How to export expenses?
Klippa provides you with different types of exports that you can use. We support exports in XLSX, CSV, PDF, UBL and XML (not available by default, please contact your account manager).
Tip: Read this article on how to create an export template.
Tip: Read this article on how to set up an automatic export.
Note: If you have made a booking and you want to export booking data, this export booking data, this can only be done via the Bookkeeping Integration. This is a separate module and you can recognize it by the menu item “Bookkeeping Integration”. Read this article on how to export booking data.
Make sure you are logged in to the Klippa Web App.
In the left menu, navigate to Manage expenses. In the "to do" list you see an overview of approved expenses that are ready to be exported.
Tip: Do you also see expenses that should not be exported yet? Use the Filters button at the top right and filter on the status "Approved". Your overview will then only contain approved expenses.
Tip: Check the "Last export date" column so that you can see whether the expense has already been exported. You do this by clicking on the gear at the top right of the table and turning on the column.
You can then select the approved expenses in bulk, after which the "Actions" menu will expand. In the expanded menu you will find the option to export.
If you click on Export, a new screen opens where you can select the desired file format, choose a template or decide for yourself which columns you want to export.
Tip: Save the layout of your export as a template, so you don't have to do it again next time. You do this by turning on the Save as new template option. You can also enable the option Save column settings, then you do not create a template, but the settings will remain the same for the next time you export.
Tip: Use the column “Document URL” so that you quickly navigate to the document in Klippa.
Tip: Share the export by e-mail with yourself or someone else by entering one or more e-mail addresses in the Share with field.
Then click on Export at the bottom of the screen.
To immediately download the exported file, click on the link that appears next.
Tip: If you do not make use a direct integration with your accounting or ERP system, it can be useful to set the exported expenses' status to "Processed" so that the receipts disappear from your "todo" overview.
Note: Depending on how busy the server is and the size of your export, it can sometimes happen that an export takes a little longer than you are used to from us. We always try to have your export ready as soon as possible and we will share this with you by e-mail.
Tip: Read this article on how to create an export template.
Tip: Read this article on how to set up an automatic export.
Note: If you have made a booking and you want to export booking data, this export booking data, this can only be done via the Bookkeeping Integration. This is a separate module and you can recognize it by the menu item “Bookkeeping Integration”. Read this article on how to export booking data.
Make sure you are logged in to the Klippa Web App.
In the left menu, navigate to Manage expenses. In the "to do" list you see an overview of approved expenses that are ready to be exported.
Tip: Do you also see expenses that should not be exported yet? Use the Filters button at the top right and filter on the status "Approved". Your overview will then only contain approved expenses.
Tip: Check the "Last export date" column so that you can see whether the expense has already been exported. You do this by clicking on the gear at the top right of the table and turning on the column.
You can then select the approved expenses in bulk, after which the "Actions" menu will expand. In the expanded menu you will find the option to export.
If you click on Export, a new screen opens where you can select the desired file format, choose a template or decide for yourself which columns you want to export.
Tip: Save the layout of your export as a template, so you don't have to do it again next time. You do this by turning on the Save as new template option. You can also enable the option Save column settings, then you do not create a template, but the settings will remain the same for the next time you export.
Tip: Use the column “Document URL” so that you quickly navigate to the document in Klippa.
Tip: Share the export by e-mail with yourself or someone else by entering one or more e-mail addresses in the Share with field.
Then click on Export at the bottom of the screen.
To immediately download the exported file, click on the link that appears next.
Tip: If you do not make use a direct integration with your accounting or ERP system, it can be useful to set the exported expenses' status to "Processed" so that the receipts disappear from your "todo" overview.
Note: Depending on how busy the server is and the size of your export, it can sometimes happen that an export takes a little longer than you are used to from us. We always try to have your export ready as soon as possible and we will share this with you by e-mail.
Updated on: 11/01/2023
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