Receipt to Excel or CSV

Who this file is for

Use it when a bookkeeper, a preparer, a manager, or you yourself wants the spending in columns. A shop owner pulling fuel and supplies for a month, a trade pulling one job, and a person who still gets a paper slip at the counter are the same path. The other person does not need an account. You download the file and send it. Lines outside the dates you picked stay in your ledger.

Photograph the slip, then check four fields

Start with the paper. Use the phone camera, or upload a photo or PDF. JPEG, PNG, WEBP, HEIC, TIFF, BMP, and PDF are accepted. On the review screen, confirm the vendor, the date printed on the slip, the amount you paid, and the tax if the slip shows a tax line. Amount is the expense. Tax sits beside it so a report can total tax without adding it on top of the amount a second time. If the guess is wrong, change it. The original file stays on the line either way.

If the server has no optical character recognition, the upload still saves and you type the row. A blurry photo is still worth keeping when you can read the paper in your hand and type the total. The date on the line should be the date on the slip, not the day you finally exported the sheet.

Pick the dates the file should cover

Reports takes a start date and an end date. Use a month, a quarter, a trip, or a year. Group the rows by category, vendor, month, or payment method when the reader wants a subtotal. The page totals the amount and the tax for that range before you download, so you can see whether the dates are the ones you meant. Widen the range if a month looks empty and you suspect a slip was dated in the wrong month.

Excel when someone will open a workbook

Choose Excel when the reader wants a workbook. The rows carry the date, vendor, amount, tax, category, payment, project, notes, and whether you marked the line reimbursable. They can sort by vendor or filter a category without asking you to rebuild the list. The workbook is the lines in the dates you picked. It does not include the photograph. When the reader needs the slip, use the accountant packet for that same range instead of the workbook alone.

CSV when the other system wants text

Choose CSV when the file has to land in accounting software, a reconciliation, or a spreadsheet that is not Excel. Settings has the delimiter: comma, semicolon, tab, or pipe. Use the one the other program expects. A comma file opened where semicolons are expected will dump every field into one column, and the reverse does the same. The columns are the same facts as the workbook. CSV does not include the photograph either.

The accountant packet for that date range is the CSV plus the receipt images. Each image is named with the date and the vendor, so a picture can be matched to a row without a separate index. You send that packet. You do not hand over your password. The rest of the ledger stays in the account unless those dates are in the export.

Fill the row so the sheet is useful later

A category name you will still understand in December is more useful than a blank. A new account starts with Travel, Meals, Office, Supplies, Software, Utilities, Fuel, Lodging, Services, and Other. Rename them in Settings if your books use different words. Add the project when the cost belongs to one job. Mark the line reimbursable when someone else should pay you back. Notes are searchable, along with the vendor, the project, and the text read off the slip. Those are the fields you will filter when the sheet has a year of rows and you only need fuel for March.

Keep the same slip off the sheet twice

Photographing a receipt twice is common. When you accept a line that looks like one already posted, ReceiptGrid warns you and waits before it adds the duplicate. Use that pause. A workbook that lists the same lunch twice will not match the card statement, and the person reading it will ask which row to keep. You can still post a second line when it really is a second purchase. You can also import a bank or card CSV and skip likely duplicates. An imported row has no photo. When someone will ask for the slip, photograph it and skip the matching bank row so the cost is not entered twice.

A short path from pocket to file

• Photograph the slip the day you get it, while the print is still dark.
• Check vendor, date, amount, and tax before you post the line.
• Set the category and the project when you know them.
• On Reports, set the start and end dates and read the total.
• Download Excel, CSV, or the accountant packet.
• Send the file. Leave the rest of the ledger in your account.

What the download does not do

The file does not decide which rows are deductible, and it does not file a return. It is the list of lines you posted, for the dates you chose, with the images only when you chose the packet. If a number is questioned, open the original from the line. If a rule is questioned, that question is for your preparer. The trial length and the monthly and yearly price are on the pricing page. Both plans include the same exports.

Capturing slips through the week is covered in receipt tracking for a small business. A year-end folder is covered in organizing receipts for taxes. A report someone will reimburse is covered in reimbursement receipts for employees. Prices are on Pricing.

Questions

Does the Excel file include the photograph?

No. Excel and CSV are the rows. The accountant packet for the same dates includes the images with the CSV. Download that when the reader needs the slip.

Which delimiter should the CSV use?

Use the delimiter the other program expects: comma, semicolon, tab, or pipe. You set that in Settings before you download.

Can the other person sign in to see the sheet?

They do not need an account. You send the file. They do not get the rest of your ledger, and they do not get your password.