Email Invoices to Excel, Automatically
Structured rows instead of a folder of PDFs.
Plenty of businesses do not run QuickBooks or Xero. They run a spreadsheet, or they run an accounting system that only accepts an import file, or their accountant wants a clean CSV every month rather than access to the ledger.
ZapBooks treats Excel as a first-class destination rather than an afterthought. Invoices arriving in your inbox are extracted and written into a structured file with one row per invoice, or one row per line item if you need the detail.
That file is what you hand your bookkeeper, import into your accounting system, or use directly for spend analysis.
Connecting Excel and CSV
- 1
Start a ZapBooks trial
14 days free, no credit card.
- 2
Connect your email account
Read-only OAuth access to the mailbox invoices arrive in.
- 3
Choose the export shape
Summary (one row per invoice) or detail (one row per line item). Most people want summary for reconciliation and detail for spend analysis.
- 4
Set your category rules
Map recurring vendors to your own expense categories so the Category column arrives populated.
- 5
Export or schedule
Download on demand as XLSX or CSV, or take a monthly file for your bookkeeper.
Where each field lands
| Extracted from the invoice | Written to Excel and CSV |
|---|---|
| Vendor name | Vendor column |
| Invoice number | Invoice number column |
| Invoice date | Date column, ISO formatted |
| Due date | Due date column |
| Subtotal | Subtotal column |
| Tax amount | Tax column |
| Invoice total | Total column |
| Currency | Currency column |
| Line item description, quantity, unit price, amount | One row per line item in the detail export |
| Expense category | Category column, from your coding rules |
| Source file | Link or reference to the stored document |
What it does
- One row per invoice for reconciliation, or one row per line item for spend analysis.
- Consistent ISO date formatting, so dates sort correctly instead of turning into text.
- Numeric columns exported as numbers, not strings with currency symbols glued on.
- Category column populated from your per-vendor coding rules.
- Works as an import source for accounting systems that accept CSV but have no API.
- Useful as a bridge for QuickBooks Desktop and other systems ZapBooks does not sync with directly.
What it does not do
- There is no live two-way sync with a spreadsheet. Exports are point-in-time files.
- Formatting and formulas are not preserved into an existing workbook; the export is a clean data file.
- Approval workflow still happens in ZapBooks, not in the spreadsheet.
Excel and CSV questions
Other integrations
Start syncing to Excel and CSV
14-day free trial, no credit card. Connect your mailbox, connect your ledger, review the first batch.
14-day free trial. No credit card required.