Getting Help

Sharing & Exporting Expense Reports

Find and share your organization's expense submission link, QR code, and short organization code, get the ReimburseBee mobile app, export your whole expense report list to Excel, and export individual expense reports as PDF.

Each organization gets a unique URL for public submissions. The easiest way to get it is to go to Expense Reports > Share > Link tab and copy the link. It follows this pattern:

https://beekeeper.futurefund.com/org/<your-expense-id>/expenses

Anyone with this link can submit an expense report without a BeeKeeper account — see Expense Reports for what they’ll see.

QR Code Sharing

BeeKeeper generates a QR code for your expense submission URL:

  1. Go to Expense Reports
  2. Click Share
  3. Display or download the QR code

Print QR codes on:

  • Event flyers and signage
  • Volunteer packets
  • Meeting handouts

You can also share the URL directly:

  • In newsletters
  • On your organization’s website
  • Via email or messaging

The same Share panel has a Mobile tab with download links for ReimburseBee, BeeKeeper’s free iOS and Android app for submitting expense reports and receipts from a phone.

Organization Code

Not everyone can scan a QR code or tap a link easily — a volunteer reading a printed flyer, for instance. For that, the Mobile tab also shows your organization’s short Organization Code: six letters and numbers (skipping easily-confused characters like 0, O, 1, I, and L) that a volunteer can type straight into the ReimburseBee app to find your organization, right alongside scanning the QR code or following the link.

Print it on the same flyers and packets as your QR code so there’s always a way in, even if scanning isn’t convenient.

Exporting Your Expense Report List to Excel

Need reimbursement data in a spreadsheet instead of clicking into report after report — for a board packet, an audit or financial review, a year-end summary, or a mail merge? Export your whole list at once:

  1. Go to Expense Reports
  2. Open the Actions dropdown at the top of the page
  3. Click Export to Excel

BeeKeeper downloads a spreadsheet with one row per report. It matches whatever you’re currently looking at on screen — if you’ve filtered the list (say, to just Approved reports from this fiscal year) or sorted it a certain way, the file reflects that filter and sort, and it isn’t limited to the page you happen to be on. Filter to Approved and export, and you get every approved report, not just the first page of them.

Each row includes:

  • Requester first and last name, in separate columns (handy for a mail merge)
  • Requester email and phone
  • Date submitted
  • Status
  • Amount
  • Description
  • Preferred payment method
  • Detail — the account (or accounts) the expense was charged to

A report charged to a single account just names that account in the Detail column. A report split across several accounts lists each account with its share, one line per account inside the cell — so you can see how a reimbursement was divided between, say, Books and Supplies without opening the report itself.

Exporting a Single Expense Report

Export one expense report as PDF:

  1. Open the expense report
  2. Click Download PDF
  3. A formatted PDF downloads with all expense items, receipts, and approval status

PDFs are ideal for attaching to a single reimbursement record. For pulling many reports into one file, use the Excel export above instead.

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