Export Your Expense Data

Need to share expense reports with your accountant or back up your records? Officaid lets you export data from all four tabs in the Expenses module as Excel files, and download receipt attachments in bulk. Whether you're preparing for tax time, running an audit, or simply keeping offline copies, exporting is straightforward.

What You Can Download

Each tab in Finance → Expenses has a Download button with different options depending on the data available:

• Expenses tab – Download an Excel list of all expenses, or download all receipt attachments in bulk
• Payables tab – Download an Excel list of all payables, or download all uploaded bill attachments in bulk
• Vendors tab – Download an Excel list of all vendors with their spending totals
• Categories tab – Download an Excel list of all categories with their spending totals

Filtering Before You Download

Before exporting, apply filters to narrow down exactly what you need. The export will only include records that match your current filter settings.

Available filters vary by tab but typically include:

• Year – View and export data from a specific year
• Custom date range – Set specific start and end dates
• Status – For payables, filter by All, Overdue, Due, or Paid

This is especially useful when you need to export data for a specific period, like a financial quarter or tax year, rather than downloading everything at once.

Downloading from the Expenses Tab

The Expenses tab lets you export both transaction data and receipt attachments.

1. 1 Navigate to Finance → Expenses (you'll land on the Expenses tab by default).
2. 2 Use the date filter to select the period you want to export.
3. 3 Click the Download button in the top right corner.
4. 4 Select your download option:

• Excel – Downloads a spreadsheet containing all expense details
• Receipts – Downloads all receipt attachments as files

What's included in the Excel export:

• Date of the expense
• Vendor/Payee name
• Category
• Payment account used
• Amount and currency
• Tax information (if applicable)
• Remarks

The Receipts option downloads all attached receipt files in bulk. If you have many receipts, this may take a moment to prepare.

Downloading from the Payables Tab

The Payables tab lets you export both payable data and uploaded bill attachments.

1. 1 Navigate to Finance → Expenses and open the Payables tab.
2. 2 Apply any filters for date range or status (All, Overdue, Due, or Paid).
3. 3 Click the Download button in the top right corner.
4. 4 Select your download option:

• Excel – Downloads a spreadsheet containing all payable details
• Payables – Downloads all uploaded bill attachments as files

What's included in the Excel export:

• Date the payable was created
• Due date
• Current status (Due, Overdue, or Paid)
• Vendor/Payee name
• Bill number (if entered)
• Category
• Amount and currency
• Tax information (if applicable)

Downloading from Vendors and Categories

Both the Vendors and Categories tabs offer Excel downloads only (no attachments to download).

1. 1 Navigate to Finance → Expenses and open the Vendors or Categories tab.
2. 2 Adjust the date filter if you want totals for a specific period.
3. 3 Click the Download button and select Excel.

What's included in the Vendors export:

• Vendor name
• Total amount spent with this vendor (for the filtered period)

What's included in the Categories export:

• Category name
• Category type (System or Custom)
• Total amount spent in this category (for the filtered period)

Downloading Individual Attachments

If you only need one receipt or bill rather than a bulk download, you can download attachments individually.

For Expenses:

In the Expenses list, look for the link icon in the Receipt column. Click it to download that expense's receipt attachment directly. Alternatively, open the expense to view the receipt in the preview panel, then use the download icon.

For Payables:

Click on any payable to open its details page. If a bill is attached, it will appear in the PDF viewer panel. Click the download icon in the viewer toolbar to save the file to your device.

Common Export Scenarios

Here are some common situations where exporting expense data is useful:

• End-of-year accounting – Export all expenses for the year to share with your accountant or bookkeeper.
• Tax preparation – Download expenses with receipts to support deductions on your tax return.
• Expense audits – Bulk download receipts and payable documents for audit documentation.
• Vendor analysis – Export the vendors list to review spending patterns and identify opportunities to negotiate better rates.
• Budget review – Export categories to analyse spending by type and compare against budgets.
• Backup – Periodically download your expense data and receipts as offline backups.

Frequently Asked Questions

What's Next?

Now that you know how to export your expense data, explore these related guides:

• How to Record an Expense – Add expenses with receipt attachments
• Creating a Payable – Track bills and upload supporting documents
• Managing Expense Categories – Organise your spending by category for better exports