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Export expenses, per diem and mileage allowance to payroll

Create a payroll file in Expense and import it into your payroll system, so that expenses, per diem and mileage allowance are paid out with the salary – without manual registration.

💼 How export to payroll works

Expense collects all approved reimbursements in a payroll file that you import into the payroll system. The file can contain:

  • 💰 Private expenses
  • 🚗 Mileage allowance
  • ✈️ Per diem
  • 🧾 Other reimbursements according to your setup, for example representation

👉 Applies to: administrators and payroll managers who pay out reimbursements through payroll. If you pay out through the bank instead, see Payment file to the bank – BGC, ISO 20022 and SUS.

✅ Before you start

  • ✅ The expense reports are approved for export and the approval flow is complete
  • 📋 The wage types are linked (see step 1)
  • 👤 The users have the right employee numbers
  • 📅 The period for the payroll run is decided

⚙️ Step 1 – Choose export format and check wage types

Done once at start-up and whenever something changes.

  1. Go to Accounting > Export to Salary.
  2. Choose the export format for your payroll system.
  3. Check that the wage types match the payroll system.
  4. Save.

✅ The reimbursements end up on the right wage type when imported.

📅 Step 2 – Start the export and enter the period

  1. Go to Accounting > Export to Salary.
  2. Enter the from and to dates.
  3. Enter the payment date.

⚠️ The dates must match the expense reports in List All – otherwise entries may be missing from the export.

🔍 Step 3 – Check the salary statement

Click Salary statement and check that:

  • ✅ All entries are included
  • 💰 The amounts are correct
  • 👥 The right people are included

📤 Step 4 – Export the file

Click Export.

✅ The payroll file is created and downloaded. Save a copy as documentation.

💼 Step 5 – Import into the payroll system

  1. Log in to the payroll system.
  2. Choose import of payroll file and upload the file.
  3. Check the result and complete the payroll run.

✅ The reimbursements are paid out with the salary.

🎥 Watch the walkthrough

 

⚠️ Common errors

  • 🚫 The export cannot be created: check that the payroll format is activated, that the expense reports are approved for export and that the wage types are linked.
  • 📁 The import fails in the payroll system: check the file format, the users' employee numbers and that the wage types match the payroll system.
  • 📅 Entries are missing: check that the date range matches the expense reports in List All.

💡 Tips for the best result

  • 📅 Export well ahead of each payroll run
  • 🔍 Check the salary statement every time
  • 🧪 Test the export format at start-up
  • 📋 Review the wage types regularly

❓ Frequently asked questions (FAQ)

What is included in the payroll export?
Expenses, mileage allowance and per diem, and other reimbursements depending on your setup.

Does the expense report have to be approved?
Yes, only expense reports that are fully authorized and approved for export are included.

Can I check before exporting?
Yes, through Salary statement.

What happens if the dates are wrong?
Entries may be missing from the export. Check the dates against List All.

Where do I set up the wage types?
Under Accounting > Accounts, on the Wage types tab. See Link wage types to your payroll system.

✅ Summary

  • ⚙️ Choose the export format and link the wage types once
  • 📅 Enter the right period and check the salary statement
  • 📤 Export and import the file into the payroll system
  • 💰 The reimbursements are paid out with the salary

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