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Scheduled exports

Email a Transactions CSV on a schedule, choose what it covers, and test it against a past period.

A scheduled export emails a CSV of the Transactions page on the day you pick, covering the period before it. Use it to send your bookkeeper last month's card charges, or a weekly file to your team.

The Export menu

On Transactions, the Export button downloads a CSV right away. Click the arrow beside it for more:

  • Export All or Export Filtered: every transaction, or just the ones your filters show.
  • Export Expenses with Line Items: a row per line item.
  • Download Attachments (ZIP): the receipts in one file.
  • Email me this export: builds the file on the server and emails it to you. Use this for exports too big to download in the browser.
  • Schedule this export…: opens Scheduled exports.

Schedule an export

  1. Set the filters you want on Transactions.
  2. Click the arrow beside Export and choose Schedule this export….
  3. Fill in the form:
    • Name
    • Send to: separate addresses with commas. Add a Cc if needed.
    • Covers: Last month, Last card cycle or Last week.
    • Send on, At and Time zone: when it goes out.
    • Dated by: Date of the charge or Posted date.
    • File name: {name}, {month}, {start} and {end} fill in.
  4. Choose the options you need:
    • Leave out $0.00 rows
    • Only posted transactions
    • A row per line item
    • Charges as positive amounts
    • Add a posted date column
  5. Save.

If you already have schedules, the window lists them. Click New from this page's filters to add another.

Which filters are kept

A new schedule takes the Transactions page's filters as they are now. The schedule sets the dates, so any date filter is replaced by the period it covers.

Only filters you actually set are saved. The form shows them in words under Filters, such as an amount range or a cardholder. With no filters, the export includes every transaction the person it runs as can see.

When you edit a schedule and the page's filters differ from the saved ones, tick Use the Transactions page's filters instead to swap them in.

Manage a schedule

Each schedule shows its next send and last result. From the schedule you can:

  • Send now: send it to its recipients now.
  • Send to me: send yourself a copy now.
  • Edit or Delete it.
  • Pause or resume it with the switch.
  • History: past runs, each with Download.

Backtest a past period

Before relying on a new schedule, check it against a period that has already ended:

  1. On the schedule, click Past period.
  2. Set From and To. The period must have ended, and the end can't be before the start.
  3. Click Send to me or Send to recipients.

Compare the file with a statement you already have.

Card statement day

Last card cycle follows the day your card statements start. If your account uses Ramp, an admin sets this once in Settings > External Cards > Ramp, under Statements start on. A schedule can also pick its own start day with Cycle starts on.

Changes to schedules are listed in the Activity log. See Activity log.

Need a hand? Email support@accountablevr.com

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