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Exporting Your Data to Excel

Need to share your expense data with an accountant? Want to do custom analysis in a spreadsheet? Apocha's Excel export gives you full access to your receipt data.

Subscription Required

Excel export is available on PLUS and PREMIUM plans.

How to Export​

  1. Navigate to the Receipts list
  2. Apply filters to select the data you want (optional)
  3. Click the Export button in the toolbar
  4. Choose your export format
  5. Download the Excel file

Export Formats​

Apocha offers two export formats depending on your needs:

Receipt Overview Export​

Best for: General expense reports, tax preparation, account reconciliation

This creates an Excel file with two sheets:

Sheet 1: Receipts One row per receipt with summary information.

Sheet 2: Line Items All line items with a reference to their parent receipt.

Item List Export​

Best for: Product analysis, spending patterns on specific items, detailed categorization review

This creates a flat structure with one row per item. Receipt information is repeated for each item.

Exported Columns​

Receipt-Level Data​

ColumnDescriptionExample
Receipt IDUnique identifier (first 18 characters)a1b2c3d4e5f6g7h8i9
Document DateWhen purchase happened2024-10-05 14:30:00
Value DateWhen money moved2024-10-05 14:30:00
AmountTransaction amount (negative for expenses)-67.43
CurrencyCurrency codeEUR
TypeTransaction typeExpense
AccountSource account nameMain Checking
Store/DestinationMerchant or destinationREWE
Partner TypeStore categorySupermarket
CategoryMain categoryFood & Beverages
TagsComma-separated tagsBusiness, Tax Deductible
NotesYour notesWeekly groceries

Line Item Data​

ColumnDescriptionExample
PositionItem number (1-indexed)1
Item NameProduct descriptionOrganic Bananas
QuantityAmount purchased1.5
Unit PricePrice per unit1.99
CategoryItem-specific categoryFruits & Vegetables
DescriptionAdditional detailsBio-Bananen 1kg
GTINBarcode if available4006381333672

Data Formatting​

The export uses consistent formatting for easy processing:

Data TypeFormatExample
Numbers#,##0.001,234.56
Datesyyyy-MM-dd HH:mm:ss2024-10-05 14:30:00
CurrencyStandard codesEUR, USD, GBP
TextPlain textREWE City

Expense/Income Handling​

  • Expenses and Transfers: Amounts are shown as negative numbers
  • Income: Amounts are shown as positive numbers

This makes summing columns straightforward in Excel.

Filters and Export​

The export respects your current filters:

  • Date range: Only receipts within the selected dates
  • Account filter: Only receipts from selected accounts
  • Tag filter: Only receipts with selected tags
  • Search: Only receipts matching your search query
Export Exactly What You Need

Apply filters before exporting to get precisely the data you want. Exporting "This Year" + "Business" tag gives you a year's worth of business expenses in one file.

Localization​

Column headers are translated based on your app language:

EnglishGerman
Document DateBelegdatum
AmountBetrag
StoreGeschäft
CategoryKategorie

Export Limits​

LimitValue
Maximum receipts per export100,000
Maximum file size~50 MB

For very large exports, consider applying date filters and exporting in chunks.

Common Use Cases​

Tax Preparation​

  1. Filter: Year = 2024
  2. Filter: Tag = "Tax Deductible" or Category = "Business"
  3. Export Receipt Overview
  4. Send to your accountant

Monthly Expense Report​

  1. Filter: This Month
  2. Export Receipt Overview
  3. Open in Excel
  4. Create pivot table by Category

Product Spending Analysis​

  1. Export Line Items (all time or specific period)
  2. Open in Excel
  3. Filter by item name or category
  4. See exactly what you buy and how often

Account Reconciliation​

  1. Filter: Account = "Credit Card"
  2. Filter: Date range matching statement period
  3. Export Receipt Overview
  4. Compare with bank statement

Working with the Export in Excel​

Quick Sum​

Select the Amount column and check the status bar for sum/average.

Pivot Tables​

The data is formatted perfectly for Excel pivot tables:

  • Rows: Category or Store
  • Values: Sum of Amount
  • Filters: Date, Account, Tags

Charts​

Create expense breakdowns:

  1. Summarize by category
  2. Insert pie or bar chart
  3. Instant visualization

Troubleshooting​

Export Button Grayed Out​

You may need a PLUS or PREMIUM subscription. Check your plan in Settings.

Missing Receipts​

Check your active filters. Clear all filters and try again to export everything.

File Won't Open​

Ensure you have Excel or a compatible application (Google Sheets, LibreOffice Calc).

Wrong Date Format​

Excel may interpret dates differently based on your regional settings. The export uses ISO format (YYYY-MM-DD) which most systems handle correctly.

Part of the Receipt Management guide series.

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