Can I export my expenses in my own column layout instead of the fixed report format?

Yes. Alongside the fixed PDF and CSV report downloads, ExpenseBot can export your expenses in a column layout you choose, as a CSV.

Export in your format

1. In Review expenses, select expenses or filter the list, then click Export (or Export selected). With nothing selected, the export includes all matching pages.
2. For an existing report instead, open My Reports, then that report's Download → Export in your format. This exports only that report's expense rows.
3. Tick the columns you want. They are grouped into core details, receipt-currency amounts, home-currency amounts, invoice details, and references.
4. To use different header names or a different order, choose Customize column names & order.
5. In the customize view, choose Add column below the current columns when you need another field. Select Values from, edit the column name if needed, and confirm the mapping. You can also move or remove columns there.
6. Optionally use Sort rows by to order the rows by a field such as tag or category. This changes row order; it does not add totals or grouped sections.
7. Check the live preview, then click Download CSV. The file contains the full scoped set shown by the count, not just the previewed rows.

Use a sample column layout

Open Use a sample column layout to upload a CSV, TSV, TXT, or XLSX file up to 4 MB, or paste the sample's header row. ExpenseBot keeps the same headers and order.

Exact names for fields offered in the builder are matched automatically. Internal bookkeeping fields such as Receipt ID, Report status, and QuickBooks-specific row metadata are not offered in new layouts. Any other header is highlighted until you choose the correct expense field and click Confirm. You can also keep a column intentionally blank. ExpenseBot does not guess ambiguous mappings.

For a screenshot or PDF template, paste its header names into the same section. The sample content is read for the layout and is not saved.

Save and reuse a format

Choose Save format, enter a format name, and save it. On a later visit, select it under Saved formats and choose Download saved. ExpenseBot reuses the columns and sorting with the current report or expense selection. Saved formats do not save or replace that selection. You can edit or delete a saved format.

The modal shows the scope and row count before download. Report exports read the report spreadsheet (the approved copy when locked); Review Expenses exports read the selected or filtered ledger rows. Split allocations in a report remain separate rows. Exporting a CSV does not create a report, mark expenses submitted, or change report status. If the selection changes, refresh Review Expenses and select again. Any expense you have omitted in Review Expenses is left out of the export, the same as it is for the accounting push.

Receipt currency and home currency

The default layout includes both Total (receipt currency) and Total (home currency) with their currency codes. The receipt-currency value preserves the amount shown by the vendor. The home-currency value is ExpenseBot's converted reporting amount, so expenses in different currencies can be compared or totaled consistently.

You can also include receipt- and home-currency subtotal, tax, and tip columns; the exchange rate; detailed tax fields; PO number; due date; notes; city; import method; source account or file; and a link to the receipt. ExpenseBot exports the stored values from the selected source. It does not perform a new conversion during download. If a foreign-currency row has no converted value, its home-currency amount stays blank instead of being mislabeled.

A sample header named only Amount, Currency, Subtotal, Tax, or Tip is intentionally left for you to confirm because it does not say which currency the destination expects.

CSV versus receipt ZIP

Export in your format creates a custom CSV for the scope you opened. To download the source receipt files for one generated report, use that report's separate Download → ZIP (Receipts) option. The ZIP follows the generated report's exact receipt set and includes an index CSV. These remain separate because a report may contain a different set of expenses than the full active ledger.

How this differs from the accounting export

Use Export in your format when you need a plain CSV in a specific column layout — for example a layout your accountant or a spreadsheet expects. To send a report directly into QuickBooks, Xero, Wave, FreeAgent or Zoho Books, or to produce an accounting-platform import file, use the report's Accounting section instead (see the accounting export help).

Valid dates export as YYYY-MM-DD; invalid calendar dates stay blank. Amounts use the standard decimal precision for the currency named by that column.