -description: Learn how to find expenses in New Expensify and export them as a CSV or PDF. |
4 | | -keywords: [New Expensify, search expenses, download expenses, export CSV, export PDF, download report, download receipt] |
| 2 | +title: Export Expenses and Reports |
| 3 | +description: Learn how to export your expenses and reports in CSV or PDF format using default or custom templates in New Expensify. |
| 4 | +keywords: [New Expensify, export expenses, export reports, CSV export, PDF export, download reports, accounting integration, report templates] |
5 | 5 | --- |
| 6 | + |
6 | 7 | <div id="new-expensify" markdown="1"> |
7 | 8 |
|
8 | | -You can quickly find and download your expenses in New Expensify—either as a spreadsheet-ready CSV or a printable PDF. |
| 9 | +Expensify offers flexible options to search and export expenses and reports in various formats. You can export them directly to an accounting integration, as a CSV, or as a PDF—right from the web or mobile app. |
9 | 10 |
|
10 | | ---- |
| 11 | +# Export Options |
11 | 12 |
|
12 | | -# Search for Expenses |
| 13 | +- **Accounting integration**: Export directly to your connected accounting software. |
| 14 | +- **CSV export**: Choose a default or custom template. |
| 15 | +- **PDF export**: Download full reports, including receipts and notes. |
13 | 16 |
|
14 | | -Use filters to quickly locate the expenses you need. |
| 17 | +> **Note:** You can export from both the web and mobile apps. |
15 | 18 |
|
16 | | -1. Click **Reports** in the left-hand menu |
17 | | -2. Select **Expenses** |
18 | | -3. Use **Filters** to search for expenses by: |
19 | | - - Credit card |
20 | | - - Category or tag |
21 | | - - Date range |
22 | | - - Keyword |
23 | | - - Expense amount |
24 | | - - And more |
25 | | -4. Click **View results** to display the list of expenses matching your search parameters |
| 19 | +# Export as CSV |
26 | 20 |
|
27 | | ---- |
| 21 | +## Web |
28 | 22 |
|
29 | | -# Download Expenses as a CSV |
30 | | - |
31 | | -Once you’ve filtered the list: |
32 | | - |
33 | | -1. Select the checkbox beside each expense, or choose to **select all** above the expense list. |
34 | | -2. Click **Selected > Download**. |
35 | | -3. A CSV file will automatically download to your device (prefixed with “Expensify”). |
36 | | -4. Open it in your spreadsheet tool. |
37 | | - |
38 | | -**Included in the CSV:** |
39 | | -- Date |
40 | | -- Merchant |
41 | | -- Description |
42 | | -- From |
43 | | -- To |
44 | | -- Category + GL code |
45 | | -- Tag + GL code |
46 | | -- Tax + Tax code |
47 | | -- Amount |
48 | | -- Currency |
49 | | -- Type (e.g., cash, card, distance) |
50 | | -- Receipt URL |
| 23 | +1. In the left-hand menu, select **Reports > Expense Reports**. |
| 24 | +2. Check the box next to the expenses or reports you want to export, or use the top checkbox to select all. |
| 25 | +3. Click **Selected** at the top. |
| 26 | +4. Select **Export** from the dropdown. |
| 27 | +5. Choose one of the following templates: |
| 28 | + - **Basic Export** – Simplified, essential fields (date, amount, merchant, category, receipt URL). |
| 29 | + - **All Data – Expense Level Export** – One row per expense with full data. |
| 30 | + - **All Data – Report Level Export** – One row per report with summary data. |
| 31 | + - **Custom Templates** – Any template created by you or your Workspace Admin (if available). |
51 | 32 |
|
52 | | ---- |
| 33 | +You’ll receive a message from **Concierge** with the exported file. |
53 | 34 |
|
54 | | -# Download a Report (PDF or CSV) |
| 35 | +> **Note:** Report-level templates only appear if you select full reports (i.e., all expenses in the report). |
55 | 36 |
|
56 | | -1. In the left-hand menu, select **Reports** |
57 | | -2. On the **Reports** tab, click the report you want to download |
58 | | -3. In the upper-right corner, click **More** |
59 | | -4. Choose either: |
60 | | - - **Download as PDF** to generate a printable version |
61 | | - - **Download as CSV** to get a spreadsheet version of the report |
| 37 | +## Mobile |
62 | 38 |
|
63 | | -**Note:** You can only download one report at a time. |
| 39 | +1. In the left-hand menu, select **Reports > Expense Reports**. |
