Exporting and printing the Expenses by Category report

Once you have generated the Expenses by Category report, you can save it in multiple formats (PDF, Excel, CSV) or print it directly. This makes it easy to share detailed expense breakdowns with your team, stakeholders, or external parties, and to perform further analysis.

Before you start

• Generate the Expenses by Category report first (see "Running the Expenses by Category report" for steps).
• The report must be visible on your screen before you can export or print it.
• Consider what format best suits your needs: PDF for email and sharing, Excel for further analysis, or CSV for data import.

Steps to export as PDF

1. Look for the Export or Download button near the top of the report display.

2. From the menu, select PDF.

3. Your browser will generate the PDF and prompt you to save it. Choose a save location and file name.

4. The file is now ready to share via email or store in your filing system.

Steps to export as Excel

1. Click the Export button and choose Excel or XLSX from the dropdown.

2. Your browser will download an Excel file containing the report data.

3. Open it in Microsoft Excel, Google Sheets, or another spreadsheet application.

4. In Excel, you can:

   • Add your own formulas and calculations.
   • Create pivot tables for alternative views of the data.
   • Format cells and columns to your liking.
   • Save a copy for your records.

Steps to export as CSV

1. Click Export and select CSV.

2. A comma-separated values file will download to your computer.

3. You can open it in Excel, Google Sheets, or any text editor.

4. CSV format is useful if you need to import this data into another accounting or business system.

Steps to print the report

1. With the report 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. Select your printer from the available options.

3. Adjust print settings as needed (number of copies, page range, color vs. black and white).

4. Click Print to send to your printer.

5. The report will print with the current formatting, including any expanded or collapsed categories.

Tips & common mistakes

• Large hierarchies: If your report has many levels of categories and subcategories, PDF may be best for maintaining the layout. Excel gives you the flexibility to expand or collapse sections as needed.
• Column widths in Excel: After exporting to Excel, adjust column widths so all data is visible.
• Print orientation: For reports with many columns, consider printing in landscape orientation to avoid cutting off data.
• Backup files: Name your exports with dates (e.g., "Expenses_by_Category_2026_Q2.pdf") so you can maintain a history.
• Print preview: Before printing, use your browser's Print Preview to ensure the layout looks correct.