---
title: "Managing the template files and sheets"
slug: "managing-the-template-files-and-sheets"
description: "Add files or sheets to a custom accounting template, choose the included data, period, and filters, set the file name, and edit, duplicate, or delete them."
updated: 2026-10-27T14:18:34Z
published: 2026-10-27T14:18:34Z
canonical: "payhawk.com/managing-the-template-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.

# Managing the template files and sheets

Payhawk accounting templates contain sheets (Excel export) or files (CSV export), which you can further customize.

## Adding new files and sheets

You can add as many files and sheets to your custom template as you need:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), open the app switcher in the top-left corner and go to **Settings** > **Exports**.
2. Select the desired template and click on the **+ Add file** (or **+ Add sheet** respectively) button.
3. In the panel that opens, define:
  - The name of the file or sheet.
  - The data that will be included in the file.
  - How single payments linked to multiple expenses are exported, under **Export format**.
  - The date on which the included data will be based.
  - The filters for the included data.
  - How the data is sorted, under **Sorting**.
  - The format of the file name.
4. Click on **Add**.

![Template page with the Add sheet button and the Add a sheet to template panel with the title, data, export format, filters, time period and sorting fields](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/add_sheet_to_template_3_20261009_ai.png)

## Defining the included data

To configure what data will be included in the file, select the desired option from the drop-down menu - for example, **Expenses**.

![Data to include drop-down menu with the Expenses, Payments and Deposits options](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/data_to_include_20261009_ai.png)

## Defining the period for the report

To configure the date based on which the desired data will be included in the file, select the desired option from the drop-down menu - for example, the **Settlement date** of the payments.

![Period is based on drop-down menu with the Settlement date, Created date, Review date and Service period date options](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/period_based_on_20261009_ai.png)

## Filtering the included data

You can filter the included data based on criteria such as export date, supplier, reviewer, and more.

1. Click on **+ Add filter**.
2. Select the criteria and add its values if required.
3. Click on **Done**.

You can also aggregate and add more filters in the same way.

![Additional filters with a filter condition being set and the Done button](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/additional_filters_20261009_ai.png)

## Configuring the file name

You can also configure the format of the file name.

1. In the **File name** field, click on the **Settings** icon.

![Settings icon in the File name field and the Filename template dialog](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/file_name_settings_2_20261009_ai.png)
2. In the dialog that opens, select the data you want to see as the file name - account name, start or end date of the period, or add your custom input.
  - To include yet another data field, click on **Add data field**.
  - To add your custom text to the file name, click on **Add static text**.
3. From the **Delimiter** drop-down menu, select the type of delimiter you want to be applied to the file name.

![Delimiter drop-down menu for the file name](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/file_name_delimiter_20261009_ai.png)
4. Your accounting system may require you to import your accounting data from a specific file format. You can define that format by setting the file extension for the template file under **File extension**.

Note that setting a specific file extension won't change the format of the included data itself.

![File extension field for the template file](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/file_extension_20261009_ai.png)
5. Click on **Save**. You'll be returned to the previous screen.
6. Click on **Add**.

## Editing files and sheets

To edit a template file or sheet:

1. Open the app switcher in the top-left corner and go to **Settings** > **Exports**, then select the desired template and file.
2. From here, you can:
  - [Modify the file name](/help/managing-the-template-files-and-sheets#h_a54c281610).
  - [Customize and configure the layout of the file or sheet](/help/configuring-rows-columns-and-cells-in-files-and-sheets).
  - [Edit the criteria by which the included data is filtered](/help/managing-the-template-files-and-sheets#h_37039e75cd).
  - [Update the period for the included data](/help/managing-the-template-files-and-sheets#h_c93a1e5482).
3. Click on **Save changes**.

![File settings with the output file name, layout, data, filters and time period, and the Save changes button](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/edit_file_20261009_ai.png)

## Duplicating files and sheets

You can reuse a file or sheet that has already been configured by duplicating it.

1. Open the app switcher in the top-left corner and go to **Settings** > **Exports**, then select the desired template and, then, the file or sheet you want to modify.
2. Click on its three dots menu and select **Duplicate**. The duplicated file will be added to the list under **Files**/**Sheets**.

![Three dots menu of a file with the Duplicate option](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/duplicate_file_20261009_ai.png)

## Deleting files and sheets

When you no longer need a file or sheet, you can permanently remove it from the list under **Files**.

1. Open the app switcher in the top-left corner and go to **Settings** > **Exports**, then select the desired template and, then, file by clicking on it.
2. Click on its three dots menu and select **Delete**.

![Three dots menu of a file with the Delete option](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/delete_file_20261009_ai.png)

## Useful resources

- [Managing accounting templates](/help/managing-the-accounting-templates)
- [Formatting the templates](/help/formatting-the-accounting-templates)
- [Configuring rows, columns, and cells for files and sheets](/help/configuring-rows-columns-and-cells-in-files-and-sheets)