Export receipts and expenses in Excel, CSV or PDF
Filter the set, pick the format, and save your accountant the cleanup pass. Every row links back to the receipt behind it. Cancel any time.
Export receipts, invoices, expenses, income and extracted bank transactions in the format the next person needs. There is no export cap on any plan: filter the set to exactly the documents you mean, send it as Excel, CSV or PDF, and keep the original files attached so the paperwork travels with the numbers.
Business Owners in 175 Countries Trust SparkReceipt
Key takeaways
Three formats, one builder
Excel (.xlsx), CSV and PDF come out of the same report builder, with the same fields. Any of them can arrive as a ZIP holding the original receipt and invoice files.
Every row links to its document
Excel and CSV rows carry a link straight to the receipt image. PDF reports can embed the images in the file, which is what most people hand an accountant.
Filter before you export
Date range, expense or income, category, tag, payment method, submitting user, review status, or a set of documents you pick by hand.
It goes where your bookkeeping lives
Publish straight into QuickBooks Online, Xero, Sage Accounting, FreeAgent, FreshBooks or Zoho Books, or download an import file already shaped for Sage 50, Sage 200/300, DATEV or Wave.
No export limit on any plan
There is no cap, no cooldown and no extra charge for exporting, and you can export your whole history the day you decide to leave.
Data Exports Before and After SparkReceipt
See what changes when AI organizes your data before export
Without SparkReceipt
- Exports full of inconsistent vendor names and missing data
- Hours spent cleaning up spreadsheets after every download
- No link between exported numbers and source documents
- Manual category assignments that are never consistent
- Accountant asks for data in a different format every time
With SparkReceipt
- One report builder, three formats, filters set before you export
- Every row links directly to original receipt and invoice images
- Filter by date, category, tag, payment method, user or status
- AI-organized data ready for immediate accountant use
- Transparent pricing at $10.75/month (billed annually)
Export receipts in the format that fits the next step
PDF: the report you hand over
A print-ready report with category breakdowns, tax summaries and totals, grouped by category or listed as one flat timeline. Receipt images can be embedded in the document itself, which makes it a self-contained file for an accountant, a client or a reimbursement claim. PDF is the format most SparkReceipt businesses choose: 8,430 of them used it in the last 12 months.
Excel (.xlsx): every field as a column
Vendor, date, amounts, tax breakdown, currency, exchange rate, payment method, tags, review status and a clickable link to the original image, one row per document. Switch to one row per line item and each product on the receipt gets its own row with quantity and unit price. This is the file for pivot tables and for an accountant who wants to work in the numbers.
CSV: imports into anything
The same fields in the plainest possible container, for Google Sheets, a database, an ERP, a custom script, or any accounting tool that takes a CSV import. Line-item mode works here too. CSV is also the format to archive long term, because nothing about it will stop opening in ten years.
ZIP packaging: the file plus every original
ZIP is not a fourth format, it is how a report travels with its evidence. Leave the packaging option on and your Excel, CSV or PDF arrives in an archive next to the original receipt and invoice files, named and ordered so the folder makes sense on its own. It is the usual choice for a full backup, an audit, or moving to another tool.
Filter first, so the file needs no cleanup
SparkReceipt does not dump the account into a file. You set the boundaries first, in Reports on the left of the web app, or straight from the Documents view with Export as... for a set of documents you have picked by hand.
Filter by date range, expenses or income, expense category, tag, payment method, submitting user, review status, amount range, or a hand-picked selection. Q1 software subscriptions in EUR is three clicks. A full year for the accountant is one. The help center walks through the report builder field by field, on the phone apps as well as the web.
Every number links back to its source document
Each row in an Excel or CSV export carries a Web Link to the original receipt or invoice image. One click from a line item and you are looking at the document behind it, which is the difference between a number an auditor accepts and a number they question.
The rest of the row is everything the AI read off that document: the amounts and their tax split, the currency it was paid in and what it converts to, who paid and how, how it is categorized and tagged, and the bank transaction it was matched to. The full column list is further down this page, and nothing is dropped on the way out.
That link can also be a share link, optionally password-protected and set to expire, so somebody without a SparkReceipt account can still open the document from the spreadsheet you sent them.
