Customize the file name of your receipts
Change the format of exported receipt and invoice file names to match your accounting workflow, including custom fields.
For: Admins and Controllers with access to accounting settings.
Before you start
You need Admin or Controller access to Accounting settings.
This setting applies to file names in your custom export template for receipts and invoices.
The Payment ID and Invoice ID values cannot be removed from the file name by default.
To add custom fields to the file name, set them up first (see related article below).
Step-by-step instructions
Navigate to Settings > Accounting Setup > Exports.
Click "Receipts file names."
Click the "x" next to any value you want to remove from the file name.
Click "Add a value" to include a new element, such as date, supplier name, or payer.
Select a custom field from the list if you want to add one to the file name.
Click "Save" to confirm your file name format.
💡 Tip: You can combine standard values (date, supplier name, payer) with your own custom fields to match your accounting tool's naming requirements.
Expected results
Newly exported receipts and invoices use your updated file name format. Files already exported before the change keep their original file names.
Troubleshooting
Symptom: The exported file fails to upload to an external accounting tool.
Cause: The file name is too long for the destination system to accept.
Resolution: Remove one or more optional values from the file name format in Settings > Accounting settings > Exports > Receipts file names, keeping only the essential fields.
Symptom: The Payment ID or Invoice ID cannot be deleted from the file name.
Cause: These two values are required by default and cannot be removed.
Resolution: This is expected behavior. Adjust other values instead to shorten the file name.