The Spend export file for invoices is an standardized CSV export of booking data for invoices. The invoice data included in the export file depends on your company’s setup and can be configured according to your specific requirements. For example, the file can include these additional data attributes:
- Invoice data
- Legal entity data
- Supplier data
- Category data
- Cost object data
- Custom field data
- Line item data
- Reporting invoice data
You can customize the output of the Spend export file using various configuration options – including file name, format, date and amount format, as well as tax handling and other transformations. By default, the Spend export file contains standard Spend data in a pre-defined order.
Generate spend export file
To configure Perk to export all expense data in the spend export file format (either manually when the Finance user exports or automatically), go to Admin > Integrations under Invoice export tab, click Start wizard, and choose Spend export file as the current export system.
You can set up a specific configuration in the General settings section, if required.
Configure the spend export file
The Spend export file configuration is set up to include the most commonly used settings. However, you can customise the behaviour of the Spend export file using various configuration options — including the file name, delimiter, aggregation of line items, tax and credit line handling, currency of the export, price per item and tax-only settings, data and field order.
Fields in the export file
Unless configured, the Spend export file has a default field order that uses standard Spend data. However, you can customise the data fields, choosing which information to include and the order, as required.
| Row type | Description |
|---|---|
| Debit line | One per line in the invoice |
| Tax line | One per line’s tax item, if enabled |
| Credit line | One per invoice |
General settings
The General settings section displays the most commonly used options when setting up the Spend export file.
Spend export file configuration has a fallback logic to ensure that the file can be correctly generated.
Export file name
Optional. Determines the name of the export file. If the field is not populated, the default option (SupplierInvoices-1-of-1) for file name is used. Do not use dashes (-), dots (.), commas (,), colons (:), and semi-colons (;).
You can use these placeholders to determine the filename of the exported file:
-
\{\{legalEntityName\}\}: File name contains the company name (e.g. Company A) -
\{\{exportId\}\}: File name contains the export ID. (e.g. r9bzSngEWVYSa7LDbYSo) -
\{\{YYYYMMDD_HHMMSS\}\}: File name contains date in this format. It must be exactly this string. (e.g. 20250917_112052) -
\{\{date\}\}: File name contains date in the formatyyyy-mm-dd. (e.g. 2025-09-17) -
{{timestamp}}: File name contains the timestamp. (e.g. 20250917_112052) -
free text: File name contains text (no special characters). (e.g. Export)
Note: By default, Perk adds a timestamp to the beginning of all file names. You can change the position of this timestamp by selecting the overwrite option within your SFTP export setup.
Here you have an example of all placeholders included in the name of the file:
And this is the resulting file name:
Delimiter
Required. File delimiter character for CSV and XLS files. You can use these characters as delimiters:
-
.(full stop/period) -
,(comma) -
;(semi-colon) -
|(pipe) -
'(apostrophe) -
"(straight quotation mark)
Aggregate line Items
Optional. Allows you to aggregate line items by the same category, cost object and tax rate.
Tax line for each debit line
Optional. For each debit line with tax information included, create a new VAT line with the tax information provided (amount, account, description, and country).
Exclude credit line booking
Optional. By default, the export file contains credit and debit lines. However, you can choose to not to export credit lines by selecting this checkbox.
Reporting currency
Required. By default, it uses the original currency of the invoice; however, you can choose to export amounts in the company’s currency. The chosen reporting strategy dictates currency and amount conversion in the export file.
Data fields
The Spend export file uses a default field order. However, you can adjust the order of fields as required.
If you click Edit, you can change the order in which fields appear, determine the line position, or remove fields.
The dropdown list displays all additional fields that you can add to the export file, grouped by concept:
- default data (in other words, most commonly required fields)
- invoice data
- cost object data
- supplier data
- category data
- tax item data
- company data
- line item data
- tag data
For more information on the data fields you can incorporate in the Spend export file, see Data fields for the spend export file for invoices.
