Export expenses to PDF or Excel

Quick export

Open Export to use Quick Export for a CSV or Excel file in the selected date range. Guests and people without report-generation access, such as viewers, see this screen. People with report-generation access see Reports with template-based generation instead. Narrow the date range if it exceeds the displayed export limit.

Generating a report

When you have report-generation access, open Reports, choose a period, then choose a template. The selected template determines whether you get a PDF, Excel workbook, CSV, or evidence ZIP.

If you can manage workspace settings, choose the default template in Settings, Expenses, Approvals & reports, Report templates.

After generation starts, Previous Reports opens so you can follow the report's status.

Previous Reports

Reports > Previous Reports lists your generated reports with each report's name, template, date, and status. Choose Download to save a finished report.

When signed in, open More actions (⋯) and choose Delivery details to review where a report was sent, or to send one that is not yet sent.

The details view lists where the report went: your workflow, such as SAP Concur, and the download link emailed to you. Each shows its status, when it was sent, and the action you can take, such as Send again. Expand History to see each attempt's time, method, and result. Choose Download to save a finished report without leaving the details view.

After a link is sent, details shows Emailed to and Expires. More actions (⋯) includes “Email me a download link” for finished reports and “Delete report.” Deleting asks you to confirm before the report is removed from your history.

Emailing reports

With report-generation access, open Reports and choose a period and template. When signed in, select Email me a download link to email a 24-hour link to yourself. With an active email connector, select Email report to connector to send an attachment to its configured address. Choose Generate Report after selecting the options. Expenses that still need approval must be approved before sending to the connector.

Downloading a report saves a copy for you. It does not submit expenses or email it to the configured app. After review is a saved preference; it does not create reports or add expenses to them. Create and send reports manually.

The Email me a download link option sends you a link that expires after 24 hours. It goes to your account email.

A workspace admin sets the App email address under Settings, Expenses, Approvals & reports, Send to another app. Separately, when Send to another app is set up with an App email address, you can turn on Email report to connector to send the finished file as an attachment to that address. Any addresses saved under Also send copies to get a blind copy. The two options are independent.

Choose Email me a download link while generating a report, or from More actions (⋯) on a finished report. In Delivery details, choose Send a new link to email another link; the button shows progress while it sends.

A complete report can be sent when it is ready. A draft report, which contains expenses that still need approval, is never emailed to the workflow. Approve the expenses first, then generate a new report.

If the report is partial, review the listed omissions before confirming the send. For a previous workflow send, choose Send again in Delivery details and review the inline warning. The earlier email may already have been delivered.

The status in Delivery details shows whether Mari Yangu's email provider accepted it; this does not confirm that the receiving system imported the file.

Sending a report does not change expense status, so those expenses remain eligible for another report or individual submission. Check previously emailed indicators before sending again to reduce duplicate imports.

If an attachment is too large or an email fails, the report remains available to download. A retry repeats the same delivery; use Send again only when you intend a new send because the earlier message may already have been delivered.

What can be exported

Generated reports include only Ready or Approved expenses within your authorized scope. Needs Review, Submitted, Rejected, and Sent records are excluded. If approval is required, included Ready expenses make the report a draft that cannot be emailed to the workflow. Quick Export is a separate spreadsheet export, not this generated-report eligibility rule.