It arrives in your inbox and stays in Reports
A report is built in the background, so a full year with receipt images does not hold up your screen while you export receipts for the accountant. SparkReceipt emails you when the file is ready and keeps it in Reports, which means the January handover you sent your accountant is still there in June when somebody asks for it again. About a third of the reports our users create are emailed on the spot.
There is a version that needs no clicks at all. Turn on the monthly report email and last month's expenses and income land in the account owner's inbox at the start of every month, as a PDF and an Excel file, whether or not anyone remembered to ask.
Break totals down by week, month, quarter or year
A report does not have to be one grand total. Add per-period subtotals, weekly, monthly, quarterly or yearly, and each period gets its own subtotal, taxes and total under the overall figures, in CSV, Excel and PDF alike. It is the quickest way to see how a quarter compares with the last one, in the same file you hand your accountant.
Every date follows your region's format automatically, so a UK report reads DD/MM/YYYY and a US one reads MM/DD/YYYY, with no find-and-replace at the other end.
Send your data anywhere, automatically
Publish categorized expenses and receipt images straight into QuickBooks Online, Xero, Sage Accounting, FreeAgent, FreshBooks or Zoho Books and skip the file entirely. Or use webhooks with Zapier, Make.com or Pabbly to push every new transaction into a spreadsheet or anything else that listens.
Importing into Sage 50, Sage 200/300, DATEV or Wave instead? Export a file already formatted for that package, with your account codes and tax codes remembered per account, and import it straight in. The help center lists what each template needs, including the DATEV consultant and client numbers. Keeping Wave for invoicing? See how SparkReceipt works next to Wave.
Or skip the handover altogether and invite your accountant into the account. The accountant seat is free on every plan and never uses one of your included users. Your clients organize their receipts, you filter and export what you need.
What is in the file when you export receipts
First a decision, then a long list you do not have to read. The decision: one row per document, or one row per line item, where every product on a receipt becomes its own row. The list is what each row carries, and these are the file's own column headers.
| What you need to know | Columns |
|---|---|
| What it was | Date, Document #, Name, Details, Type (expense or income), Categorization, Tags, Reference |
| What it cost | Subtotal, Tax, Total, Tax Rate, VAT (one column per rate on the document), GST, PST, Tip, Shipping, Other Adjustments |
| In which money | Currency, Target Currency, Exchange Rate, Converted Subtotal, Converted Tax, Converted Total |
| How it was handled | Payment Method, User, Status, Review Status, Due Date on invoices |
| What proves it | Web Link, Link Password, Document Files |
| What it matched | Matched Document, with its Subtotal, Tax, Total, Tags and Files |
| Per line item | Item, Quantity, Unit Price, in one-row-per-line-item mode |
| Your own fields | Every AI Field you have defined, each as its own column |
A column appears only when your data uses it. A single-currency account never sees the conversion columns, a receipt-only account never sees Due Date, and nothing is padded with blanks to make the header row look impressive.
Four of these are the ones people move to SparkReceipt for. VAT is broken out per rate rather than lumped into one tax figure, which is what a VAT return needs. Converted amounts use the exchange rate on the document's own date rather than today's, or the rate you set yourself when you have one. The Matched Document columns put the bank transaction and the receipt that proves it on the same row. And AI Fields mean a supplier VAT ID or a project code you extract travels to your accountant as its own column instead of a note somebody has to read.
The PDF report is the same data arranged for reading: totals, per-category summaries, tax summaries, optional per-period subtotals, and the receipt images embedded if you want them in the file.
