How to Export Receipts to Excel
Written by Darshan Thakor, founder of ScanMyReceipt · Published · Updated
An Excel export turns your receipt library into rows you can sort, filter and total, or hand to someone who lives in spreadsheets. Here's exactly what ScanMyReceipt puts in the workbook and how to get useful totals out of it.
How to export receipts to Excel
- Open the Export screen in ScanMyReceipt.
- Pick a date range: All time, This month, Last month, Past 6 months, Past year, or a custom range.
- Optionally narrow it by category or tags, for example only Travel, or only receipts tagged for one client.
- Choose Excel as the format.
- Share or save the file, by email, to cloud storage, or straight to your accountant.
Filtering first keeps the workbook focused on the question you were asked, such as "Q2 travel" or "all software for Client A", instead of every receipt you've ever scanned.
What's in the Excel file
The workbook has three sheets.
| Sheet | What it contains |
|---|---|
| Summary | Report title, when it was generated, the number of receipts and the date range, then totals by currency, by category and by month |
| Receipts | One row per receipt, newest first, with a bold TOTAL row per currency at the bottom |
| Line items | One row per item read from the receipts: Date, Merchant, Item, Qty, Unit price, Line total, Currency |
The Receipts sheet has these columns, in this order:
| Column | What it holds |
|---|---|
| Date | Receipt date |
| Merchant | Store or business name |
| Category | The category you picked or confirmed |
| Tags | All tags, separated by semicolons |
| Payment | Payment method, when shown on the receipt |
| Currency | Three-letter currency code, such as USD |
| Subtotal | Amount before tax and extras |
| Tax | Tax, with multiple tax lines added together |
| Tip / extras | Tips, delivery, service charges and similar |
| Total | Total exactly as printed on the receipt |
| Note | Your note |
| Image file | The name of the matching image, such as 2026-10-14_Metro-Office-Supply_45.43.jpg |
The header row is frozen and has filters switched on, so you can sort or filter any column straight away. CSV exports use the same twelve columns; see receipt export for every format side by side.
Tip: total spending by category with a pivot table
The Summary sheet already shows totals by category. If you want to slice further, by category and month, or by tag, a pivot table takes about a minute.
- On the Receipts sheet, select the header row and every receipt row. Leave out the bold TOTAL rows at the bottom so they aren't counted twice.
- Choose Insert → PivotTable and place it on a new sheet.
- Drag Category to Rows and Total to Values (it should say Sum of Total).
- If you have more than one currency, drag Currency to Filters or Columns so different currencies aren't added together.
- For a month view, drag Date to Columns and group it by month.
Tags work the same way when a receipt has one tag. Receipts with several tags show them joined in one cell, so filter with "contains" instead.
Excel, CSV or ZIP?
- Excel for a formatted workbook with summaries that a person will read and analyze.
- CSV when another tool, such as accounting software or Google Sheets, needs to import plain rows.
- ZIP when the receipt images should travel with the spreadsheet. It contains the CSV, Excel and PDF files plus an Images folder, named so each image matches the Image file column.
If accented merchant names look garbled when you open the CSV in Excel, import it with Data → From Text/CSV and choose UTF-8, or use the Excel file instead. Sending the export to an accountant? See how to organize receipts for your accountant.
ScanMyReceipt helps you organize and manage receipt records. It does not determine whether an expense is deductible and does not provide tax, accounting, or legal advice. Consult a qualified professional for advice about your specific situation.