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Create a custom export format

With a custom export format, you decide the file type, columns and structure of the export file yourselves, so that accounting data from Expense fits your ERP or finance system.

📊 What is a custom export format?

If the standard formats are not enough, you can build your own. You control:

  • 📄 File type – CSV, tab-separated, Excel, text with semicolons or XML
  • 📋 Which columns and fields are exported
  • 📐 The file's structure, headings and decimal separator
  • 🔢 Credit and VAT rows

👉 Applies to: administrators responsible for the export to accounting.

🎯 When does a custom export format fit?

  • 🏢 The finance system requires a specific file format
  • 🔗 The standard formats lack information you need
  • ⚙️ You want to control exactly which fields are exported
  • 📄 You have your own integration requirements

⚙️ Step 1 – Activate the feature

Custom export format is activated by Expense. Contact Expense Support and ask to have the feature activated.

✅ When the feature is activated, the tab is under Administrate > Settings > Custom export format.

📄 Step 2 – Create the format and choose the file type

  1. Go to Administrate > Settings > Custom export format.
  2. Click New format.
  3. Fill in the basic settings and choose the export type:
    • Comma Separated File (CSV)
    • Tab Separated File
    • Excel
    • Text with Semicolon
    • XML
  4. Click Save.

✅ Choose the file type that your receiving system can import.

🛠️ Step 3 – Adjust the advanced settings

On the Advanced tab, you control how the file is built, for example:

  • 📋 Column headings
  • 🔢 Point or comma as decimal separator
  • ⚙️ The file's structure and other file-specific settings

📋 Step 4 – Add columns

  1. Open the Columns tab.
  2. Click Add column.
  3. Choose which field the column should contain.
  4. Click Save.

Repeat for each column. You can add as many columns as you like, change the order and delete a column with the red minus icon.

👉 Which fields are available and what they mean is described in Glossary for custom export formats.

🔢 Step 5 – Choose row type for credit and VAT

To the left of each column there are two checkboxes:

Checkbox What it does
Left Generates a credit row
Right Generates a VAT row

👉 You decide which columns are used on credit and VAT rows.

✅ Step 6 – Choose the format for export

  1. Click Save when the format is ready.
  2. Go to Administrate > Settings > Import & Export.
  3. Choose your new format in the list of export formats.
  4. Click Save.

✅ The format is now used when you export expense reports to accounting.

🧪 Test before you go live

  1. Do a test export with a few expense reports.
  2. Import the file into the finance system, or let the system supplier check it.
  3. Check the credit and VAT rows in particular.
  4. Adjust columns and settings if needed.

💡 Tips for the best result

  • 📝 Get the finance system's import requirements before you start
  • 📋 Document which columns are used and why
  • 💾 Save regularly while you build the format
  • 🤝 Book a walkthrough with Expense for more complex needs

❓ Frequently asked questions (FAQ)

Can we create several export formats?
Yes, for example one for each system or use.

Is there a limit on the number of columns?
No, you can add as many columns as you need.

Can we change the format afterwards?
Yes, all settings and columns can be changed afterwards.

Does the feature have to be activated first?
Yes, Expense activates the feature before the tab shows.

Do I need technical knowledge?
It helps to know the finance system's import format. For more complex needs, you can book a walkthrough.

✅ Summary

  • ⚙️ Expense activates the feature
  • 📄 Choose the file type and adjust the file's structure
  • 📋 Add columns and control credit and VAT rows
  • 🔗 Choose the format under Import & Export and test before you go live

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