---
title: "How to export my documents in PDF?"
description: "Learn how to export your Receiptor AI documents in PDF for reporting, backup, or accounting import."
url: https://help.receiptor.ai/en/articles/12087612-how-to-export-my-documents-in-pdf
collection: "Export & Integrations"
updated: 2026-10-06
language: en
---

# How to export my documents in PDF?

Learn how to export your Receiptor AI documents in PDF for reporting, backup, or accounting import.

Export your documents from Receiptor AI as a single merged PDF or as a ZIP archive of individual files, organized into folders that match your filing structure.

## Choosing between PDF and ZIP

**PDF** merges all selected documents into one consolidated file. Use this when you need to share or archive a batch of documents as a single attachment.

**ZIP** packages each document as an individual PDF inside a folder structure you define. Use this when you need files organized by merchant, date, category, or entity, ready to drop into your filing system or send to your accountant.

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## Exporting as PDF or ZIP

1.  Go to the [**Documents**](https://app.receiptor.ai/documents) section.
    
2.  Select the documents you want to export using the checkboxes. Use the filters or tabs (e.g., **To Export**, **Last Extracted**) to narrow down your selection first if needed.
    
3.  Click **Export**.
    
4.  Choose **PDF** or **ZIP** as the format.
    

![](https://staticfiles.gleap.io/gattachments/GQS0BlNjKYRCXdJvMtan0irrgCsKsDfrBRESj6aW4upLhZf7NT5h9P2HBC9APVJHqmCx3m527Ua.png)

For **PDF**, the export starts immediately, and a consolidated file is generated.

For **ZIP**, you'll be asked to configure your folder and file naming structure before the export starts (see below).

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## Configuring the ZIP folder structure

When exporting as ZIP, you can define exactly how the files are organized inside the archive, using slashes to create sub-folders, underscores to name your files and the different fields that have been extracted (merchant name, date, etc.)

**Available tokens:**

-   **Document data**: `MERCHANT`, `AMOUNT`, `ACCOUNT`, `LAST4`, `CATEGORY`, `ID`
    
-   **Dates**: `YYYY` (year), `Q` (quarter), `MM` (month), `DD` (day)
    
-   **Entity data** (if Business Entities is enabled): `ENTITY_NAME`, `ENTITY_ADDRESS`, `ENTITY_CITY`, `ENTITY_STATE`, `ENTITY_POSTAL_CODE`, `ENTITY_COUNTRY`
    

**Example:**

`YYYY/MM/MERCHANT` creates a folder per year, a subfolder per month, and names each file after the merchant.

![](https://staticfiles.gleap.io/gattachments/5ZQmq1vACvcW8D0w889tkViBpDDNSxrjuEwAeNEGQ1iSO9MVA1UgV9iiRDVMBabuSLOTRFTmy3e.png)

## Automating recurring PDF/ZIP exports

You can schedule a PDF/ZIP export to run automatically on any cadence (daily, weekly, monthly, or any custom interval) using a scheduled automation rule.

1.  Go to **Automations**.
    
2.  Click **Create Automation**.
    
3.  In **Basic Information**, give the rule a name (e.g., "Weekly PDF export to accountant").
    
4.  Set the **Trigger** to **On Schedule** and enter your cron expression and timezone. For example, every Monday at 8am is `0 8 * * 1`.
    
5.  Add **Conditions** if you want to filter which documents are included. For example, you can limit the export to a specific document type, a date range, a merchant, or a payment status.
    
6.  In **Actions**, add **Export as PDF or ZIP** and select the template to use.
    
7.  Save the rule.
    

From this point, Receiptor AI will automatically export the matching documents as a PDF on your chosen schedule.

![](https://staticfiles.gleap.io/ghelparticle/gTgFdcUFUGDca9wXrDAEnydRvL9DXOBFn7ygPY7zmLzFvrqTCFozvHWo50U7ZBoPkZI3ZF8KZn7.png)

## Common Questions

**Q: Is there a limit on how many documents I can export at once?**  
A: No hard limit. Select as many as you need. Larger exports may take a moment to process.

**Q: Can I export a filtered view, like only receipts from a specific month?**  
A: Yes. Apply your filters first, then select all filtered results using the checkbox at the top of the list, and click Export.

**Q: My export failed. What should I do?**  
A: Go to [**Exports**](https://app.receiptor.ai/exports-history) in the left sidebar and check the status of the job. If it shows as failed, click the three-dot menu to **Copy Job ID** and share it with support via live chat or at [info@receiptor.ai](mailto:info@receiptor.ai).

## Support

Talk to us via the live chat in the bottom-right corner of your dashboard, or email [info@receiptor.ai](mailto:info@receiptor.ai).