Once you have selected the field, you can choose to export that data with a specific label, determine the field order in the file, and determine the line position.
Line position
Every invoice is split into one or more debit lines (depending on cost objects, taxes, and categories), tax lines (if enabled in the configuration), and a single credit line. Debit and credit amounts are expressed as separate lines in the file (i.e. they can’t be exported as a single line with a D/C indicator).
The data field order performs different logic depending on the line type (debit, credit, tax). Each column is designed to handle the specific logic for each row.
| Position | Description |
|---|---|
| All lines | Shown on all lines types (credit, debit, tax) |
| Debit lines only | Only shown on debit lines (this includes debit, tax and consolidated tax lines) |
| Credit lines only | Only shown on credit lines |
If no position is specified, the information is added to every line.
Default data field order
Every invoice has debit lines and credit lines that are exported in a single file. By default, the export file includes these standard columns:
- Account
- Account type
- Credit
- Debit
- Tax code
- Cost object
- Description
- Perk ID
- BAN
- Reference number
- Payment term code
- Country
- Date
- Due date
- Payment date
- Service date
- Invoice
- Currency
- Comment
- Tag dimension code 1
- Tag dimension code 2
Depending on the export configuration, it may also contain additional data attributes appended after these standard columns.
Account column
Contains the supplier external ID or category account.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
supplier.externalId |
category.account |
taxRate.account |
Account type column
Contains a description of the type of account.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
vendor |
gl |
gl |
Credit column
Total gross amount depending on the reporting currency set in the export configuration:
- Convert to company currency
- Original currency
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
invoice.totalAmount |
empty | empty |
Debit column
Debit gross amount depending of reporting currency set in the export configuration:
- Convert to company currency
- Original currency
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
| empty | lineItem.amountGross |
lineItem.tax |
Tax code column
Tax code applicable to the line item.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
| empty | taxRate.code |
taxRate.code |
Cost object column
Cost object code associated with the line item.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
| empty | costCenter.code |
null |
Description column
Supplier name and description taken from line item.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
supplier.name |
lineItem.description |
taxRate.description |
Perk ID
Perk unique ID of the invoice.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
invoice.id |
invoice.id |
invoice.id |
IBAN Number
IBAN number
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
invoice.paymentInformation.iban |
invoice.paymentInformation.iban |
invoice.paymentInformation.iban |
Reference number column
Reference number included in the QR code.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
invoice.qrInfo.referenceNumber |
invoice.qrInfo.referenceNumber |
invoice.qrInfo.referenceNumber |
Payment term code column
If a payment term exists, take the Code value from the payment term. Otherwise, it is left empty.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
paymentTerm.externalId |
paymentTerm.externalId |
paymentTerm.externalId |
Country column
Country of the invoice.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
invoice.country |
invoice.country |
taxRate.country |
Date column
Date of the invoice.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
invoice.date |
invoice.date |
invoice.date |
Due date column
Due date of the invoice.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
invoice.dueDate |
invoice.dueDate |
invoice.dueDate |
Payment date column
Payment date of the invoice, if enabled.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
invoice.paymentDate |
invoice.paymentDate |
invoice.paymentDate |
Service date column
Service date of the invoice, if enabled.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
invoice.serviceDate |
invoice.serviceDate |
invoice.serviceDate |
Invoice column
Invoice number
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
invoice.invoiceNumber |
invoice.invoiceNumber |
invoice.invoiceNumber |
Currency column
Currency depends on the reporting currency selected in the export configuration:
- Company currency
- Original currency
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
invoice.currency |
invoice.currency |
invoice.currency |
Comment column
Comment on the invoice.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
invoice.comment |
invoice.comment |
invoice.comment |
Tag dimension code 1 column
If the line item from the invoice contains tag1, include the tag.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
tag1.code |
tag1.code |
Tag dimension code 2 column
If the line item from the invoice contains tag2, includes the tag.
| Credit line | Debit line | Tax lines for each debit line |
|---|---|---|
tag2.code |
tag1.code |