---
title: "Configuring rows, columns, and cells in files and sheets"
slug: "configuring-rows-columns-and-cells-in-files-and-sheets"
description: "Configure rows, columns and cells in Payhawk template files: customize your export structure to match your accounting needs."
updated: 2026-10-27T14:18:16Z
published: 2026-10-27T14:18:16Z
canonical: "payhawk.com/configuring-rows-columns-and-cells-in-files-and-sheets"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://payhawk.com/help/llms.txt
> Use this file to discover all available pages before exploring further.

# Configuring rows, columns, and cells in files and sheets

Each custom template file or sheet consists of a header, a body, and a footer. The header and footer are optional for you to define.

You can configure individual layout settings for each template file or sheet's rows, columns, and cells.

> [!WARNING]
> The layout and formatting options you apply to each file's rows, columns, and cells overwrite any globally set formatting settings for the template (if any).

In the [Payhawk Web Portal](https://portal.payhawk.com), open the app switcher in the top-left corner and go to **Settings**, then select **Exports** in the left pane. Select the desired template and the file you want to modify. On the next screen, under **Layout**, click on **Configure**. The next screen loads the table with the data included in the template file or sheet.

![The export file settings in Settings > Exports with Configure under Layout, and the file layout table that opens.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/configure_files_2_20261009_ai.png)

When you are ready with the modifications, click on **Done editing**.

![The export file layout editor with the Done editing and Preview buttons.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/export_template_designer_20261009_ai.png)

## Setting the header and footer

Each file or sheet has its own header and footer which are optional to configure.

- If set, the header shows the information at the beginning of each template file or sheet.
  - To add a new row to the header, click on **Add row**.
  - To remove the current header row, click on **Delete group**.

![Header row options with Add row and Delete group.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/header_add_row_20261009_ai.png)
- If set, the footer shows the information at the end of each template file or sheet.
  - To add a new row to the footer, click on **Add row**.
  - To remove the current footer row, click on **Delete group**.

![Footer row options with Add row and Delete group.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/footer_add_row_20261009_ai.png)

To add or edit an existing value in a header or footer cell, click on it. In the dialog that opens, update the information and click on **Save changes**.

![The Cell configuration panel with the cell value, Apply conditions and Save changes.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/custom_templates_file_header_2_20261009_ai.png)

## Configuring the body

Each type of data you've decided to include in the file will provide options for you to define what information about each expense, payment, or deposit to include in the export.

### Adding row groups and setting global data

For example, if you want to export expenses, **For every expense** will provide the following options for you to configure:

- **Add rows group** - Adds one or more rows that will be displayed once for each expense.
- **Add line items rows group** - Adds one or more rows that will be displayed for each line item of the expense.
- **Add transactions rows group** - Adds one or more rows that will be displayed for each payment of the expense.

![Options to add a rows group, a line items rows group or a transactions rows group.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/add_rows_group_20261009_ai.png)

### Editing row groups

You can apply actions to a section header by clicking on its three dots menu.

- **Add row** - Adds a new row to the section.
- **Move down** or **Move up** - Moves the section after or before the adjacent one.
- **Delete group** - Removes the section introduced with that header.

![Row group menu with Add row, Move up, Move down and Delete group.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/row_group_menu_20261009_ai.png)

## Configuring rows

You can apply various actions to a row inside the template file or sheet by clicking on its contextual menu.

![Row menu with Duplicate, Insert new, Configure visibility, Move up, Move down and Delete.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/row_contextual_2_20261009_ai.png)

The list of available options includes the following configurations:

- **Duplicate** - Duplicates the row copying the same values.
- **Insert new** - Inserts a new empty row.
- **Configure visibility** - Allows you to display or hide the data based on various criteria and depending on whether the defined row condition related to that criteria is met. When done, click on **Save changes**.
  - To add a new rule, click on **+ Add rule**.
  - To delete a rule, click on the **Trash** icon.

![Configure row panel with a visibility rule, Add rule and Save changes.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/configure_row_visibility_20261009_ai.png)
- **Move up** or **Move down** - Moves the row before or after the adjacent one.
- **Delete** - Deletes the row.

## Configuring columns

You can apply various actions to a column inside the template file or sheet by clicking on its contextual menu.

![Column menu with Duplicate, Insert new, Move left, Move right and Delete.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/column_contextual_2_20261009_ai.png)

The list of available options includes the following configurations:

- **Duplicate** - Duplicates the column copying the same values.
- **Insert new** - Inserts a new empty column.
- **Move left** or **Move right** - Moves the column to the left or right of the adjacent column.
- **Delete** - Deletes the column.

## Configuring cells

> [!TIP]
> To configure the cells of your file or sheet, start your input with the at symbol (**@**) and choose from the list of [available export fields](/help/overview-of-export-fields).

You can define and aggregate values for each cell by clicking on the desired cell and selecting from the available options. For example, you can configure a cell to show:

- The expense owner and the expense note.

![A cell set to show the expense owner and the expense note.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/cell_owner_note_20261009_ai.png)
- The net amount of the expense in the base currency and the date of its payment.

![A cell set to show the net amount in the base currency and the payment date.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/cell_net_amount_date_20261009_ai.png)
- The date on which the expense was created.

![A cell set to show the date the expense was created.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/cell_created_date_20261009_ai.png)

### Setting conditional cell values

You can define and aggregate conditions for the data displayed by a cell by selecting **Apply condition** and entering the desired rules.

- To add a new rule, click on **+ Add another condition**.
- To save your updates, click on **Save changes**.
- To delete a condition, click on its three dots menu and select the **Delete** option.

For example, you may determine that:

- If the expense document is a receipt, the export will use the external journal ID entry.
- If the expense document is an invoice, the export will use the external account ID entry.
- In all other cases, the cell will be left empty.

![Cell configuration without conditions, the same cell with conditions for receipts and invoices, and the resulting conditional value in the layout.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/conditions_cells_2_20261009_ai.png)

### Previewing and downloading expenses

You can preview selected expenses from the template file or sheet and download them locally.

1. Open the file.
2. Click on **Preview**.
3. Select the desired expenses you want to download.
4. Click on **Download preview**.

![The file layout editor with the Preview button, and the Export preview panel with two expenses selected and the Download preview button.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/preview_expenses_3_20261009_ai.png)

## Useful resources

- [Managing the template files and sheets](/help/managing-the-template-files-and-sheets)
- [List of available export fields](/help/overview-of-export-fields)