This setup is available for Account owners and Controllers. Xero users don't have to create a custom export as their payments are pushed to Xero.
Once your payments and payables are prepared and validated, you have to export them to your accounting software.
Per default, we suggest a classic Spendesk purchase journal.
If needed, you can customize it to your needs or use one from our library of templates.
You are able to change the default settings, including the columns to show, their names, the structure of the file, but also the date and decimal formats.
Bank journals' structure cannot be edited for now.
Create a new custom export template
To create a new export template:
Head over to "Settings > Exports".
Go to Custom export templates and click on "Create your first custom export".
Follow the steps and save your template.
Select the software you wish to use
From the "Accounting" tab, you have to decide which software you would like to use for your template. Here are all the available bases we provide:
Single-entry journal, Multiple-entry journal, Sage and Cegid.
Integrations to Xero, DATEV and Quickbooks.
Once a template is selected, the popup shows a preview of the export structure. Click on Continue to move on to the next steps.
👉 If you can't spot the accounting software you use, simply check the Template preview section to see if the structure of another base is similar to yours.
Personalizing the format and content in the exported file
1. Choose the general settings
Choose a date delimiter to use.
Select a date format.
Choose a delimiter
Finally, select whether you require the headers to appear as part of the export.
2. Set up your columns and their content
You can choose what to show in your export:
Remove unnecessary columns: hover your mouse on the column and click on the gear icon. Click on Remove column.
Change the column names: hover your mouse on the column and click on the "tools" icon. Change the name and click on Save.
Re-order columns to fit the order you need: hover your mouse on one column, click and drop to move it.
Add new columns if needed: hover your mouse in between two columns and click on the blue + sign. Search for the type of column you want to add and click on it.
Custom field columns (analytical fields set up on Settings - Analytical) must be added manually.
Add customized column: as below but select "custom content (empty)", then add your static or dynamic values.
Once your setup is done, click on "Download template" to have a look at it.
3. Save and name your template
Finally, you can choose the name of your export. Once you're happy with the result, hit the "Save new template" button!
From now on, every time you export your payments in Export, your custom template will be used.
👉 If you have multiple custom templates available, make sure to choose the main one on the Export page before exporting!
4. "Journal Code" column (a requirement for many accounting softwares) 🥳
In this column you can add a journal code - but you can add different ones depending on the type of expense!
For example HA for invoices, and EC for expense claims.
This is a classic requirement of accounting softwares to have different journals for different types of expenses.
All clients using file-based exports (= not native integrations) can use it.
Accounting base switch
If you wish to switch to another accounting base however, please click below: