The All Payables page gives you a complete, searchable view of every payable (card purchases, invoices, expense claims, mileage, per diem, credit notes, and refunds) along with their bookkeeping and payment status. Use it to check payable details or download a CSV file for reporting.
For: Controllers and Account Owners.
Before you start
Requirement | Details |
Role | Controller or Account Owner |
Plan | Available on all Spendesk plans |
Setup | None required — the page shows data automatically once payables exist |
👥 Roles: Only Controllers and Account Owners can view and download the All Payables page.
Access the All Payables page
Navigate to Expenditures > All Expenses.
Click the All Payables tab.
Filter and search for payables
Use filters and search to narrow down the list before viewing or exporting data.
You can filter by | Options |
Receipt status | Provided, not provided, missing |
Period | Custom date range |
Payable type | Card purchase, invoice, expense claim, mileage, per diem, credit note, refund |
Bookkeeping status | To prepare, to export, exported |
Payment status | To pay, paid, to reimburse, reimbursed |
Cost center | Any configured cost center |
You can also search by supplier name or by description.
💡 Tip: Combine filters (for example, period plus payable type) to quickly isolate the payables you need for a specific report.
View payable details
Click any payable in the table to open its details panel.
Review the following information:
Payment & Bookkeeping status (to pay, paid, to reimburse, reimbursed / to prepare, to export, exported)
Description
Transaction description (sent by the merchant)
Receipt
Payable details (team, cost center)
Accounting details (accounts payable, expense account, VAT account)
Beneficiaries
Payment history
Card payments appear on this page after settlement. Expense claims and invoices appear once they're validated in Expense Claims > Review or Invoices > Review, respectively.
To edit the cost center or analytical split of a payable, click the Edit icon, then click Continue editing in Prepare. You'll be taken to Bookkeep > Prepare to make changes.
If it can’t be edited, that is because it has already been exported. You can temporarily edit payables that have already exported in Settings > Accounting Setup > Bookkeeping Setup. More details here 🔗.
Download payables for reporting
Tick the checkbox next to each payable you want to include, or tick the checkbox at the top of the table to select all payables matching your current filters.
Click Download selection.
Wait for the CSV file to download. For large selections, Spendesk generates the file in the background — you'll receive an email with a download link once it's ready.
The CSV file includes the following columns:
Column | Description |
Payable reference | Unique ID of the payable |
Payable date | Date the payable was created |
Accounting date | Date used for bookkeeping purposes |
Payer | Employee who made the purchase or request |
Supplier | Name of the supplier or merchant |
Description | Payable description |
Account payable | Assigned accounts payable code |
Expense account name / Expense account | Assigned expense account |
Tax account name / Tax account | Assigned VAT account |
Total amount | Gross amount |
Net amount | Amount excluding tax |
Tax amount | VAT amount |
Currency | Transaction currency |
Local total amount / Local currency | Amount converted to your entity's currency |
Cost center | Assigned cost center |
Team | Assigned team (legacy field) |
Type | Payable type |
Invoice number | Supplier invoice number, if applicable |
Transaction description | Description sent by the merchant |
Paid status | To pay, paid, to reimburse, or reimbursed |
Bookkeeping status | To prepare, to export, or exported |
Due date | Payment due date |
Custom field values | Any custom analytical fields configured for your company |
Expected results
After downloading, you get a CSV file containing all the payable-level data needed for cash reporting, reconciliation, or custom analysis, independent of whether payables have already been exported to your accounting software.
Troubleshooting
Symptom: You can't see the All Payables tab, or you get an access error.
Cause: Only Controllers and Account Owners can view and download the All Payables page.
Resolution: Ask your Account Owner or a Controller to perform the action, or to check your role in Settings > Team > Members.