Expensify saves your data as long as you have an Expensify account, but the ‘Generate PDF’ option and exporting reports as a CSV offer added value. Both functions allow you to save, print, and back up your reports. A PDF allows you to send your reports to others via email or to save them locally for auditing. Exporting as a CSV gives you the ability to export your reports to your accounting system.
Save as a PDF
Only reports with at least one expense can be saved as a PDF. In doing so, all of the expenses, any attached receipts and all reports notes will be assembled in to a PDF file which can be sent to anyone or stored locally as a back up.
To export any report to a PDF:
- Open the report you want to save
- Click the PDF icon along the right top corner of the report
- We will prompt you to save the PDF somewhere on your computer.
You can change the layout format of your report by clicking the wheel cog in the upper right corner of the report. There are two different format options available for organizing your report. Single Table will display the expenses and categories in one table. Breakdown By Group will sort the expenses into different tables by category or tag. This is useful if you have a lot of categories or tags that are taking up too much room in a Single Table display.
Also, you have an option to check the “Include Full Page Images in PDF” box if you would like to have larger receipt images attached to the exported PDF. Just above the receipt image thumbnails at the bottom of a report you will see the check box for this option.
As a spreadsheet or CSV file
Spreadsheets or CSV files are useful for moving large chunks of expenses out of Expensify. If you need to pick and choose just a handful of your expenses to export, you can trigger the export from the Expenses page. If you need to export entire reports, you can trigger the export from the Reports page. To learn more about this, visit our reports export page.