Export Your Expense Data (CSV and PDF)

Export your transaction data from Emburse Spend using CSV or PDF export options. Admins can export information about company-wide transactions, managers can export information about their own transactions and the transactions of individuals they manage, and members can export information about their own expenses.

You can also create a custom export template if you would like to customize which columns are included in your CSV exports.

Export Expense Data

Use this process to export expense data from Emburse Spend. Admins can export company-wide data, managers can export their own data and data for people they manage, and members can export their own data.

Start on the Correct Screen

• Corporate Card Expenses: Select Transactions on your Personal sidebar or Card Transactions on your Manager or Admin sidebar.
• Reimbursable Expenses: Select Reimbursements on your Personal, Manager, or Admin sidebar.

Review Available Tabs

• Corporate card tabs: Needs Review, Needs Manager Review, Pending Submission, Denied, Completed
• Reimbursement tabs: Needs Review, Needs Manager Review, Denied, Completed

Use filters to focus on a specific subset of expenses. You can also save filter criteria and reuse it for recurring exports. See Available Advanced Filters for Expenses and Transactions for details.

Export Steps

1. Select EXPORT.

   

   If you do not want to export all expenses that match your filter criteria, select the checkboxes next to the individual expenses you want to export, and then select Export.

   

2. Select your export template. If you have custom export templates configured, select one of your templates or the Default CSV export option.

3. Select your export purpose:

   • General export - Standard export without accounting tracking
   • Export for accounting system integration - Marks expenses as exported in your system and enables batch tracking options

   The Export for accounting system integration and batch tracking options display only if your account uses Manual Accounting Connection, and only for expenses in the Completed tab. If you select any other tab, this option is disabled.

4. Select the export format: CSV, Pipe Delimited, Semicolon Delimited, or PDF.

   PDF and CSV formats have a limit of 2,500 items per export. Export larger datasets in smaller batches.

5. Configure your export options:
   • If you selected Export for accounting system integration, check Apply automatically generated batch ID to assign a unique batch ID for accounting reconciliation. If your account includes an option to batch both Transactions and Reimbursements for the same user, select that option to include both expense types in one batch ID. This option displays only when Export for accounting system integration is selected.
   • Check Export Disabled Expense Tags to include disabled expense tags.
6. Select Export.

The system sends an email when the export is complete.

View Exported Expense Status

If you export expenses with the Export for accounting system integration option selected, use the Accounting Export Status and Batch ID columns on the Transactions and Reimbursements screens to track export state and batch assignments:

Show Accounting Export Status and Batch ID Columns

You only need to do this setup one time. After you enable the columns, they continue to display on the Completed tab.

1. On the Transactions or Reimbursements screen, select the Completed tab.

2. Select MANAGE COLUMNS.

   

3. For Accounting Export Status and Batch ID, select the visibility icon.

   

4. Select SAVE.

Accounting Export Status Values

Use the following definitions to understand the values in the Accounting Export Status column:

• Exported via Scheduled Export – Scheduled export included the expense
• Exported via Manual Export – Manual export included the expense for accounting purposes
• Blank – Expense has not been manually exported for accounting purposes
• Unexported – You previously exported the expense manually for accounting purposes, then marked it as unexported

Batch ID Column

The Batch ID column displays the unique identifier assigned to each expense when you export with Apply automatically generated batch ID enabled. Batch IDs group related expenses exported together for accounting reconciliation.

The column remains blank until an expense is exported with batch tracking enabled. When batch tracking is enabled during export, the batch ID displays in the Batch ID column on the Completed tab and in the CSV export file.

Mark Expenses as Unexported

If your account uses Manual Accounting Connection and you need to re-export expenses or correct a batch assignment, you can mark expenses as unexported to restore them to an available state:

1. On the Transactions or Reimbursements screen, select the checkbox next to one or more exported expenses that you want to mark as unexported.

2. Select the MARK AS UNEXPORTED button at the top of the list.

   

3. In the confirmation dialog, check Clear export batch ID if you need to remove the batch association from the expenses.

   

4. Select CONFIRM. The selected expenses return to their previous status and can be re-exported with different settings.

Modify Batch IDs

For accounts using Manual Accounting Connection, the system assigns batch IDs when you export with the batch ID option enabled. To change a batch ID, first mark the expenses as unexported, then re-export them. The system generates a new batch ID during the new export run.

1. On the Transactions or Reimbursements screen, select the checkbox next to expenses with the batch ID you want to change.
2. Select the MARK AS UNEXPORTED button.
3. In the confirmation dialog, check Clear export batch ID to remove the existing batch association.
4. Select CONFIRM.
5. Re-export the same expenses using the export process. The system automatically assigns a new batch ID during this export run.
6. Verify the new batch ID in the Batch ID column on the Transactions or Reimbursements screen and in the CSV export.