Create a Custom Export Format

Do you need to export your expenses to an accounting program without a direct integration? Or do you simply want to create an Excel file for your own reporting needs? In these cases, you can set up a custom export format in Declaree.

Step 1: Navigate to Export Formats

Go to Configuration → Import & Export
Click Add to create a new export format.

Step 2: Define File Settings

In the first tab, you’ll define the basics:

File type: Choose from Excel, CSV, TXT, or XML.
File name: Enter a name for your export file.

CSV File Options

If you select CSV, additional settings become available:

Separator: Select the character used between fields (comma, semicolon, etc.).
Decimal separator: Choose how decimals are displayed.
Line ending format: Define how new lines are handled.
Quote all text cells: Ensures text is wrapped in quotation marks, making it easier to import into other programs.
Column titles in first row: Add headers for clarity.
Separate header row: Useful for journal entries or similar structured exports.

Step 3: Define Data Fields

In the columns tab:

Select which data fields from Declaree you want to include.
Each data field is linked to a column in your export file.
The overview clearly shows how your Declaree data maps to the file structure.

Tip: Start with the minimum set of fields you need. You can always add more later, but a clean, simple export format is easier to manage and reduces errors when importing into other systems.

Step 4: Choose Expense Types

In the Selection tab:

Choose which expense types to include.
If you don’t select any, all expense types will be exported.
For mileage expenses, you can choose to export taxed and untaxed amounts in separate rows.

Step 5: Planning

To schedule export formats, you first need to have an FTP account set up.

Planning allows you to automate exports instead of running them manually. Once your FTP account is set up, Declaree can regularly collect the right reports, export them, and (if you choose) close them so they won’t appear in the next run. This saves time and ensures consistency.

On behalf of
Select the user on whose behalf the reports are exported and/or closed. This user will appear in the report’s audit trail and will receive the export confirmation emails.

States
Choose which report states should be considered when building the automatic export selection.

Frequency
Decide how often the export should run automatically. The default setting is Manually, which means no automatic exports are triggered.

Close after export:
Automatically changes the report status to Closed after export.

Confirm export with e-mail
Send a notification email to the “on behalf of” user to indicate success/failure of the export

Skip export if there are no reports
If enabled and no reports match the selection criteria, no export file is generated. Some receiving systems require no file in this case, while others require an empty file.

Export PDF files
Exports a PDF for each report alongside the data file. PDFs are placed in the designated PDF folder, and filenames always include the report ID (e.g., 893123.pdf).

Only 1 report per export
reates a separate file for each report. Be sure to use a file naming format that produces unique filenames; otherwise, files may be overwritten.

Export folder & PDF folder
Specify the destination folders where data export files and PDF files should be saved.