Where the file goes next
There are three ways out of SparkReceipt, and picking the right one saves an hour at the other end.
| Your setup | Use this | What happens |
|---|---|---|
| QuickBooks Online, Xero, Sage Accounting, FreeAgent, FreshBooks, Zoho Books | The direct integration | Documents publish into the platform with the receipt image attached, no file in between |
| Sage 50, Sage 200/300, DATEV, Wave | An accounting software template | You download a file already shaped for that package and import it there. Sage 50 and Sage 200/300 are separate products from Sage Accounting above, which has its own connection |
| Google Sheets, a database, an ERP, your own script | CSV | Plain rows, same fields, imports anywhere |
| An accountant who wants to read it | PDF with images embedded | One self-contained file, nothing to chase |
| A US sole proprietor filing Schedule C | The Schedule C package | Your categories mapped onto the form's lines, as a worksheet in PDF and Excel plus the filled form |
| Leaving, or archiving a closed year | Excel or CSV plus the ZIP package | The data and every original file, in one archive |
The Schedule C package is being switched on account by account, and admins and invited accountants on US accounts are the ones who see it, because the category mapping decides what lands on a tax return. The help center explains how to fill it in.
Bank transactions export alongside your receipts
Upload a statement with the bank statement extractor and the extracted transactions come out with everything else. Export them straight to Excel or CSV from the statement's own transactions view, one row per line, and a transaction that has been matched carries its receipt's details, tags and files in the same row.
Reconcile in the Transaction Manager first and the picture is complete: bank data on one side, the document that proves it on the other, in one file for your accountant. Statement exports are a real share of the work, with 2,889 of them in the last 12 months. The help center covers downloading everything you have, reports and source files included.
Why it matters how you export receipts
Most expense tools treat the export as an afterthought: a button that produces a flat file somebody has to repair. That repair work is the reason a shoebox year takes an accountant a weekend.
In the 12 months to September 2026, 11,508 businesses exported 64,055 reports from SparkReceipt, and more than half of the businesses that were active in that period exported at least once. The busiest month was January, which is what you would expect from a job that has a deadline attached to it.
Three things decide whether an export saves that time. The data has to be organized before it leaves, which is what the AI receipt scanner does when it standardizes vendor names, separates tax and assigns categories at capture. The rows have to point back at the documents, or every question becomes a search through a folder. And the file has to arrive in the shape the receiving system wants, which is why the same account can produce a DATEV import, a QuickBooks publish and a PDF for the client in one afternoon.
There is a fourth thing, and it is the one people notice last: your data has to be portable on the day you decide to leave. Exports have no cap on any SparkReceipt plan, no cooldown and no per-export charge, and a full history with every original file is one ZIP away. Getting your records out is not something you should have to buy back.
Export Your Data, Your Way
Simple, transparent pricing. No hidden fees.
Doing it by hand
Shoebox + spreadsheet
60+ hours a year
Flattening, reading and typing each receipt into a spreadsheet, filing the paper, matching it to the bank statement, and hunting for the ones that went missing.
$1,000+ for the cleanup
What a bookkeeper charges to turn a year of shoebox records into books a return can be filed from, before the return itself.
Deductions you can't prove
A faded thermal receipt or a lost email is an expense you pay for twice: once at the counter, once at tax time.
Total per year
Your evenings, a cleanup bill, and the deductions you couldn't prove.
Basis: about 40 receipts a month at six minutes each by hand, plus a weekend reconstructing the year before the return. Bookkeeper rates and cleanup fees from NerdWallet's 2026 bookkeeping price guide (freelance average $43 per hour; cleanup from $1,000).
Loved by Small Business Owners
“SparkReceipt has been a game-changer for me! It's made organising my expenses and accounts effortless, saving me loads of time.”
Tracy Duggan
Business Coach · United Kingdom
“Excellent start and amazing team. Looking forward to making SparkReceipt my default expense management and accounting platform.”
Jon Aron
Logic Enterprises · Switzerland
“Excellent software to manage income and expenses, and have the relevant info at your fingertips at any given time.”
Melvin Hoods
MJD Brokers · South Africa
Join 38,283 businesses that chose SparkReceipt — 4,620,044 receipts processed and counting.
Start Free TrialFrequently Asked Questions
Three file formats: Excel (.xlsx) and CSV with every field as a column and a link to each original document, and PDF for a formatted report that can embed the receipt images. Any of the three can be packaged as a ZIP that also holds the original files. On top of those, SparkReceipt can build an import file for Sage 50, Sage 200/300, DATEV or Wave, and an IRS Schedule C package for US sole proprietors.
