Create an Export

On this page, you define which expenses should be exported, which period the export covers, and which export format should be used.

You can select multiple export formats at the same time. For example, with a single click you can create DATEV Export Files – Financial Accounting, DATEV Export Files – LODAS, DATEV Export Files – Lohn und Gehalt, and a SEPA XML File. 

Creating an export is completed in just a few steps:

1. Select a Period
   Choose which trips and individual receipts should be included in the export.
2. Select Export Format(s)
   Choose one or more export formats or integrations.
3. Configure Options
   Specify additional export options, such as whether already exported expenses should be included again or whether expenses should automatically be marked as Exported after the export.
4. Review Your Selection
   Check your settings one last time before starting the export.
5. Start the Export
   Start the export. Depending on the selected export format, the files will either be generated for download or transferred directly to the selected integration.

Note: The summary at the bottom of the page always displays the selected export formats and the selected period, helping you keep track of your current export.

1. Period

Choose the period for which expenses should be exported. You can choose between two options.

Custom Period

Select a From and To date. Both fields include a calendar, allowing you to select the desired period conveniently.

When you open the page, the current calendar year (1 January to 31 December) is selected by default. If your company uses a different fiscal year, the current fiscal year is selected instead.

If you change the From date so that it falls after the To date or in a different year, Spesenfuchs automatically adjusts the To date to the end of the corresponding calendar or fiscal year.

Month

Alternatively, you can select a month and year. The export will then automatically include the entire month, from the first to the last calendar day.

By default, the previous month is selected, as this is the period most commonly used for monthly accounting exports. You can choose from the current year and the two previous years.

2. Select Export Format(s)

In the second step, choose the format in which your expenses should be exported.

You can select up to four export formats at the same time. For each selected format, a separate export file is created or—if an integration is selected—a separate data transfer is performed.

Selecting Export Formats

There are two types of export tiles.

Tiles with Sub-Options

Clicking one of these tiles opens a panel containing multiple export formats. Select the required formats by ticking the corresponding checkboxes.

Examples:

• DATEV Export Files
• Additional Export Formats

Direct Export Tiles

These tiles represent a single export format or integration. Click once to select the format and click again to deselect it.

Examples:

• Agenda LOHN
• Your configured accounting integration

Note: The checkbox in the upper-left corner of each tile indicates whether at least one export format has been selected in that category.

DATEV Export Files

The DATEV Export Files tile provides several export options for DATEV.

Financial Accounting

The following export formats are available:

• Accounting Entries Only – Exports only the accounting entries.
• Accounting Entries + Receipt Images – Exports the accounting entries together with the corresponding receipt images.
• Receipt Data + Receipt Images – Exports the receipt data in DATEV XML format together with the receipt images.

Payroll

The following payroll export formats are available:

• LODAS
• Lohn und Gehalt

Agenda LOHN

If Agenda LOHN is enabled in your export settings, a dedicated export tile is displayed.

Accounting Integration

If you have configured an accounting integration—such as DATEV Datenservice, sevdesk, Lexware Office, Kontolino!, BuchhaltungsButler, or weclapp—it is also displayed as a separate export tile.

Unlike download-based export formats, no export file is created. Instead, the data is transferred directly to the connected system.

Additional Export Formats

The Additional Export Formats tile provides further export options.

Excel

You can choose from three CSV exports:

• Short – Compact overview
• Detailed – Comprehensive export containing all available information.
• Summary – Summary by expense category.

Other Formats

The following additional export formats are available:

• Receipt Images – Downloads only the receipt images.
• SEPA XML File – Creates a SEPA payment file for reimbursing employee expenses.

Note: Your selected export formats are saved and automatically preselected the next time you create an export.

Export Settings

Click Export Settings to open the general settings for your export formats. Here you can configure, for example:

• Chart of Accounts
• Tax Advisor Number and Client Number
• DATEV Posting Lock
• Active accounting integrations
• Other export-specific settings

These settings only need to be configured once and will automatically be applied to future exports.

3. Options

In the third step, you configure additional export options. These determine which expenses are included in the export and how Spesenfuchs handles them after a successful export.

Export Already Exported Expenses Again

By default, only expenses with the status Processing completed that have not yet been exported are included in the export.

If you enable this option, expenses that have already been exported will also be included. This is useful, for example, if you need to repeat an export or transfer missing data.

