SparkReceipt Help

How do I export an expense claim?

Export an expense claim as a PDF with the receipts, an Excel spreadsheet or a CSV file, to pay it back, send it to your accountant or record it in accounting software that can't take claims. Covers what the PDF contains and who sees the payout details.

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Written by SparkReceipt TeamUpdated Oct 24, 2026

To export an expense claim, open the claim and click Export. Choose PDF, Excel or CSV, decide whether to include the receipts, and export. Use the PDF to pay the claim back or to keep a record, and Excel or CSV to record it in accounting software that can't take expense claims.

The claimant can export their own claims. Members, Supervisors, Admins, the Owner and accountants can export any claim in the account.

Choose a format

In Export expense claim, keep Export file selected and pick a format:

  • PDF: a report to read or print. Turn on Include receipts in the PDF to add each receipt after the claim summary.
  • Excel: a spreadsheet with one row per claim item.
  • CSV: plain rows for other software.

For Excel and CSV, Include receipt files adds the receipt files, and everything downloads together as a ZIP.

SparkReceipt prepares the file while the dialog shows its progress. You can click Continue working and keep going. Every export is also kept in Reports. See How to create reports in SparkReceipt

If you can publish to accounting, the same dialog also offers Publish to accounting. See How do I publish an expense claim to my accounting software?

What the claim PDF contains

  • the claim number, title and period;
  • the claimant's name and email, and the claim's notes;
  • each step of the claim with its date and who did it: submitted, approved, paid, and the rejection reason if it was sent back;
  • every item with its date, type (expense or trip), description, category and amount, and the business use of partly business expenses;
  • trips with their distance and rate;
  • a total for each currency.

Payout details on exports

The claimant's payout details are included only on copies made for people allowed to see them: the claimant and the people who review the claim. Copies kept in Reports never contain payout details.

Accounts without an email address

If you started SparkReceipt without signing up with an email address, you can export the claim PDF. Sign up with your email address to include receipts in the PDF or to export Excel and CSV.