The Expenses export gives you all incoming costs recorded in Allfred - invoices, receipts, bills, and card payments - across three sheets, each with a different level of detail and scope.
Where to find Expense Export
Finance → Expenses → Export
Note: The expense export downloads exactly what you currently have filtered on the Expenses screen.
What is in the Expense export?
There are 3 sheets in excel export:
1. Approved Expenses
Only expenses with Approved status, one row per expense document.
Id – Internal expense ID.
Expense No. – Allfred's expense sequence number.
Type – The document type, e.g. Proforma, Other (additional types such as Invoice, Receipt, Bill, or Card payment may also appear depending on your data).
Status – Approval status (this sheet only contains Approved).
Internal number – Internal reference number, if entered.
Contractor – The supplier/vendor on the expense.
Document number
Variable symbol
Date of supply
Amount (in workspace currency) – The amount excluding VAT.
VAT (in workspace currency)
Total amount (in workspace currency) – Amount including VAT.
Amount without VAT (for currencies other than workspace currency) – The same amount in the expense's original currency.
Currency on expense
Due date
Paid date
Paid amount
To pay – The amount still outstanding.
Brand code / Brand – The brand(s) the expense is split across, if it spans multiple.
Accounting account – The accounting account(s) the expense is assigned to.
Note
Overdue days – Number of days past the due date, if unpaid.
Month application of VAT – The month in which the VAT is applied/claimed.
Created on
Legal entity
IBAN (Legal entity)
2. All Expenses
Same structure and columns as Approved Expenses, but includes expenses in any status (e.g. Draft, For approval, Approved), not just approved ones.
3. All Expense Items
The same expenses, broken down to individual line items — one row per budget item the expense is split across.
Id, Expense No., Type, Status, Internal number, Contractor, Document number, Variable symbol, Date of supply – same meaning as above.
Brand – The brand this specific line item belongs to.
Project – The project this line item is assigned to.
Budget Item – The specific budget item the line item is billed against.
Description – The description entered on the line item.
Amount – The line item's amount excluding VAT.
Amount with VAT
Currency on expense
Accounting Account
Cost Center
Responsible – The person responsible for the expense.
Due date
Paid date
Note
Tags
Legal entity
IBAN (Legal entity)
Locked in Project Time Billing – Whether the line item is locked from being included in project time billing (Yes/No).