Import Expenses: Preparing Your Import File

Published: 1 June 2026

Audience

Admin

Objective

This article describes every field in the PSOhub expenses import template. Use it to prepare your Excel file correctly before uploading, and to understand how each field is validated on import.

Prerequisites

You must have Admin access in PSOhub.

Download the Template

Before you can prepare your import file, you need the official PSOhub template. The template contains the correct column structure that PSOhub expects on import — using any other file format or column order will cause the import to fail.

👉 Download the PSOhub expenses import template

⚠️ Important: Always use the template downloaded from PSOhub. Do not rename, remove, or reorder any columns. If you need a fresh copy, download the template again rather than modifying an existing file.

Prepare Your File

The expenses import template uses one row per expense entry. Each row represents a single expense incurred by a single user on a single date, linked to a project and contract line.

Keep the following rules in mind as you fill in your file:

Expense Category and Description are mandatory. Every row must include a value for both fields. Rows with either field left blank will not import correctly.
Expense categories must exist in PSOhub. The value in the ExpenseCategory column must match an existing expense category in PSOhub exactly. Create any missing categories in PSOhub before importing.
Project and contract line matching is exact. Both the project name and project number must match existing records in PSOhub exactly, including capitalization and spacing. The same applies to contract line names.
Tax percentage is a number, not a symbol. Enter the tax rate as a number only — for example, enter 21 for 21%. Do not include a % symbol.

Understanding the Import Fields

The table below describes every column in the PSOhub expenses import template, including the expected format, accepted values, and any validation rules that apply on import.

Field	Description	Type / Value	Notes
ExpensesCount	A row number for your reference.	Integer (1, 2, 3…)	Required. Not imported into PSOhub. Used for your reference only. Each row must have a unique number.
Project	The name of the project this expense is linked to.	Text	Required. Must match an existing project name in PSOhub exactly.
ProjectNumber	The project number of the project this expense is linked to.	Text — e.g. PRJ-2021-1	Required. Must match an existing project number in PSOhub exactly.
ContractLine	The name of the contract line this expense is linked to.	Text	Required. Must match an existing contract line name in PSOhub exactly.
Date	The date the expense was incurred.	Date	Required. Use a consistent date format throughout your file.
User	The email address of the user who incurred the expense.	Valid email format	Required. Must match the email address of an existing PSOhub user.
TotalAmount	The total amount of the expense.	Decimal number — e.g. 99.00	Required. Enter the value without currency symbols.
Tax Percentage	The applicable tax rate for this expense.	Number — e.g. 21 for 21%	Required. Enter the rate as a number only. Do not include a % symbol.
Description	A description of the expense.	Free text	Required. Cannot be left blank.
ExpenseCategory	The category of the expense.	Text — e.g. Travel, Lodging	Required. Must match an existing expense category in PSOhub exactly.

FAQs and Troubleshooting

My expense was imported but is not linked to the correct contract line. Why?
The contract line name in your file must match an existing contract line in PSOhub exactly, including capitalization and spacing. Check for differences and re-import the affected rows.

What expense categories are available in PSOhub?
Expense categories are configured by your Admin in PSOhub. Check your organization's expense category list before filling in your import file to ensure the values in your file match exactly.

The import failed after I uploaded my file. What should I check?
Confirm that the column headers in your file match the original template exactly. Adding, removing, or renaming columns will cause the import to fail. Also check that the Description and ExpenseCategory columns are filled in for every row — both are mandatory. Re-download the template and copy your data into a fresh copy if needed.

Can I import expenses in a currency other than my organization's default?
The import template does not include a currency column — expenses are imported in your organization's default currency. If you need to import expenses in a different currency, add them manually in PSOhub after import.