Deep Dive: Expense level formula
Use the formulas listed here to help create an export you can depend on!
1. Merchant - merchant of the expense
- {expense:merchant} would output Sharons Coffee Shop and Grill assuming the expense is from Sharons Coffee Shop.
- {expense:distance:count} would output the total miles/kilometers of the expense.
- {expense:distance:rate} would output the monetary rate allowed per mile/kilometer.
- {expense:distance:unit} would output either mi or km depending on which unit is applied in the policy settings.
- {expense:created:yyyy-MM-dd} would output 2019-11-05 assuming the expense was created on November 5th, 2019.
- {expense:posted:yyyy-MM-dd} would output 2023-07-24 assuming the expense was posted on July 24th, 2023
- You can modify the default formatting by removing, adding or reordering the date and time. Please note, dates are case sensitive! That is, mm is different than MM. For a full breakdown, check out the Date Formatting guide here.
- {expense:tax:field} would output VAT assuming this is the name of the tax field.
- {expense:tax:ratename} would output the name of the tax rate that was used (ex: Standard). This will show custom if the chosen tax amount is manually entered and not chosen from the list of given options.
- {expense:tax:amount} would output $2.00 assuming that is the amount of the tax on the expense.
- {expense:tax:percentage} would output 20% assuming this is the amount of tax that was applied to the subtotal.
- {expense:tax:net} would output $18.66 assuming this is the amount of the expense before tax was applied.
- {expense:tax:code} would output the tax code that was set in the policy settings.
- {expense:amount} would output $3.95 assuming the expense was for three dollars and ninety-five cents
- {expense:amount:isk} would output Íkr3.95 assuming the expense was for 3.95 Icelandic króna.
- {expense:amount:nosymbol} would output 3.95. Notice that there is no currency symbol in front of the expense amount because we designated none.
- {expense:exchrate} would output the currency conversion rate used to convert the expense amount
Add an optional extra input that is either a three-letter currency code or nosymbol to denote the output's currency. The default if one isn't provided is USD.
- {expense:amount:originalcurrency} This gives the amount of the expense in the currency in which it occurred.
- {expense:amount:originalcurrency:nosymbol} will export the expense in its original currency without the currency symbol.
- {expense:originalamount} is the amount of the expense imported from your bank or credit card feed. It would output $3.95 assuming the expense equated to $3.95 and you use US-based bank. You may add an optional extra input that is either a three-letter currency code or NONE to denote the output's currency.
- The corresponding currency code for {expense:originalamount} is simply {expense:currency}.
For expenses imported via CDF/VCF feed only
- {expense:purchaseamount} is the amount of the original purchase in the currency it was purchased in. Control plan users only.
- {expense:purchaseamount} would output
Irk 3.95
assuming the expense was for 3.95 Icelandic krónur, no matter what currency your bank has translated it to. - {expense:purchasecurrency} would output Irk assuming the expense was incurred in Icelandic krónur (before your bank converted it back to your home currency)
- {expense:amount:negsign} displays negative expenses with a minus sign in front rather wrapped in parenthesis. It would output -$3.95 assuming the expense was already a negative expense for three dollars and ninety-five cents. This formula does not convert a positive expense to a negative value.
- {expense:amount:unformatted} displays expense amounts without commas. This removes commas from expenses that have an amount of more than 1000. It would output $10000 assuming the expense was for ten thousand dollars.
- {expense:debitamount} displays the amount of the expense if the expense is positive. Nothing will be displayed in this column if the expense is negative. It would output $3.95 assuming the expense was for three dollars and ninety-five cents.
- {expense:creditamount} displays the amount of the expense if the expense is negative. Nothing will be displayed in this column if the expense is positive. It would output -$3.95 assuming the expense was for negative three dollars and ninety-five cents.
- {expense:category} would output Employee Moral assuming that is the expenses' category.
- {expense:category:glcode} would output the category gl code of the category selected.
- {expense:category:payrollcode} outputs the payroll code information entered for the category that is applied to the expense. If the payroll code for the Mileage category was 39847, this would output simply 39847.
- {expense:attendees} would output the name or email address entered in the Attendee field within the expense (ex. guest@domain.com).
- {expense:attendees:count} would output the number of attendees that were added to the expense (ex. 2).8. Attendees - persons listed as attendees on the expense.
9. Tags - Tags of the expense - in this example the name of the tag is "Department"
- {expense:tag} would output Henry at Example Co. assuming that is the expenses' tag.
- {expense:tag:ntag-1} outputs the first tag the user chooses.
- {expense:tag:ntag-3} outputs the third tag the user chooses.
10. Description - The description on the expense
- {expense:comment} would output "office lunch" assuming that is the expenses' description.
11. Report title - the title of the report the expense is part of
- {report:title} would output "Expense Expenses to 2019-11-05 assuming that is the report's title.
12. Receipt - all things related to the receipt - MMC, type, URL
- {expense:receipt:type} would output eReceipt if the receipt is an Expensify Guaranteed eReceipt.
- {expense:receipt:url} would output a link to the receipt image page that anyone with access to the receipt in Expensify could view.
Account setting will affect the exporting receipt URL - learn more here
How-to: Enable and disable Public Receipt Visibility
- {expense:receipt:url:direct} would show the direct receipt image url for download.
- {expense:mcc} would output 3351 assuming that is the expenses' MCC (Merchant Category Code of the expense).
13. Card name/number expense type
- {expense:card} Manual/Cash Expenses — would output Cash assuming the expense was manually entered using either the website or the mobile app.
- {expense:card} Bank Card Expenses — would output user@company.com – 1234 assuming the expense was imported from a credit card feed.
14. Expense ID - this is related to the entire expense
- {expense:id} would output the unique number associated with each individual expense "4294967579".
15. Reimbursable state
- {expense:reimbursable} would output "yes" or "no" depending on whether the expense is reimbursable or not.
16. Billable state
- {expense:billable} would output "yes" or "no" depending on whether the expense is billable or not.
- {report:expense:number} would output 2 assuming that the given expense was the second expense on its report.
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