Exporting line-item details of an expense report helps HR and finance teams to analyze, audit, and store individual expense claims submitted by employees. These reports include granular data such as date, amount, category, status, and attachments for each entry, making it easy to track and verify expenses.
What Are Line-Item Details?
A line-item refers to each individual expense entry within a report—for example:
- A taxi fare for a client meeting
- A hotel stay during a business trip
- A meal with a customer
Exporting these details provides full visibility into each claim, instead of just the total amount.
When to Export Line-Item Reports
- During internal or external audits
- For finance reconciliations
- When analyzing spending patterns
- To maintain monthly or quarterly records
- To validate policy compliance
Steps to Export Line-Item Details
Follow these steps to export detailed expense entries:
Step 1: Login as Admin/Finance/HR
Ensure you have the necessary access permissions to view and export expense reports.
Step 2: Navigate to Expense Analytics
Go to:
Control Panel → Analytics → Expense
Step 3: Choose the Report Type
Click on the List Report tab, which contains all individual expense entries submitted by employees.
Step 4: Apply Filters (Optional)
You can filter expenses based on:
- Employee Name
- Status (Pending, Approved, Paid, Rejected)
- Date Range
- Project / Department
- Entity / Location
These filters help narrow down the data before export.
Step 5: Click "Download CSV"
Once the filtered list is displayed:
- Click the Download CSV button (usually at the top right)
-
The system will generate a spreadsheet (.csv file) containing all the line-item details, including:
- Employee name
- Expense title & description
- Expense category
- Date of expense
- Claimed amount
- Approval status
- Payment status
- Attachment links (if enabled)
What the Exported File Contains
The downloaded file typically includes the following columns:
| Field | Description |
|---|---|
| Employee Name | Name of the person who submitted the claim |
| Expense Title | Title given to the expense |
| Category | Travel, Lodging, Food, etc. |
| Date | When the expense occurred |
| Amount | Claimed amount |
| Status | Pending, Approved, Paid, etc. |
| Attachment | If a bill or receipt is attached |
| Project / Department | If tagged to a specific project or team |
| Notes | Additional comments (if any) |
Tips for Using the Export
- Open the file in Excel or Google Sheets for sorting and filtering.
- Share the report with your finance team or auditors.
- Save it monthly or quarterly for compliance records.
- Use it to track expenses that are overdue for approval or payout.
Summary
Exporting line-item expense details in HRStop helps you:
- View and analyze detailed claim-level data
- Stay audit-ready with downloadable records
- Maintain control over organizational spending
This simple process ensures transparency and makes financial reporting much easier for your HR and finance teams.