What your expense Excel should include for your accountant

If your accountant asks for "an Excel with expenses," what columns do they actually need?

The essential columns

A proper expense Excel for your accountant should include:

• Expense date
• Supplier name
• Supplier NIF/CIF (tax ID)
• Document type (full invoice or simplified receipt)
• Taxable base (without VAT)
• VAT percentage
• VAT amount
• Total (with VAT)
• Expense category (fuel, supplies, software, etc.)

Optional but useful columns

• Buyer NIF (yours — confirms the invoice is in your name)
• Currency (if you have expenses in foreign currency)
• Notes (any context your accountant might need)

What most freelancers actually send

The reality: most send an Excel with three columns (date, concept, amount) and a folder of photos with no order. Your accountant then has to:

1. Open each photo
2. Find the supplier and tax ID
3. Calculate the base and VAT
4. Type everything in
5. Link the photo to the row

That is hours of work repeated every quarter.

What SinTrámite generates

When you export a quarter from SinTrámite, your accountant receives:

• An Excel with all the correct columns, filled automatically from each invoice
• A ZIP with all the images, each one named to match its row
• Separate sheets by category, supplier, and country
• A summary with totals for full invoices, simplified receipts, and pending expenses

No need to create the template or fill it in. The app generates it from the photos you already took.