If an automated Workyard integration isn't currently available for your accounting / ERP platform, our Transactions CSV export gives you a flexible way to bring your Workyard Debit Card transactions across. Pull the data for any date range, code it up inside Workyard first, and import it into your books either as bank/checking transactions or as bills / accounts payable, depending on how your books are set up.

One-time setup: add your Workyard Business Checking Account to your books

When you were approved for the Workyard Expense product, you were issued a Workyard Business Checking Account — this is the account your Workyard Debit Cards draw from, and every purchase, refund, and ATM withdrawal on those cards moves money through it.

Before you run your first import, create a matching Checking bank account in your accounting / ERP platform to represent it (most platforms call this "Add a bank account" or "Add account → Checking"). Name it something obvious like "Workyard Business Checking" so it's easy to find at reconciliation time. This is a one-time setup — every future import lands in the same account.

How to run the export in Workyard

Sign in to Workyard and head to Expense Management → Transactions.
Click the Date Range field at the top left and pick the start and end dates for the period you want to export (typically a pay cycle or a calendar month).
Use the Transaction Types, Transaction Statuses, Search, and +Filter controls if you want to narrow the export further. By default the export includes Completed, Pending, and Canceled transactions — most customers exclude Pending and Canceled when sending data to accounting.
(Optional) Assign a Project and Cost Code. Linking expenses to a project and cost code isn't required, but if you want to track job costing or carry project-level detail through to your books, you can assign them before exporting. Click directly on the Project and Cost Code fields in the table for any rows that show as "Not Assigned." Anything you assign flows through to the CSV; anything you leave blank will come through as empty values you can ignore on import.
Click Export CSV in the top-right corner.
A .zip file will download. Extract it to get the CSV.

What you'll find in the CSV

Each row is one debit card transaction. The columns are:

Column	What it contains
`expense_transaction_date`	When the transaction was initiated.
`expense_completed_date`	When it settled (blank for Pending).
`expense_type`	Purchase, Refund, Dispute, or AtmWithdrawal.
`expense_status`	Completed, Pending, or Canceled.
`expense_summary`	Merchant category (e.g., Tools, Fuel, Building Materials), where available.
`expense_merchant`	The merchant name.
`expense_amount`	Signed amount. Purchases and ATM withdrawals are negative; refunds and credits are positive. Keep the signing intact when importing.
`employee_name`	The cardholder.
`card_last_4_digits`	The last four digits of the specific card used.
`workyard_project`	The project the spend is coded to (if assigned).
`workyard_cost_code`	The cost code (if assigned).
`notes`	Any free-text note the cardholder added.
`receipt_download_url`	Direct link to the receipt image, where one was captured.

Bringing it into your accounting / ERP system

The CSV is structured to work with any accounting or ERP platform. The two most common paths — both land in the Workyard Business Checking account you set up earlier:

Import as bank/checking transactions. Map expense_transaction_date, expense_amount, expense_merchant, and notes into your platform's bank statement import template, and import against the Workyard Business Checking account in your books. Each row becomes a transaction to categorize and reconcile. This is the simplest path and works well if you don't need a full vendor record per purchase.
Import as bills / accounts payable. Reshape the CSV into your platform's bill or purchase invoice template, mapping expense_merchant to vendor, expense_amount to line amount, and workyard_cost_code / workyard_project to the GL account and tracking dimensions your books use. Mark each bill as paid out of the Workyard Business Checking account so the cash side clears correctly. This path gives you proper vendor history and is the right call if you want spend-by-supplier reporting or 1099 tracking, or if you need to split a single transaction across multiple jobs or cost codes.

Your bookkeeper or accountant will know which path fits your books. If you want to use the cost codes and projects on the Workyard side as your GL or tracking values, build a small mapping table once (Workyard cost code → your account code) and apply it before each import.

A few things to be aware of

Reconcile against the Workyard balance. Your Workyard Business Checking account in your books should track the same running balance you see in Workyard. After each import, a quick balance check is the fastest way to confirm nothing was dropped or duplicated.
Receipts don't ride along with a CSV import. The receipt_download_url column links directly to each receipt image — you can download them in bulk and attach them in your accounting platform after the fact, or keep them in Workyard as your system of record.
Refunds and credits are positive amounts. Don't flip the signs — keeping them positive lets them reconcile correctly against the underlying card transaction.
Pending transactions haven't settled yet. If your accounting period is closed, filter to Completed-only before exporting so you don't double-count once a Pending later clears.
ATM withdrawals show as their own line. They're still cash out of the Workyard Business Checking account — most contractors leave them on that account and code them to a "Cash on hand" or "Petty cash" account only if cash is later spent from petty cash and tracked separately.

Need help? If you'd like a hand walking through your first export and import, or want a second pair of eyes on your mapping, reach out to our team via the chat widget and we'll be glad to help.

How to export your Workyard expense transactions for accounting