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Exporting expenses and payments on demand
Exporting expenses and payments 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 for settled transactions upon request in various file formats.


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:

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 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.

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.

  3. 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.

  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.

Viewing the export status of expenses and payments

You can view the export status of an expense and its payment in the Export section of the expense:

  1. Go to Expenses.

  2. Select the desired expense by clicking on it.

  3. Click on its Export section to view the export details such as export status, latest export date, and expense or payment ID.

    To view additional export details, such as the ERP (accounting) system to which the data has been exported, external expense and payment ID, and hyperlinks to the exported payments and related fees, hover over the ? (question mark) icon of the expense. For more information, see the section about the export statuses of expenses and payments.

Exporting expense data with accounting templates

If the accounting export templates have been enabled for your company account by a Payhawk administrator, you'll also be able to export accounting data in the same way you generate the other on-demand exports.

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