🌐 Web | 👤 Yokoy admin with Integrations permissions

The Spend export file for invoices is an standardized CSV export of booking data for invoices. The invoice data included in the export file depends on your company’s setup and can be configured according to your specific requirements. For example, the file can include these additional data attributes:

Invoice data
Legal entity data
Supplier data
Category data
Cost object data
Tag data
Line item data
Reporting invoice data

You can customize the output of the Spend export file using various configuration options – including file name, format, date and amount format, as well as tax handling and other transformations. By default, the Spend export file contains standard Spend data in a pre-defined order.

Generate spend export file

To configure Yokoy to export all expense data in the spend export file format (either manually when the Finance user exports or automatically), go to Admin > Integrations under Invoice export tab, click Start wizard, and choose Spend export file as the current export system.

You can set up a specific configuration in the General settings section, if required.

Configure the spend export file

The Spend export file configuration is set up to include the most commonly used settings. However, you can customize the behavior of the Spend export file using various configuration options — including the file name, delimiter, aggregation of line items, tax and credit line handling, currency of the export, price per item and tax-only settings, data and field order.

Fields in the export file

Unless configured, the Spend export file has a default field order that uses standard Spend data. However, you can customize the data fields, choosing which information to include and the order, as required.

Row type	Description
Debit line	One per line in the invoice
Tax line	One per line’s tax item, if enabled
Credit line	One per invoice

General settings

The General settings section displays the most commonly used options when setting up the Spend export file.

Export file name
Delimiter
Aggregate line items
Tax line for each debit line
Exclude credit line booking
Reporting currency

Spend export file configuration has a fallback logic to ensure that the file can be correctly generated.

Export file name

Optional. Determines the name of the export file. If the field is not populated, the default option (SupplierInvoices-1-of-1) for file name is used. Do not use dashes (-), dots (.), commas (,), colons (:), and semi-colons (;).

You can use these placeholders to determine the filename of the exported file:

\{\{legalEntityName\}\}: File name contains the company name (e.g. Company A)
\{\{exportId\}\}: File name contains the export ID. (e.g. r9bzSngEWVYSa7LDbYSo)
\{\{YYYYMMDD_HHMMSS\}\}: File name contains date in this format. It must be exactly this string. (e.g. 20250917_112052)
\{\{date\}\}: File name contains date in the format yyyy-mm-dd. (e.g. 2025-09-17)
{{timestamp}}: File name contains the timestamp. (e.g. 20250917_112052)
free text: File name contains text (no special characters). (e.g. Export)

✏️ Note

By default, Yokoy always adds the timestamp to the beginning of the file name.

If you want to add the timestamp in another position in the file name, you need to select the overwrite option in the SFTP export setup. This is only applicable if SFTP is being used.

Here you have an example of all placeholders included in the name of the file:

And this is the resulting file name:

Delimiter

Required. File delimiter character for CSV and XLS files. You can use these characters as delimiters:

. (full stop/period)
, (comma)
; (semi-colon)
| (pipe)
' (apostrophe)
" (straight quotation mark)

Aggregate line Items

Optional. Allows you to aggregate line items by the same category, cost object and tax rate.

Tax line for each debit line

Optional. For each debit line with tax information included, create a new VAT line with the tax information provided (amount, account, description, and country).

Exclude credit line booking

Optional. By default, the export file contains credit and debit lines. However, you can choose to not to export credit lines by selecting this checkbox.

Reporting currency

Required. By default, it uses the original currency of the invoice; however, you can choose to export amounts in the company’s currency. The chosen reporting strategy dictate currency and amount conversion in the export file.

Data fields

The Spend export file uses a default field order. However, you can adjust the order of fields as required.

If you click Edit, you can change the order in which fields appear, determine the line position, or remove fields.

You can add additional data to the spend export file by clicking Add data field.

The dropdown list displays all additional fields that you can add to the export file, grouped by concept:

default data (in other words, most commonly required fields)
invoice data
cost object data
supplier data
category data
tax item data
company data
line item data
tag data

For more information on the data fields you can incorporate in the Spend export file, see Data fields for the spend export file for invoices.

Once you have selected the field, you can choose to export that data with specific label, determine the field order in the file, and determine the line position.

Line position

Every invoice is split into one or more debit lines (depending on cost objects, taxes, and categories), tax lines (if enabled in the configuration), and a single credit line. Debit and credit amounts are expressed as separate lines in the file (i.e. they can’t be exported as a single line with a D/C indicator).

