Examples for importing receipts into Excel

Receipt OCR becomes useful when the output is easy to filter, total, and review. A spreadsheet should be designed for the decisions you need to make: monthly totals, category breakdowns, tax review, and accountant handoff.

A practical starting table includes date, vendor, category, tax amount, total amount, currency, payment method, document type, source file, and notes. If you track projects, add a project or client column.

If your accounting software expects a fixed column layout, define it once instead of rearranging every export. Sign in to ExpenSheet and upload the header row of the file you import into that software from Output Settings; the export is produced with exactly those column names in that order. Even without a template you can hide columns, drag them into the order you want, and rename the headers — and that layout is saved to your account.

Example one: a freelancer exports all July receipts, filters by software subscriptions, and checks recurring services. Example two: a small shop filters travel and meal expenses before sending a monthly expense report. Example three: an accountant uses the source file column to open the original receipt when a row looks unusual.

After import, check number formats. Decimal separators differ by locale, and an amount imported as text will not sum correctly. You can settle this before downloading: in ExpenSheet's Output Settings, choose the CSV decimal separator (dot or comma) and the column delimiter (comma or semicolon) your spreadsheet expects. Excel (XLSX) exports write numbers as real numbers either way, so the problem does not arise there. Also check dates, because ambiguous formats like 03/07/2026 can mean different things depending on the country.

Keep manual edits visible. If an OCR field was corrected, a note column or highlight can preserve the review trail. That habit improves trust in the spreadsheet over time.