Two places. Open Reports in the web app or the mobile menu and click Create report to set a date range and filters, or select documents in the Documents view and use Export as... for exactly that set. Both produce the same file and both land in your Reports list.
No. Reports are generated in the background: a small CSV is typically done in about a second and a spreadsheet in a few seconds, while a full year with thousands of embedded receipt images takes longer. SparkReceipt emails you when the file is ready and keeps it in Reports so you can download it again later without rebuilding it.
Yes. Filter by document type (expenses, income or both), date range, expense category, tag, currency, vendor, payment method, submitting user, review status or amount range, or hand-pick the documents. Only what matches the filters ends up in the file, so there is no manual cleanup afterwards.
Yes. Excel and CSV exports include a clickable link to the original receipt or invoice image on every row, so one click from any line item opens the source document. PDF exports can embed the images directly in the report, and the ZIP packaging option sends the original files along with the report.
Yes. Choose the one-row-per-line-item format in an Excel, CSV or PDF export, and each product or service from a receipt becomes its own row, with item, quantity and unit price columns. These come from the line item fields the AI extracts, which you can edit. On receipts scanned since September 2026, the Quantity column holds each line's quantity where the receipt shows one, such as the gallons on a fuel receipt. A line with no quantity on the receipt gets 1. Unit Price holds the price per unit where the receipt shows it, rounded to two decimal places, or 0 where the receipt shows none. On receipts scanned before September 2026, the lines have a quantity of 1 and a unit price of 0 until you edit them.
Yes. When you create a custom report, choose to break totals down by period: weekly, monthly, quarterly or yearly. The export adds a per-period breakdown with each period's subtotal, taxes and total under the grand totals, in CSV, Excel and PDF. Leave it off for a single total covering the whole date range.
Yes. Transactions extracted by the bank statement extractor export to Excel or CSV from the statement's transactions view, one row per transaction, and matched transactions carry their receipt's details and files in the same row. Reconcile in the Transaction Manager and you get one file with the bank data and the documents behind it, which is what an accountant or an auditor asks for.
Yes. SparkReceipt publishes categorized expenses and receipt images directly into QuickBooks Online, Xero, Sage Accounting, FreeAgent, FreshBooks and Zoho Books. For Sage 50, Sage 200/300, DATEV and Wave it builds an import file you download and load into that software yourself. For anything else, use CSV or webhooks with Zapier, Make.com or Pabbly.
Yes. SparkReceipt supports unlimited linked accounts, so you can keep expenses separate by client, project, property or business unit. Exports can be generated for any individual linked account or your whole account, and filtered further by date, category, tag or any other criterion.
Yes. Generate a secure share link for any receipt or invoice, optionally password-protected and set to expire, and the recipient can view it in a browser without a SparkReceipt account. Share links can also be included as a column in Excel and CSV exports.
No. There are no export caps, no cooldown periods and no extra charges for exports on any plan. Export daily, monthly or once a year, and take your entire history, original files included, whenever you want it.
Yes. Invite your accountant or bookkeeper at no cost, on any plan, and the accountant seat never uses one of your included users. They log in, filter your organized data and export what they need in their own preferred format, with no spreadsheets emailed back and forth and no shared passwords.
Yes. Turn on the monthly report email and SparkReceipt builds last month's expense and income report at the start of each month and sends it to the account owner as a PDF and an Excel file. Any report you create by hand is also emailed to you when it is ready and stays in your Reports list.
Every document is processed before it reaches the file. Vendor names are standardized, tax amounts are extracted and separated, currencies are detected and converted, categories are assigned, and duplicates are flagged. That is why you can export receipts straight into a handover instead of reformatting a spreadsheet first.
SparkReceipt's Elite plan is $10.75/month, billed annually ($129.00/year), with unlimited document scanning included. Try it with a 7-day free trial and cancel any time.
Export receipts today, hand over finished books tomorrow
Get StartedExplore More Features
Receipt Scanner
AI-powered receipt scanning in seconds
Expense Reports
Generate reports in PDF, Excel, or CSV
Bank Statement Extractor
Extract and match bank transactions
Transaction Manager
Reconcile every bank line in one place
AI Fields
Extract the custom data your books need
Expense Tracker
Track every business expense automatically