| 40 | +2. Tap the three-line icon in the top-right corner. |
| 41 | +3. Choose between **Reports** or **Expenses**. |
| 42 | +4. Check the box next to the items you want to export, or use the top checkbox to select all. |
| 43 | +5. Tap **Selected**, then choose **Export**. |
| 44 | +6. Choose a default or custom export template as described above. |
64 | 45 |
|
65 | | ---- |
| 46 | +You’ll receive the export in a Concierge message. |
| 47 | + |
| 48 | +> **Note:** Report-level templates only appear when full reports are selected. |
| 49 | +
|
| 50 | +# Export as PDF |
| 51 | + |
| 52 | +1. Open the individual report you want to export. |
| 53 | +2. Click **More** in the top-right corner. |
| 54 | +3. Select **Download as PDF**. |
| 55 | + |
| 56 | +The PDF will include: |
| 57 | +- All expenses |
| 58 | +- Attached receipts |
| 59 | +- Report notes |
66 | 60 |
|
67 | 61 | # FAQ |
68 | 62 |
|
| 63 | +## Can I export one line per report? |
| 64 | + |
| 65 | +Yes, use the **All Data – Report Level Export** template. All other templates will export one line per expense. |
| 66 | + |
69 | 67 | ## Can I export in PDF or XLS format? |
70 | 68 |
|
71 | | -You can export: |
72 | | -- CSV for raw expense data |
73 | | -- PDF for full reports |
| 69 | +- **CSV/XLS** – Available for raw expense data. |
| 70 | +- **PDF** – Available for full reports only. |
| 71 | + |
| 72 | +## Can I download individual expenses as a PDF? |
| 73 | + |
| 74 | +No, PDF export is only available for full reports. |
| 75 | + |
| 76 | +## Can I customize the columns in the CSV export? |
| 77 | + |
| 78 | +No, the columns follow a fixed template. |
| 79 | + |
| 80 | +## How do I export to an accounting integration? |
| 81 | + |
| 82 | +Ensure your workspace is connected to a supported accounting platform. [Click here](https://docs.expensify.com) for connection instructions. |
| 83 | + |
| 84 | +## How do I receive my export? |
| 85 | + |
| 86 | +- **Basic Export**: Downloads immediately to your device. |
| 87 | +- **All other templates**: Concierge will send the export file to you via direct message. |
| 88 | + |
| 89 | +## Can I export expenses or reports in bulk? |
74 | 90 |
|
75 | | -XLS format is not supported. |
| 91 | +- **CSV export**: Yes, select multiple or all items. |
| 92 | +- **PDF export**: Must be downloaded one at a time. |
76 | 93 |
|
77 | | -## Is it possible to download individual expenses as a PDF? |
| 94 | +## Why do I see a 404 error when clicking a receipt URL? |
78 | 95 |
|
79 | | -No, you can only download a PDF of full reports. |
| 96 | +Make sure you're logged into your Expensify account in the same browser when clicking the receipt link. |
80 | 97 |
|
81 | | -## Can I customize the columns in the CSV file? |
| 98 | +## The data looks wrong in Excel. How can I fix it? |
82 | 99 |
|
83 | | -No, the CSV download uses a fixed template and cannot be customized. |
| 100 | +- Long IDs may appear in scientific notation. To avoid this: |
| 101 | + 1. Open Excel and go to **File > Import**. |
| 102 | + 2. Select your CSV and follow the prompts. |
| 103 | + 3. Format the report/transaction ID column as **Text**. |
84 | 104 |
|
85 | | -## Can I select expenses or reports in bulk? |
| 105 | +## Why do the numbers look incorrect in the export? |
86 | 106 |
|
87 | | -Yes! Use **Select multiple** or **Select all** to choose multiple expenses for CSV export. |
88 | | -PDFs must be downloaded one at a time. |
| 107 | +Switch your spreadsheet program's formatting to **Plain Text** or **Number format** to prevent scientific notation (e.g., `1.79e+308`). |
89 | 108 |
|
90 | | -## Why do I see a 404 error when clicking the receipt URL in the CSV? |
| 109 | +## Why are leading zeros missing in my export? |
91 | 110 |
|
92 | | -Make sure you're logged into your Expensify account in the same browser. Receipt links only work when you're signed in. |
| 111 | +Excel may remove them automatically. To prevent this: |
| 112 | +1. Open Excel and go to **File > Import**. |
| 113 | +2. Select your CSV. |
| 114 | +3. Set columns with leading zeros to **Text format**. |
93 | 115 |
|
94 | 116 | </div> |
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