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Introduction

Exporting expense reports lets you download report data for your accounting software, for your own records, or for sharing with external stakeholders. Smartbills supports multiple export formats, each suited to a different use case.

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Export a Single Report

1

Open the Report

Navigate to My Expense Reports in the sidebar and click on the report you want to export. You can export reports in any status (Draft, Submitted, Approved, Reimbursed).
2

Click Export

Click the Export button in the top-right corner of the report detail page.
3

Choose Your Format

Select the export format that matches your needs:
  • PDF: A formatted document that includes all expense details and receipt images. Ideal for records, audits, and sharing with approvers or external parties.
  • CSV: A comma-separated values file containing expense data in tabular format. Best for importing into accounting software like QuickBooks, Xero, or Sage.
  • Excel: A formatted spreadsheet with column headers, data types, and totals. Useful for further analysis or custom reporting.
4

Download the File

The file is generated and downloaded to your computer. Depending on the format, the file includes:

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Export from the Reports List

You can also export directly from the reports list view without opening a specific report:
  1. Navigate to My Expense Reports
  2. Find the report you want to export in the list
  3. Click the three-dot menu (actions menu) on the right side of the report row
  4. Select Export and choose your format

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Export Format Details

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PDF Export

The PDF export produces a complete document that includes:
  • Report title, business purpose, and date range
  • Employee name and submission date
  • A table of all expenses with amounts, categories, and dates
  • Attached receipt images appended as pages
  • Report totals and currency breakdown
This format is ideal for archiving, audit trails, and sharing with stakeholders who do not use Smartbills.

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CSV Export

The CSV file contains one row per expense with the following columns: CSV files can be imported directly into most accounting and ERP systems.

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Excel Export

The Excel export contains the same data as the CSV but includes:
  • Formatted column headers
  • Proper data types (dates, currency)
  • A totals row at the bottom
  • Separate sheets for summary and line items (when applicable)

Expense Reports Overview

Understand the full report lifecycle

Submit a Report

Submit your report for approval

Manage Expenses

Export company-wide expenses from the inbox

Vault

Learn about automatic archiving of approved reports