How to Export Concur Report to Excel

Getting your expense data out of SAP Concur and into a flexible format like Excel is a common and often necessary task. While Concur is great for submitting and approving expenses, its built-in reporting can feel restrictive when you want to perform custom analysis. This guide will walk you through the various ways to export a Concur report to Excel, from simple one-off reports to more advanced options geared toward finance teams.

Why Export Concur Reports to Excel?

Before jumping into the "how," let's quickly cover the "why." You already have reports in Concur, so why go through the trouble of exporting them? The truth is, your data becomes infinitely more powerful once it's in a spreadsheet.

• Custom Analysis: Excel's PivotTables, formulas, and charting tools allow you to slice and dice your expense data in ways that Concur’s standard reports can’t. You can easily spot trends, identify top spenders, or analyze spending by vendor or category with more granularity.
• Data Mashups: You might want to combine your expense data with data from other sources. For example, you could compare your team’s travel and entertainment spend against sales figures from your CRM or budget data from your accounting software.
• Tailored Visualizations: While Concur provides basic charts, Excel gives you complete control over creating custom graphs and dashboards to present to management or stakeholders.
• Auditing and Archiving: Having a raw data export in Excel provides a convenient format for auditing purposes or for keeping an offline backup of your financial records.

Method 1: Exporting an Individual Expense Report

This is the most common method, used by employees and managers who need the contents of a single report. It’s perfect for when you need to print a detailed summary or save a specific report for your records.

Follow these steps:

1. Log in and Navigate to Reports: First, log into your SAP Concur account. From the home screen, find the "Expense" tab at the top of the page. Click on it to go to your expense reporting dashboard. You will see a list of your reports, such as "Active Reports," "Reports Submitted," or "Unsubmitted Reports."
2. Open the Correct Report: Click on the name of the expense report you wish to export. This will open the detailed view of the report, showing all the line items, receipts, and any approval history.
3. Locate the Export Function: Concur often updates its user interface, but the export function is typically found under a "Print/Share" or similarly named button. Look toward the upper-right corner of the report view.
4. Choose Your Export Format: After clicking the appropriate button, a drop-down menu will appear with several export options. You will likely see a few variations, and it's important to choose the right one for your needs.
5. Download and Open: Select the Excel format you want (e.g., "Report - Detailed"). Your browser will then download the file. Find it in your computer's "Downloads" folder and open it with Excel. You now have your report data ready for analysis.

Method 2: Using the Processor Tools for Batch Exports (for Admins)

If you're an expense processor, an administrator, or a manager responsible for entire departments, exporting reports one by one isn't practical. You need a way to pull data across multiple reports at once. For this, Concur has processor tools that allow for batch exporting.

Accessing the Processor Tools

This functionality is typically located under the "Processing Reports" or "Processor" view, which is only visible to users with specific permissions. If you don't see this option, you'll need to request access from your company's Concur administrator.

The steps are generally as follows:

1. Navigate to the Processor View: Go to the "Expense" tab and look for an option like "Process Reports" or "Process Claims."
2. Run a Query: You'll be presented with a search or query screen. Here, you can define the group of reports you want to export. You can filter by:
3. Select Reports and Export: Once you run the query, Concur will display a list of all matching expense reports. You can usually select all reports from the search result or handpick specific ones. From here, look for an "Export" or similar button. This tool often provides export formats designed for accounting systems and data analysis. Choose a format like ".xls" or ".csv" for the cleanest data output.

Now That You've Exported: Cleaning and Analyzing the Data in Excel

Simply exporting your data is only half the battle. Concur exports aren't always perfectly formatted for immediate analysis. Here are a few common steps you'll need to take to get your data ready.

Step 1: Clean Up the Data

Concur exports often include unwanted elements that can interfere with data tools like PivotTables.

• Remove Header and Footer Rows: The exported file may contain several rows at the top with information like the report name, your name, and export date. Similarly, it might have totals at the bottom. Delete these extra rows so that your sheet starts with a single header row (e.g., "Transaction Date," "Vendor," "Amount").
• Check for Merged Cells: Merged cells are a major problem for sorting, filtering, and running calculations. Select all your data and go to the "Home" tab in Excel. Click the "Merge & Center" drop-down and select "Unmerge Cells."
• Verify Data Types: Ensure your numbers are formatted as numbers (not text) and dates are formatted as dates. Sometimes, Excel misinterprets these values on import. Select the columns, right-click, choose "Format Cells," and assign the correct format type (Number, Currency, Date).

Step 2: Start Your Analysis with PivotTables

PivotTables are your best friend for summarizing expense data. They allow you to transform thousands of rows of transactions into a structured summary with just a few clicks.

Here’s a quick recipe to see total spend by expense category:

1. Select your entire clean data range.
2. Go to the "Insert" tab in Excel and click "PivotTable."
3. In the PivotTable Fields pane (usually on the right), drag the "Expense Type" or "Category" field to the "Rows" box.
4. Drag the "Amount" field to the "Values" box.

Instantly, Excel will generate a summary table showing the total amount spent for each category. You can easily add other dimensions, like dragging "Employee Name" to the "Columns" box to see how spending in each category breaks down by team member.

Advanced Option: Automating Data Flow with Third-Party Tools

For large organizations or teams that need constantly updated data, the manual cycle of exporting, cleaning, and analyzing reports becomes a tedious weekly chore. Often, half the week is gone just getting reports ready for a leadership meeting.

If this describes your situation, you may want to look into an automated solution. Many companies connect SAP Concur directly to their BI platform (like Power BI or Tableau) or their data warehouse using a dedicated data connector. Services like Zapier or Make.com can also sometimes be used to pipe data into a Google Sheet as reports are approved, creating a live repository of expense data without any manual downloads.

Final Thoughts

Pulling your data from Concur into Excel is fairly direct and is the first step toward unlocking deeper insights into your team's spending. Whether you're an individual saving a single report or an admin pulling a year's worth of data, knowing which export option to use and how to clean the data will save you considerable time and frustration.

We know this manual export-and-clean process is still a significant bottleneck for busy marketing and finance teams. This is why we created Graphed. Instead of spending hours each week wrestling with CSV downloads and building pivot tables, you can connect your financial and sales tools directly to our platform. We automate the entire data pipeline, giving you live dashboards that answer questions like "which marketing campaigns have the highest T&E spend?" or "what is our travel ROI for Q3?" using simple, natural language.