The data field order performs different logic depending on the line type (debit, credit, tax). Each column is designed to handle the specific logic for each row.

Position	Description
All lines	Shown on all line types (credit, debit, tax)
Debit lines only	Only shown on debit lines (this includes debit, tax and consolidated tax lines)
Credit lines only	Only shown on credit lines

If no position is specified, the information is added to every line.

Default data field order

The table below outlines the columns included in the Spend export file.

Depending on the export configuration, it also may contain additional data attributes appended after these standard columns.

Account column

Contains the supplier external ID or category account.

Credit line	Debit line	Tax lines for each debit line
`supplier.externalId`	`category.account`	`taxRate.account`

Account type column

Contains a description of the type of account.

Credit line	Debit line	Tax lines for each debit line
`vendor`	`gl`	`gl`

Credit column

Total gross amount depending on the reporting currency set in the export configuration:

Convert to company currency
Original currency

Credit line	Debit line	Tax lines for each debit line
`invoice.totalAmount`	empty	empty

Debit column

Debit gross amount depending of reporting currency set in the export configuration:

Convert to company currency
Original currency

Credit line	Debit line	Tax lines for each debit line
empty	`lineItem.amountGross`	`lineItem.tax`

Tax code column

Tax code applicable in the line item.

Credit line	Debit line	Tax lines for each debit line
empty	`taxRate.code`	`taxRate.code`

Cost object column

Cost object code associated with the line item.

Credit line	Debit line	Tax lines for each debit line
empty	`costCenter.code`	null

Description column

Supplier name and description taken from line item.

Credit line	Debit line	Tax lines for each debit line
`supplier.name`	`lineItem.description`	`taxRate.description`

Yokoy ID column

Yokoy unique ID of the invoice.

Credit line	Debit line	Tax lines for each debit line
`invoice.id`	`invoice.id`	`invoice.id`

IBAN column

IBAN number

Credit line	Debit line	Tax lines for each debit line
`invoice.paymentInformation.iban`	`invoice.paymentInformation.iban`	`invoice.paymentInformation.iban`

Reference number column

Reference number included in the QR code.

Credit line	Debit line	Tax lines for each debit line
`invoice.qrInfo.referenceNumber`	`invoice.qrInfo.referenceNumber`	`invoice.qrInfo.referenceNumber`

Payment term code column

If payment term exists, takes the Code value from the payment term. Otherwise, it is left empty.

Credit line	Debit line	Tax lines for each debit line
`paymentTerm.externalId`	`paymentTerm.externalId`	`paymentTerm.externalId`

Country column

Country of the invoice.

Credit line	Debit line	Tax lines for each debit line
`invoice.country`	`invoice.country`	`taxRate.country`

Date column

Date of the invoice.

Credit line	Debit line	Tax lines for each debit line
`invoice.date`	`invoice.date`	`invoice.date`

Due date column

Due date of the invoice.

Credit line	Debit line	Tax lines for each debit line
`invoice.dueDate`	`invoice.dueDate`	`invoice.dueDate`

Payment date column

Payment date of the invoice, if enabled.

Credit line	Debit line	Tax lines for each debit line
`invoice.paymentDate`	`invoice.paymentDate`	`invoice.paymentDate`

Service date column

Service date of the invoice, if enabled.

Credit line	Debit line	Tax lines for each debit line
`invoice.serviceDate`	`invoice.serviceDate`	`invoice.serviceDate`

Invoice column

Invoice number

Credit line	Debit line	Tax lines for each debit line
`invoice.invoiceNumber`	`invoice.invoiceNumber`	`invoice.invoiceNumber`

Currency column

Currency depending of the reporting currency selected in the export configuration:

Company currency
Original currency

Credit line	Debit line	Tax lines for each debit line
`invoice.currency`	`invoice.currency`	`invoice.currency`

Comment column

Comment on the invoice.

Credit line	Debit line	Tax lines for each debit line
`invoice.comment`	`invoice.comment`	`invoice.comment`

Tag dimension code 1 column

If the line item from the invoice contains tag1, includes the tag.

Credit line	Debit line	Tax lines for each debit line
	`tag1.code`	`tag1.code`

Tag dimension code 2 column

If the line item from the invoice contains tag2, includes the tag.

Credit line	Debit line	Tax lines for each debit line
	`tag2.code`	`tag1.code`