Factorial allows you to export expense data for reporting, analysis, and accounting purposes. You can export either your current view or use the advanced export to access more filters and fields.
There are two main ways to export expenses:
- Export current view → Quickly export the list as displayed on screen, including applied filters and selected columns
- Advanced export → Customise filters, select additional fields, rename column labels, and reorder columns for deeper analysis
If an administrator do a become to download an export such as Expenses (PDF), Universal Exports (Excel/CSV), or Invoices, the system detects that the action was performed under Become.
Instead of sending the export email to the impersonated user, Factorial identifies the admin who initiated the Become session and sends the export notification and file directly to them.
This ensures that exported data always reaches the person performing the action during impersonation.
Export current view
This is the fastest option when you want a simple export of the table you’re currently viewing.
- In your sidebar, go to Spending → Employee expenses → Expenses
- Click on the three dots
- Select Export to CSV
- You will be notified both by email and in your Inbox
Optional columns you can enable:
- Creation date
- Document type
- Internal reference
- Payment method
- Reimbursable amount
Advanced export
The Advanced export provides more flexibility, allowing you to rename columns, reorder them, and extract multi-level values (e.g., tax fields and approval dates for up to 5 approval levels).
- In your sidebar, go to Spending → Employee expenses → Expenses
- Select Advanced export on the top of the list
- Choose between XSLX or CSV
- Set the filters and fill in the details
- Click on Export
Filters available:
- Approval date
- Budget
- Category
- Creation date
- Document currency
- Document date
- Document type
- Expense type
- Owner
- Owner legal entity
- Payment
- Pending approvals
- Phase
- Project
- Reimbursable currency
- Reported by
- Sent on
- Status
- Team
- Transaction paid late
Extractable fields include:
- Alerts
- Approval date
- Approval level date (up to 5 levels)
- Base amount (up to 5 levels)
- Budget ID / Budget name
- Card last 4 digits
- Category / Subcategory
- Cost center
- Creation date
- Description
- Document amount, currency, date, number, type
- Employee bank account name / number
- End date / Start date
- Exchange rate
- Expense group ID / Expense ID
- Expense type
- Group ID / Group name
- Internal reference
- Link to Factorial
- Mileage rate, unit, total mileage, round trip
- Payroll cycle
- Project / Project code / Subproject
- Reimbursable amount / currency
- Rejection date / rejection reason
- Reported by
- Status
- Supplier TIN (tax ID)
- Tax amount and tax type (up to 5 levels)
- Vendor name
Use Advanced export when you need detailed, customisable datasets for financial reporting or audits.
If you need a more customised report, you can create one from Analytics using the widget builder, as long as it’s included in your plan.
Tips and best practices
- Use current view export for quick lists
- Switch to Advanced export for finance reports, reconciliations, or when you need tax, multi-level approvals, or budget data
- Rename and reorder columns in Advanced export to match your company’s reporting templates
- Save your export files (CSV or Excel) in a secure location for compliance and audit purposes
FAQ
-
Can I schedule automatic exports?
Not currently. Exports must be triggered manually.
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What formats are supported?
Exports are available in CSV and Excel. Expense groups can also be exported as PDF.
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Can I change the column order?
Yes, in the UI for current view, and in Advanced export for downloaded files.