How to Export Receipts to PDF
Written by Darshan Thakor, founder of ScanMyReceipt · Published · Updated
A PDF report is the export for people who want to read, not analyze: an accountant flipping through a quarter, a client checking reimbursable costs, or you archiving a trip. Here's what ScanMyReceipt's PDF contains and when another format fits better.
How to export receipts to PDF
- Open the Export screen in ScanMyReceipt.
- Choose a date range: All time, This month, Last month, Past 6 months, Past year, or a custom range.
- Narrow it by category or tags if the report is for one purpose, such as Travel or a single client.
- Choose PDF as the format.
- Share the report by email or messaging, or save it to your files or cloud storage.
Keep the range focused. A report for one quarter or one trip is easy to read; a report of every receipt you've ever scanned rarely is.
What's in the PDF report
| Part | What it shows |
|---|---|
| Header | Number of receipts, the date range and when the report was generated |
| Totals | Total spent and tax, per currency |
| By category | Receipt count and total for each category |
| By month | Receipt count and total for each month |
| Receipts table | Date, merchant, category, payment, tags, note and total for every receipt |
| Receipt pages | One page per receipt with the receipt image, items, subtotal, tax, tip or extras, total paid and your note |
See it for yourself: download the sample PDF report, made from four demo receipts.
PDF vs spreadsheet vs ZIP
| Format | Best for | Includes images |
|---|---|---|
| Reading and sharing a report | Yes, one per receipt page | |
| Excel | Sorting, filtering and totals, with summary sheets | No, image file names only |
| CSV | Importing into another tool | No, image file names only |
| ZIP | A complete archive or a full hand-off | Yes, as separate image files plus CSV, Excel and PDF |
A PDF is the easiest file to open on any device, and it carries the receipt images inside it. But you can't sort it or total it differently. If the recipient will work with the numbers, send Excel as well; our guide on exporting receipts to Excel covers the columns.
Choose ZIP when someone needs everything: the folder contains the CSV, Excel and PDF files plus an Images folder with each original receipt image, named by date, merchant and total. It's also the best format for a yearly backup of your own records. Compare every format on the receipt export page.
Tips for a cleaner report
- Check totals and dates first. The summary tables add up whatever is in your library, so fix any misread total before exporting.
- Categorize everything. Uncategorized receipts make the By category table less useful.
- Add notes for unusual purchases. Notes appear in the receipts table and on each receipt page, which saves a round of questions.
- Re-export instead of editing. A PDF is a snapshot. When receipts change, export again rather than editing an old file.
Sending the report to a tax professional? Our guide on organizing receipts for your accountant has a hand-off checklist.
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.