Downloading and Exporting Expense Data

Export your expenses, payables, vendors, and categories from Officaid as Excel files or download attachments in bulk.

Export Your Data in Seconds

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.

Did you know? You can export data from any page in Officaid using the Download button wherever it appears.

What You Can Download

Each tab in Finance → Expenses has a Download button with different options:

Expenses tab lets you download an Excel list of all expenses, plus all receipt attachments in bulk
Payables tab lets you download an Excel list of all payables, plus all uploaded bills in bulk
Vendors tab lets you download an Excel list of all vendors
Categories tab lets you download an Excel list of all categories

Downloading from the Expenses Tab

1 Go to Finance → Expenses
2 Use the date filter to select the period you want to export
3 Click the Download button in the top right corner
4 Select Excel to download a spreadsheet of all expenses, or Receipts to download all receipt attachments

The Excel file includes details like date, vendor, category, account, and amount for each expense. The Receipts option downloads all attached receipt files in bulk.

Want to create an expense? See Recording an Expense.

Filter your list before downloading to export only the data you need. The export will reflect whatever filters you have applied.

Downloading from the Payables Tab

1 Go to Finance → Expenses → Payables
2 Apply any filters for date range or status (All, Overdue, Due, or Paid)
3 Click the Download button
4 Select Excel to download a spreadsheet of all payables, or Payables to download all uploaded bill attachments

The Excel file includes due date, status, vendor, category, amount, and currency for each payable.

Want to create a payable? See Creating a Payable.

Downloading from Vendors and Categories

Both the Vendors and Categories tabs offer Excel downloads only.

1 Go to Finance → Expenses → Vendors or Finance → Expenses → Categories
2 Adjust the date filter if needed
3 Click the Download button and select Excel

The Vendors export shows each vendor name and their total amount. The Categories export shows each category name, type (System or Custom), and total amount.

Need to add vendors or categories? See Managing Vendors and Managing Expense Categories.

Downloading Individual Attachments

You can also download attachments one at a time without using the bulk download option.

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.

For Payables:

Click on any payable to open its Payable Details page. If a bill is attached, you can view it in the PDF viewer and click the download button to save it.

Frequently Asked Questions

What file format are the exports?

All data exports are in Excel (.xlsx) format. Receipt and bill attachments download in their original format (usually PDF, JPG, or PNG).

Can I export data for a specific date range?

Yes. Use the year filter or select Custom to specify a date range before clicking Download. The export will only include records within that period.

Can I download attachments for a single expense or payable?

Yes. Click the link icon in the Receipt column (for expenses) or Attachment column (for payables) to download that file directly. For payables, you can also open the Payable Details page and use the download button in the PDF viewer.

What's Next?

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

Recording an Expense - Add expenses with receipt attachments
Creating a Payable - Track bills and upload supporting documents
Managing Expense Categories - Organize your spending by category

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