> ## Documentation Index
> Fetch the complete documentation index at: https://docs.smartbills.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Export a Report

> Export expense reports as CSV or PDF for accounting

## 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.

## Export a Single Report

<Steps>
  <Step title="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).
  </Step>

  <Step title="Click Export">
    Click the **Export** button in the top-right corner of the report detail page.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Download the File">
    The file is generated and downloaded to your computer. Depending on the format, the file includes:

    | Format    | Includes                                                                               |
    | --------- | -------------------------------------------------------------------------------------- |
    | **PDF**   | Report summary, expense table, and receipt images                                      |
    | **CSV**   | Expense rows with columns for date, merchant, amount, category, department, and status |
    | **Excel** | Same data as CSV with formatting, headers, and a totals row                            |
  </Step>
</Steps>

## 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

## Export Format Details

### 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.

### CSV Export

The CSV file contains one row per expense with the following columns:

| Column      | Description               |
| ----------- | ------------------------- |
| Date        | Transaction date          |
| Merchant    | Vendor name               |
| Amount      | Expense total             |
| Tax         | Tax amount                |
| Currency    | Transaction currency      |
| Category    | Expense category          |
| Department  | Assigned department       |
| Description | Notes or business purpose |
| Status      | Expense status            |

CSV files can be imported directly into most accounting and ERP systems.

### 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)

## Related Guides

<CardGroup cols={2}>
  <Card title="Expense Reports Overview" icon="file-invoice" href="/guides/web-app/reports/overview">
    Understand the full report lifecycle
  </Card>

  <Card title="Submit a Report" icon="paper-plane" href="/guides/web-app/reports/submit-report">
    Submit your report for approval
  </Card>

  <Card title="Manage Expenses" icon="list-check" href="/guides/web-app/business-expenses/manage-expenses">
    Export company-wide expenses from the inbox
  </Card>

  <Card title="Vault" icon="box-archive" href="/guides/concepts/vault">
    Learn about automatic archiving of approved reports
  </Card>
</CardGroup>