Note: Exporting expenses that have already been transferred may result in duplicate entries in your accounting system. Only use this option when it is explicitly required.

Mark Expenses as "Exported" After Export

This option is enabled by default.

After a successful export, the selected expenses receive the status Exported. As a result, they will no longer be included in future exports.

If you disable this option, the expenses remain in the status Processing completed and will be suggested again the next time you create an export.

Note: This may cause the same expenses to be exported multiple times, potentially resulting in duplicate entries in your accounting system.

Why is this option sometimes unavailable?

This option is disabled if an accounting integration (for example DATEV Datenservice, sevdesk, Lexware Office, Kontolino!, BuchhaltungsButler, or weclapp) has been configured in your Export Settings, but is not selected for the current export.

This prevents expenses from being marked as Exported before they have been transferred to the configured integration. Otherwise, those expenses would no longer be included in a later export via that integration.

As soon as you select the corresponding integration for the current export, the option becomes available again.

Send Me an Email After the Export

Enable this option to receive an email notification when the export has finished.

This setting is saved with your user account and will automatically be applied to future exports.

4. Summary and Preview

Before starting the export, you can review your selection one last time. The summary provides an overview of your selected settings, while the preview displays the expenses that will actually be exported.

Summary

Below the settings, you will find a summary of your selection.

It includes the selected period and all selected export formats displayed as chips.

To remove an export format, simply click the × on the corresponding chip.

At the bottom of the page, you will also find the Preview button. Click it to review your selection before starting the export.

Preview

Click Preview to review your selection before starting the export.

Spesenfuchs first validates your settings. If all required information is complete and correct, the export preview opens.

If required information is missing or your settings contain conflicts, an error message is displayed. Correct the issue before starting the export.

If there are only warnings that do not prevent the export, these will also be displayed. You can still continue with the export.

List of Expenses

On the left-hand side, you will see all expenses that will be exported.

The following information is displayed for each expense:

• Type
• Description
• Employee
• Date
• Status
• Amount

This allows you to verify that all required expenses are included before starting the export.

Status Overview

On the right-hand side, you will find a summary of the export settings, including:

• the number of expenses to be exported,
• the number of selected export formats,
• whether the expenses will be marked as Exported after the export,
• whether already exported expenses will be included again, and
• for DATEV Export Files – Accounting Entries exports, whether DATEV Posting Lock is enabled.

Start the Export or Return

If everything is correct, click Start Export to begin the export.

If you want to make changes to your settings first, click Cancel. You will return to the export settings without losing your current selection.

5. Start the Export

Click Start Export to begin the export.

While the export is being prepared, a short notification is displayed. The export is then processed in the background, allowing you to continue working in Spesenfuchs without interruption.

After the export has started, you are automatically taken to the Exports tab. There you can monitor all running and completed exports together with their current status.

Once an export has finished, you can:

• download the generated files, or
• check the transfer status of integration-based exports.

Note: Large exports containing many expenses or receipt images may take several minutes to complete.

Frequently Asked Questions

No expenses are shown in the preview. Why?

Only expenses with the status Processing completed are included in an export.

Please check the following:

• Do the trips or individual receipts have the status Processing completed?
• Does the expense date fall within the selected period?
• Have the expenses already been exported? If so, enable the Export Already Exported Expenses Again option.

I started an export by mistake. Can I undo it?

A completed export cannot be undone.

If you want to export the same expenses again, enable the Export Already Exported Expenses Again option and start the export again.

Note: If the data has already been imported into your accounting system, it must be removed or reversed there before importing it again. Otherwise, duplicate entries may occur.

Can I export multiple export formats at the same time?

Yes. You can select up to four export formats at the same time, even across different categories.

For example, you can create a DATEV Export Files – Financial Accounting export, an Excel export, and a SEPA XML File in a single operation.

A separate file—or, for integrations, a separate data transfer—is created for each selected export format.

Why are some export tiles not displayed?

Some export tiles are only available if the corresponding feature has been configured or enabled.

Examples include:

• Agenda LOHN
• Accounting integrations such as DATEV Datenservice, sevdesk, or Lexware Office

Where can I find my completed exports?

All exports are available in the Exports tab.

There you can view the current status of each export, download the generated files, or check the status of data transfers. Completed exports remain available for the retention period shown in the application.