Schedule Exports

Emburse Spend’s Scheduled Exports allows organizations that use ERPs not yet integrated with Spend to export data more efficiently and without user intervention, enabling easier accounting reconciliation.

Scheduled exports automatically deliver export files by email. You can send a single scheduled export to multiple email recipients, ensuring all relevant administrators or stakeholders receive the data at the same time.

SFTP-based scheduled exports are only available for Emburse Spend's paid tiers; they are excluded for the base-level subscription.

Create a Custom Export Template

You will need to create a custom export template before you can schedule exports. See How to Create a Custom Export Template with Export Builder for complete details.

Set the Schedule & Delivery Method

Once you have created a custom export template, you may schedule it for export.

  1. Go to GearCompany Settings and select Export.

    Exports page in Company Settings with Exports selected in the left navigation and a custom template listed under All Templates.

  2. Find the desired template in the Exports list, select the More actionsMore Actions button, and select Schedule Export.
Only one template may be scheduled, as indicated by the clock icon. The Schedule Export feature will be disabled for all other templates.
More Actions menu for a custom export template showing options to Edit, Delete, or Schedule Export.
  1. On the Schedule Exports screen, choose the parameters for the schedule.

Schedule Exports dialog showing frequency, start date, file type, transaction and reimbursable filters, delivery options for Email or SFTP, and the Schedule Export button.

Setting

Description
Frequency Choose how often the system automatically runs this export (e.g., Weekly, Monthly).
Start Date Select the date when the scheduled export should first run.
File Type Choose the file format for the export: CSV, Pipe Delimited, or Semicolon Delimited.
Transaction Status Filters Determine which transactions to include based on status.
└ Occurred Contains Needs Review, Need Manager Review, Pending Submission, Denied, and Completed transactions
└ Were Submitted for Approval Contains Needs Review, Needs Manager Review, and Completed transactions
└ Were Fully Approved Contains only Completed transactions
└ None Select to exclude corporate card transactions entirely.
Transaction Date Range Choose the date range for included transactions (Previous 7 Days; Previous Month; Most Recent Statement Cycle).
Default Category for Unsubmitted Transactions Displays the automatically assigned category for eligible unsubmitted transactions. This field remains blank if a transaction was not auto-categorized.
Reimbursable Expense Status Select which reimbursable expenses to include.
└ Were Submitted for Approval Contains Needs Review, Needs Manager Review, and Completed expenses
└ Were Fully Approved Contains only Completed expenses
└ Do Not Export Reimbursable Expenses Select to exclude reimbursable expenses entirely.
Reimbursable Date Range Choose the date range for reimbursable expenses (Previous 7 Days; Previous Month; Most Recent Statement Cycle).
  1. In the Choose where exports will be sent section at the bottom of the screen, select the desired delivery method for exports—email, SFTP, or both.
You can enter multiple email addresses for a single scheduled export. Separate each email address with a comma. The export is delivered to all listed recipients at the same time.
  1. Select SCHEDULE EXPORT.

Watch: Schedule Exports Overview

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