Exporting and printing the Expense Summary report

Once you have generated the Expense Summary report, you can export it to different file formats (PDF, Excel, CSV) or print it directly. This is useful for sharing the report with colleagues, sending it to stakeholders, or keeping it in your business records.

Before you start

• Generate the Expense Summary report first (see "Running the Expense Summary report" for steps).
• The report must be displayed on your screen before you can export or print it.
• Decide which format you need: PDF (for printing or email), Excel (for further analysis), or CSV (for importing into other systems).

Steps to export as PDF

1. Once the report is displayed, look for the Export or Download button near the top of the report.

2. Select PDF from the menu.

3. Your browser will generate a PDF file and prompt you to save it. Choose a location on your computer and name the file if needed.

4. The file is now saved and ready to share or print.

Steps to export as Excel

1. Look for the Export button and select Excel or XLSX from the menu.

2. Your browser will download an Excel file (.xlsx).

3. Open it in Microsoft Excel, Google Sheets, or any spreadsheet application to view or further analyze the data.

4. You can now modify the report (add calculations, create charts, reformat) for your own purposes.

Steps to export as CSV

1. Select the Export button and choose CSV.

2. A CSV file will be downloaded to your computer.

3. Open it in a text editor or spreadsheet application.

4. CSV format is useful if you need to import the data into accounting software or other business systems.

Steps to print the report

1. Once the report is displayed on your screen, use your browser's Print function:

   • Press Ctrl+P (Windows) or Cmd+P (Mac), or
   • Go to File → Print in your browser menu.

2. Choose your printer from the list.

3. Set your preferred options (number of copies, page range, color or black and white).

4. Click Print to send it to the printer.

5. The report will print with its current formatting and colors.

Tips & common mistakes

• Large reports: If your report spans many pages, PDF is best for distributing electronically. Excel is better if you need to analyze the numbers further.
• Formatting changes: When you export to Excel, you may need to reformat cells or adjust column widths to match your style.
• File naming: Give your exports meaningful names with dates (e.g., "Expense_Summary_2026_Q2.pdf") so you can find them later.
• Print preview: Before printing, use your browser's Print Preview to see how the report will look on paper.