Export Expenses CSV, Excel and PDF Without a Live Connector
Portmoneo exports your expense ledger as a file, not through a live connector. CSV is available on the Free tier; Excel (XLSX) and PDF reports need Premium. You choose a date range, export, and share the file by email or the Android share sheet. There is no QuickBooks, Xero, Dext, or Exact integration.
How do you export expenses as CSV on the Free tier?
Open your expense history, tap the export button, pick CSV, and choose the period you need. The app writes a comma-separated file you can open in Google Sheets, Excel, LibreOffice, or any tool that reads CSV, then share it through the Android share sheet or save it to a folder.
Free includes CSV export alongside 5 receipt scans per day, 5 chat messages per day, 90 days of history, ads, and guest mode. That is enough to run a monthly export habit and keep an off-device backup, as long as you export before older records fall outside the 90-day window.
One detail worth knowing: the CSV file includes a UTF-8 byte-order mark, so accented merchant names and currency symbols open correctly in Excel rather than as garbled text.
What columns do the CSV and Excel exports contain?
The ledger CSV uses a fixed header, so the same fields appear in the same order every time. That makes it easy to import into a spreadsheet template or script without cleaning it up first.
| Column | What it holds |
|---|---|
| Merchant | The supplier or store name |
| Date | The transaction date |
| Net | The amount before tax |
| Tax | The tax amount on the expense |
| Total | The gross amount you paid |
| Currency | The currency code for the row |
| Category | Your expense category name |
| TaxRates | The tax rate label applied to the expense |
| Expense ID | A unique identifier for the record |
The Excel (XLSX) export goes further and splits the data across three sheets: Expenses, Line Items, and Summary. The line-items sheet is useful when a single receipt carries several products or tax rates, because each line stays attached to its parent expense. XLSX and PDF require Premium.
Both formats reflect what you reviewed. Cloud AI extracts the merchant, date, total, currency, and tax lines at scan time, and you edit anything it misread before saving. If you want the extraction detail, see the receipt scanning feature; for the export formats themselves, the CSV and Excel export page is the reference.
How do you hand files to your accountant?
Match the format to the job. CSV and XLSX are for numbers your accountant will total, categorise, or import. PDF is for a presentation-ready report that shows the same figures in a fixed layout.
- Export the date range the accountant asked for, usually a quarter or a full tax year.
- Send the spreadsheet as the working file and, if requested, a PDF for review.
- Keep a dated copy yourself, so the version you sent is reproducible.
- Point out any rows you flagged, refunded, or excluded.
A clean handoff shortens the questions you get later. It also pairs well with a documented set of self-employed tax deductions: the spreadsheet shows the amounts, and your receipt checklist shows the support behind them.
The tax report export is separate. Premium includes a dedicated tax report in CSV and PDF, tied to the tax recovery feature and its jurisdiction wizard, which is useful when you track input tax across more than one country. It is a record-keeping report, not a filing.
Why is there no live QuickBooks, Xero, Dext, or Exact connector?
Because Portmoneo does not build one. There is no bank sync, no open-banking feed, and no one-click API that pushes expenses into an accounting suite. That is a deliberate boundary rather than a missing feature.
Two reasons shape it. The first is access: live accounting connectors usually start with bank credentials, and Portmoneo never asks for a bank login and has no bank-account access. The second is control: your ledger is stored local-first on your phone, and nothing leaves it until you export and choose where to send the file.
The trade-off is a manual step. You export, then import or attach the file in whatever system your accountant runs. For a freelancer filing once a year, that step is minor. For someone expecting an automated feed, it is a real limitation, and it is better stated plainly than hidden.
What about sharing and analytics?
The Android share sheet sends an exported file straight to email, Drive, or a messaging app without a proprietary integration. Nothing is pushed anywhere until you tap share.
If you want to read the numbers before you send them, the analytics feature shows spending by category and merchant, plus a period summary, so you can spot a miscategorised charge or an unusual total while you still remember the context.
Storage backs the rest. Free keeps 90 days of history; Premium keeps full history, which matters if you want one spreadsheet to cover a whole tax year rather than several exports stitched together. Both run on Android, with iOS on a waitlist.
Export the last full month today. Open the CSV, check the tax and category columns, and fix anything that looks wrong in the app. If the file needs no rework, you have a handoff your accountant can use as-is, and a backup sitting outside the phone. Portmoneo is free to start; Premium adds XLSX, PDF, tax reports, and full history when you need them.
Sources: IRS recordkeeping · HMRC: expenses if you’re self-employed