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How to export group expenses for taxes or reimbursement

The EvenRound team · EditorialPublished Updated 1 min read

Your accountant wants a CSV. Your finance team wants a PDF with receipts. Both, for the same trip.

Group expenses sometimes need to leave EvenRound for tax filing, expense reimbursement, or audit trails. The export needs to include enough detail (dates, amounts, FX rates, receipts) for the destination system. EvenRound exports CSV (for spreadsheets and accounting software) and PDF (for finance teams who want a polished document with receipts inline).

Steps

  1. 01
    Filter the expenses you want to export

    Group menu → Filter. By date range, by category, by who paid, by attendee. Most often: filter by 'paid by me' for personal reimbursement.

  2. 02
    Choose the export format

    CSV for accounting (Xero, QuickBooks, sheet imports). PDF for finance teams who want a single document. Both include the same data; PDF includes receipt thumbnails inline.

  3. 03
    Verify the FX snapshot rates are exposed

    If the trip was multi-currency, the export needs to show both the local-currency amount AND the converted amount at snapshot rate. EvenRound does this by default in column 'Local amount' and 'Settled amount'.

  4. 04
    Double-check receipt attachments are included in PDF

    Receipts are appended as images in the PDF. If a receipt is missing, the PDF flags it with a placeholder.

  5. 05
    Send to finance / accountant with the matching settlement plan

    Include the Settle Up plan as an appendix. Shows the auditor 'who owed whom' was resolved and balanced to zero.

Worked example

Two-person business trip, expense report for finance

Riya and Sam, London conference. Filter: 'paid by me' for each. Riya exports PDF showing £600 personal payments + £230 owed by Sam. Sam exports £160 personal + £230 owed to Riya. Both submit to finance with the Settle Up appendix showing the balance resolved.

Exports are the seam where EvenRound hands off to whatever expense system actually pays you. Get the format right and it's a 30-second handoff.

Export your expenses

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