Export Approved Expense Claims to Accounting System

Coordinators need a reliable, one-click export flow that collects all approved claims within a chosen period and pushes them to the connected accounting system. The export screen allows selecting a date range, previews the number of records, and triggers the export with a confirmation step. A double-export guard prevents the same period from being submitted twice. The system formats data according to the organization's chart of accounts mapping before transmission.

CRITICAL story-accounting-system-export-and-integration-organization-admin-001 13 pts

Story Points

Critical

Priority

Accounting System Export and Integration

Feature

User Story

As a Organization Administrator

I want to export all approved expense claims for a selected date range directly to our connected accounting system (Xledger or Dynamics)

So that the finance team receives accurate, structured reimbursement data without manual re-entry or risk of transcription errors

Acceptance Criteria

Given a coordinator opens the accounting export screen, when they select a date range and tap Export, then the system queries all approved claims in that period and displays a count before confirmation
Given a coordinator confirms the export, when the export runs, then approved claims are mapped to the correct accounts via chart-of-accounts-mapper and sent to the configured system (Xledger or Dynamics)
Given a period has already been exported, when a coordinator attempts to re-export the same period, then the double-export guard warns them and requires explicit override before proceeding
Given the export completes successfully, when the coordinator views export history, then the completed run appears with timestamp, record count, and status
Given the accounting system is unreachable, when the coordinator triggers an export, then the system shows a clear error with retry guidance and does not mark the period as exported

Business Value

Manual re-entry of expense data into Xledger or Dynamics is error-prone and time-consuming. Automated export eliminates double-handling, reduces finance team workload, ensures audit-ready records, and accelerates reimbursement cycles — directly increasing volunteer satisfaction and organizational trust in the app.

Components

Accounting Export Screen ui
Export Date Range Picker ui
Export Confirmation Dialog ui
Export History Panel ui
Accounting Exporter Service service
Xledger Exporter service
Dynamics Exporter service
Double-Export Guard service
Export Run Repository data
Approved Claims Query Service data
Chart of Accounts Mapper data
Supabase Edge Function: Generate Export infrastructure
CSV / JSON File Generator infrastructure

Accounting System Export and Integration

Related Feature

Organization Administrator

User Role