Payhawk enables you to export expense data for settled transactions upon request in various file formats.
Available on-demand exports
You can export your company expense and payment data in the following formats:
Excel
CSV with document images
CSV without document images
If enabled for your company, you can use accounting templates for exporting the required data. The accounting templates allow you to export data in Excel and CSV formats that can be customized for the needs of your company and the ERP system (accounting software) you are using by a Payhawk administrator.
If the Carbon emissions tracking has also been enabled for your company, you can also export a carbon emissions report.
Specifics
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.
Included data in Excel and CSV exports
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 have been created in Payhawk 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 account transfers that you have received.
Exporting custom fields and values in Excel and CSV
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.
Included data in accounting template exports
Out of the box, the on-demand Excel- and CSV-based export with custom accounting templates includes the following data:
Expenses - Include all expenses that are paid either from your Payhawk account or the external ERP system or accounting software.
Payments - Include all card and bank transfer payments that were executed through your Payhawk account.
Deposits - Include all incoming bank transfers to your Payhawk account.
Generating on-demand exports
To generate an expense report on demand in Payhawk:
Log in to the Payhawk web portal.
Go to the Export app and click on the Export button.
In the dialog that opens and from the Period drop-down list, either select a predefined period or choose the Custom period option to define a specific date range.
Select the type of report you want to export:
To export the data in Excel, select the Excel option.
To export the data in CSV without document images, select the CSV option.
To export the data in CSV with document images, select the CSV with document images option.
To export an account statement in PDF, select the Account template option.
To export an account statement in an MT940 format, select the MT 940 option.
To export the data in a custom format, select from the available accounting templates.
To export a carbon emissions report, select the Carbon emissions report option.
Click on the Export [number] expenses button to generate the report.
