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Exporting expense data on demand
Exporting expense data on demand

Export card, cash, and bank payment transactions from Payhawk to the ERP system.

Nikolay Pohlupkov avatar
Written by Nikolay Pohlupkov
Updated over a week ago

Payhawk enables you to export expense data upon request in your preferred format to the ERP system you are using.


The expense data reports allow you to get the exact data you need and to slice and dice it as you wish so that you are always on top of your numbers.


  • All on-demand reports are downloaded directly in the browser.

  • At the time of file download, you will also receive an email with a download link, which for security reasons is only valid for 12 hours.

Supported formats for on-demand expense reports

For expense data reporting, Payhawk supports the following formats:

MT940 is a specific SWIFT message type used by the SWIFT network to send and receive end-of-day bank account statements and can also be used to import statements into treasury systems.

The MT940 report reflects all payments and deposits.

Included data in on-demand expense reports

The on-demand expense reports in Excel and CSV include the following data:

  • Balance statement - The balance of all your Payhawk accounts with their relevant end and reserved balances.

  • Payments - All expenses that have been paid through Payhawk. The exported data is ordered by the date of settlement, transaction ID, transaction description, paid amount, supplier name and VAT number, document date, document number, tax and the total amount, and so on.

  • Unpaid expenses - The expenses that are in the Payhawk portal for the selected period, for example, supplier name and VAT number, document date, document number, tax and total amount, payment reference, payment source, and so on.

  • External payments - All expenses that have been marked as paid but through an external system, for example, supplier name and VAT number, document date, document number, tax and total amount, and so on.

  • Deposits - All incoming wallet transfers that you have received.

Excel and CSV export of custom expense fields and values

For simplicity, when exporting your data in Excel and CSV, Payhawk automatically removes the columns containing empty custom field values assuming you won't be needing them.

For example, assume you create a Project custom field and use it in 10 expenses. Then, you create a new custom field called NEWProject and delete the old custom field Project.

When you make an export in CSV or XLSX formats:

  • The downloaded file will display any values (if any) that were selected from both custom fields on the expenses.

  • If the selection of the expenses does not contain any values from the Project custom field, then the columns will be automatically removed during the download.

Generating on-demand expense reports

To generate an expense report on demand in Payhawk:

  1. Log in to the Payhawk web portal.

  2. Go to the Export app and click on the Export button. As a result, the On-demand export dialog appears.

  3. In the dialog and from the Period drop-down list, either select a predefined period or choose the Custom period option to define a specific date range.

  4. Select the format in which you want to generate your expense report by clicking on the respective field, for example, Excel. As a result, the Export button becomes active and displays the number of expenses which will be included in the Excel report.

  5. Click on the Export [number] expenses button to download the report to your computer.

    Also, you'll receive an email from Payhawk with an access link to the report, which will be valid for the following twelve hours.

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