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How-to: Import personal card expenses via a spreadsheet

Mark Louis
Mark Louis Expensify Team Posts: 146 Expensify Team
edited September 20 in How-to Docs

You can import any bank into Expensify using a spreadsheet, as long as it is in the file format CSV, XLS, OFX, or QFX. This option can be useful, for example, if your bank is not supported, or if you need to import earlier transactions beyond the default 30-90 day period banks allow.

To import expenses incurred on a personal card via a spreadsheet, follow these steps:

  1. Download a spreadsheet of your expenses directly from your online banking account. OFX will require no editing but not all banks' OFX files are compatible, so CSV is a good fallback.
  2. If you need to, delete any extra header rows, so that you have one header row, which includes Merchant, Transaction Date and Amount - it's fine to have extra columns, but make sure you know which to use!
  3. Format the date column to yyyy-mm-dd (for example) - if you use Excel, this is under Format Cells then Custom. You can use a different date format, but remember to use the same format each month.
  4. Once your file is saved and ready, log into Expensify and click Settings > Account > Credit Card Import.
  5. Click "Import Transactions from File"
  6. On the next screen, select "Upload"
  7. Next, you'll need to define the details of your file. If this is the first upload for this card, leave the layout set to Default and give it a sensible Mapping Name, like 'Platinum Visa', as you will likely use the "layout" again.
  8. Set the date format to match your CSV and adjust the currency to match your bank account currency.
  9. If you've previously imported expenses for the same card, choose the Default Layout of a previously uploaded spreadsheet.
  10. Scroll down and select which columns map to the merchant, date and amount (as a number without a currency symbol) – these are required presets which must be assigned.
  11. You can also map specific Categories and Tags as long as you don't have an integration connection to your default group policy. If you have an integration connected, you'll want to add the Categories and Tags to the expense after it's uploaded.
  12. Check the preview of your selection under Output Preview. If it looks good, you can then select "Add Expenses".
  13. NB: For checking accounts, you may need to "Flip Amount Sign" as transactions are often exported as negative amounts.

You're done! The CSV spreadsheet import will now appear under Imported Card Feeds. You can view the imported transactions by clicking "View Expenses" under the file feed. If you continue to use the same "Default Layout" then you will build on the previous month/upload and have one "feed" for that card.

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