Invoice CSV export
Export invoices as a CSV file, a plain spreadsheet file that any AP or accounting system can import. Each row is one invoice line, and money amounts are shown in cents. The file's totals match the ERP tie-out panel when Balanced reads Yes — penny-exact.
On this page
Who can export
All staff roles: Program Admin, Hiring Manager, Finance / AP, HR / Compliance and Executive. Workers and billing entities can't export.
Download a file
Open Invoices. There are two ways to export:
| What | Where | File name |
|---|---|---|
| One invoice | Export CSV in the Actions column. Shown on invoices of type Invoice. | invoice-INV-000123.csv (the invoice number) |
| A whole period | Export period CSV in the ERP tie-out panel. Contains every invoice for the period the panel covers. | invoice-2026-08-01_2026-08-31.csv (the first and last day of the period) |
Your browser downloads the file and you stay on the page. Always use these buttons, since they pick the right invoice or period for you.
If your workspace is connected to your AP system, you can also send invoices straight into it. See Push invoices to AP. CSV export stays available either way.
How the file is laid out
- The first row holds the column names. Every row after it is one invoice line.
- Values are separated by commas. A value that itself contains a comma, a quote or a line break is wrapped in double quotes, and any quote inside it is doubled. Spreadsheet apps and AP importers read this automatically.
- The text uses UTF-8, the standard encoding. If your importer asks which encoding to use, choose UTF-8.
- Rows are separated by a single line break, with none after the last row.
- There's no total row. To get an invoice total, add up
amount_centsfor its rows. - An empty value means the column doesn't apply to that line, for example a rate on an expense.
Money is shown as a whole number of cents, so there are no decimal points to round. For example, 340000 means $3,400.00. Divide by 100 to get dollars, or the main unit of the invoice's currency.
Columns
The columns always appear in this order. Column names are shown exactly as they appear in the file.
| Column | What it holds |
|---|---|
invoice_number | The invoice number, for example INV-000123. The format follows the numbering in your invoice rules. |
supplier_ref | The supplier code of the supplier the invoice is addressed to. Empty if the invoice has no supplier. |
period_start | First day of the invoice period, written year-month-day, for example 2026-08-01. |
period_end | Last day of the invoice period, in the same format. |
source_type | timesheet for time, or expense for an expense. |
source_ref | A reference to the approved timesheet or expense the line came from. It never changes, and each one is invoiced only once, so you can use it to spot duplicates in your AP system. |
description | A readable summary, for example worked regular (2400 minutes) or Expense: Travel. |
pay_code | The kind of time, for example worked. Empty for expenses. |
band | How the time was paid: regular, overtime or doubletime for hourly time; flat for daily or monthly time and for paid time off such as Holiday or PTO; expense for expenses. |
quantity | How much time was charged, in the unit shown in the next column. Empty for expenses. |
unit | minutes for hourly time (including Holiday and PTO), units for days or months, and expense for expenses. |
rate_cents | The rate from the rate card, in cents. Empty for expenses. |
multiplier_bp | The pay multiplier, written in hundredths of a percent: 10000 means normal rate (1×) and 15000 means time and a half (1.5×). Empty for expenses. |
amount_cents | The line amount in cents. This is the figure to pay. |
currency | The three-letter currency code, for example USD. |
Example
Two lines from one fictional invoice to Acme Staffing:
invoice_number,supplier_ref,period_start,period_end,source_type,source_ref,description,pay_code,band,quantity,unit,rate_cents,multiplier_bp,amount_cents,currency
INV-000123,ACME,2026-08-01,2026-08-31,timesheet,…,worked regular (2400 minutes),worked,regular,2400,minutes,8500,10000,340000,USD
INV-000123,ACME,2026-08-01,2026-08-31,timesheet,…,worked overtime (120 minutes),worked,overtime,120,minutes,8500,15000,25500,USDThe first line is 40 hours at $85.00 an hour, which is $3,400.00. The second is 2 hours of overtime at time and a half, which is $255.00. The invoice total is 340000 + 25500 = 365500 cents, or $3,655.00.
Load the file into your AP system
-
Check the tie-out first
On Invoices, confirm that Balanced reads
Yes — penny-exact, then select Record tie-out snapshot to keep a record of what you handed over. -
Export the period
Select Export period CSV to get one file for the whole period.
-
Match the columns in your AP system
In your AP or accounting system's import screen, tell it which column holds what:
invoice_numberis the bill or invoice number,supplier_refis the vendor, andamount_centsis the line amount. If your system expects amounts in dollars, divide the cents by 100. Group rows byinvoice_numberto build one bill per invoice. -
Match vendors
Make sure each
supplier_refmatches a vendor in your AP system. It's the same supplier code you used when you imported or created the supplier in VendOrca.
Common questions
The download does nothing. Why?
An export needs either one invoice, or both the first and last day of a period. Use the Export CSV and Export period CSV buttons, which fill these in for you.
Some rows have an empty supplier_ref.
Those invoices have no supplier. See Unassigned-supplier invoices.
Can an AI agent read invoices?
The CSV file is downloaded in the app. AI agents and your own software can read invoices through agent access, with the Financial option turned on. See Agent access overview.