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Set up an automatic export job for expenses
Set up an automatic export job for expenses

Set up an automatic job to export expenses to save your Finance team time and effort spent on manual tasks.

Yokoy Team avatar
Written by Yokoy Team
Updated this week

🌐 Web | πŸ‘€ Admin with Integration/ERP systems permissions

You can set an automatic export job to automate manual task of exporting all expenses.

The automatic export job collects all expenses with Ready to export status on a recurring basis and generates the configured output for the export facility (e.g. a file for file-based export facilities or sends the data to the third-party system for API integrations). It is compatible with all finance/ERP systems.

Expenses are posted with the date on which the export job is triggered.

You can set up an automatic export job to export expenses, transactions, and travel expenses. You can only set up one automatic export job per expense export facility and spend type.

🚧 Export to payroll not supported
If you have configured your legal entity to export mileage and per diem expenses to a separate payroll system, you currently can’t create an automatic export job for these expenses.

Configure the export job

The automatic export job is configured as part of the expense data export settings in the Integration setup.

To do this:

  1. Go to Admin > Integrations.

  2. In the Expense export tab, choose whether you want to set up the export job for:

    • Expenses

    • Company card transactions

    • Travel expenses

  3. Turn on the Auto-export expenses option.

  4. Click Save to apply the changes.

Export job settings

Field

Description

Export frequency

Determines the frequency of the export. You can choose:

  • Hourly: The export runs on an hourly basis. This is recommended if the organization has a high number of documents to export. The export is performed on the hour, e.g. at 9:00, 10:00, 11:00, etc.

  • Daily: The export runs on a daily basis, every day of the week. The export is performed at 02:00 AM CET (00:00 UTC).

  • Weekly: The export runs on a weekly basis for the selected day. You can choose which day of the week you want to perform the export. The export is performed at 02:00 AM CET (00:00 UTC).

  • Monthly: If selected, you can choose the specific day (1-31) on which you want the export to take place.

If the month does not end on the 31, the export takes place on the previous day. The exact time is 02:00 AM CET (00:00 UTC).

Day of the month

Only displayed if you select the export frequency as monthly.

On behalf of

Select the finance user to appear as the person who performed the export when the automatic export task is triggered. Only users with the Finance role are displayed in the list. You must select at least one user.

✏️ Note: Daylight saving times & UTC
Export jobs use Coordinated Universal Time (UTC). Since UTC does not take into account daylight saving times, there may be differences in the times for scheduled jobs.
For example, if a customer sets up a job for every 4 hours, then that would mean during DST time (summer months in Europe), the export would occur at 06:00, 10:00, 14:00, etc. CEST. During standard time (winter months in Europe), the export would occur at 05:00, 9:00, 13:00, etc. CET.

πŸ’‘ Tip
You can set up a specific user for automatic exports and assign them as a Finance role so that you can identify in the logs that this task was not performed by a real user, rather done automatically.

Stop an automatic export job

To deactivate the automatic export job, simply turn off the Auto-export expense option in the Expense export tab for the corresponding export facility.

Change the export job frequency

To change the frequency of an export job:

  1. Go to Admin > Integrations.

  2. Select the export facility where you want to change the job.

  3. Select a different frequency in the export job settings.

  4. Click Save.

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