If you’re looking for a way to customise your Excel or CSV accounting templates, our brand-new template builder can help you export expense data in the most efficient format. Find out all about our new builder and how to use it, including creating and customising your exports to save time and improve accuracy.

Exporting expense and payment data is essential for accurate accounting management. Whether you need an export to create stakeholder reports or upload data to your ERP or accounting system, our new feature offers a quick and easy way to export this information in formats that suit your organisation. So, where do you start?

Choosing the right accounting template

Customising your Excel or CSV accounting template to suit your specific business needs is essential for building an efficient accounting process.

You need to be able to edit your accounting templates to ensure they have the right columns in the same order. You also need to make sure that the names and document numbers are the same, and so on. Considering that not every ERP or accounting system understands an invoice or receipt the same way, you must also be able to treat them differently and to set ‘if’ conditions as required.

Introducing our new Accounting Template Builder. With the new template builder, you don’t need to create, export, and edit the data post-export. Instead, you can create your Excel or CSV template once and export your data in a format you’ve already predetermined, making it easy to share, digest, and, most importantly - import directly into other financial systems. Together, this makes real-time reconciliation possible — a task that used to drain hours now just takes minutes.

You can also create as many templates as you need (one for reimbursements, another for payments above certain values, etc.) to immediately boost efficiency throughout your accounting workflows.

Creating and customising your accounting template with Payhawk’s Accounting Template Builder

Are you exporting data in Excel or CSV format? Then, our Accounting Template Builder can help you access many more supported templates to further streamline your data management process and ensure accurate accounting.

Here’s how you can do it in a nutshell:

1. After navigating to your ‘settings’ option in the left-hand menu, select ‘exports’. Here, you’ll see a list of active templates you might have already used. To select or create a new one, click ‘add template’.
2. Start by selecting a pre-built template (and filter by ‘accounting’ and ‘ERP systems’ to help you find the best template for your data exporting needs).
3. Once you choose a starting template, a new template is created in your list, and you can configure that template as you wish. For example, you can include multiple lines or single lines, choose what kind of data you’re including — expenses, payments, or deposits — and use additional filters, such as downloading the specific reimbursements for a particular team.

You can configure the cells to include ‘if’ and ‘else’ statements to ensure seamless data import and reconciliation, offering endless customisation options. You can input free text, specify which system data should populate specific fields, and define formatting options such as date formats or maximum character lengths for text fields. Additionally, you can use conditional values and functions to control the output based on specific rules. The possibilities are virtually limitless.

Please note that our internal teams can also customise templates for customers. Regardless of your ERP or Accounting system, we can help you.

4. Once you configure a template, you can continue to edit and update it to fit your data reporting requirements. Simply select the active template and edit inside.

Tsvetina Yancheva, Product Marketing Lead at Payhawk says:

What sits behind our Accounting Template feature release (and many of our other features) is flexibility for our customers. We’re building a spend management system that works the way they do. This feature is part of how we cover expense management from A to Z, making it exactly how our customers need it to be.

• Ready to see the template builder (and more customisable, time-saving features) in action?
• Or keen to see how our powerful direct accounting and ERP integrations (including NetSuite, Microsoft Dynamics, Xero, QuickBooks, and more) work in real time?

Then request a personalised demo today and one of our experts will guide you through.