To export shared expenses to a CSV file, you need one row per cost and one column per person, so each column adds up to what that person owes. Then three small formulas in Excel or Google Sheets tell you whether the totals match the balances.
A common mistake is to add up the Amount column, divide by the number of people, and call that everyone's share. It works only if every person was part of every cost. The moment someone skips a dinner or sits out a day trip, the answer is wrong.
Why one column per person works
A flat list of costs tells you who paid, but not who benefited. Without that, you cannot work out who owes whom.
When each person has a column, every row records two things. Who put money in, and how much each person's share of that cost was. Each row should then add up to the full amount, and that is the easiest error to catch.
Step by step: build the layout
You can do this by hand in a blank sheet, or from an export. Either way the shape is the same.
- Create the columns: Date, Description, Paid by, Amount, then one column per person.
- Add one row per cost. Put the full amount in Amount.
- In each person's column, enter the share of that cost they are responsible for. Use 0 if they were not part of it.
- Check that each row's shares add up to Amount before moving on.
- Add a totals row under the last cost.
Use one currency for the whole sheet. If a cost was paid in another currency, convert it first and write down the rate you used. Our guide to splitting expenses in different currencies shows how.
A sample CSV layout
Here is a long weekend in the Alps for three friends, in Swiss francs (CHF). Jonas skipped the wine at dinner, so his share of that row is smaller. This is an example we made up to show the layout.
| Date | Description | Paid by | Amount | Ruth | Omar | Jonas |
|---|---|---|---|---|---|---|
| 2026-08-02 | Train tickets | Ruth | 90.00 | 30.00 | 30.00 | 30.00 |
| 2026-08-03 | Groceries | Omar | 60.00 | 20.00 | 20.00 | 20.00 |
| 2026-08-03 | Fondue dinner | Jonas | 105.00 | 40.00 | 40.00 | 25.00 |
| 2026-08-04 | Cable car | Omar | 45.00 | 15.00 | 15.00 | 15.00 |
| Totals | 300.00 | 105.00 | 105.00 | 90.00 | ||
The three person columns add up to 105 + 105 + 90 = 300, which is exactly the Amount total. That is the first sign the sheet is sound.
If you save the sheet as a CSV, it looks like this in a plain text editor.
Date,Description,Paid by,Amount,Ruth,Omar,Jonas
2026-08-02,Train tickets,Ruth,90.00,30.00,30.00,30.00
2026-08-03,Groceries,Omar,60.00,20.00,20.00,20.00
2026-08-03,Fondue dinner,Jonas,105.00,40.00,40.00,25.00
2026-08-04,Cable car,Omar,45.00,15.00,15.00,15.00
Three formulas to check the totals
These work the same in Excel and Google Sheets. Assume the header is in row 1, costs are in rows 2 to 5, Paid by is column C, Amount is column D, and Ruth, Omar and Jonas are columns E, F and G.
1. Do the rows add up?
This compares everything paid with everything owed. The result should be 0.
=SUM(D2:D5)-SUM(E2:G5)
If it is not 0, a row has shares that do not match its amount. Check each row by itself with =D2-SUM(E2:G2) and copy it down.
2. How much did each person pay?
This adds up the Amount for every row where that name is in Paid by. Change the name for each person.
=SUMIF($C$2:$C$5,"Ruth",$D$2:$D$5)
3. What is each person's balance?
Balance is what someone paid minus what they owe in total. A positive number means they are owed money, and a negative number means they owe.
=SUMIF($C$2:$C$5,"Ruth",$D$2:$D$5)-SUM(E2:E5)
Copy it for Omar and Jonas, changing the name and the column letter each time.
| Person | Paid | Share owed | Balance |
|---|---|---|---|
| Ruth | 90.00 | 105.00 | -15.00 |
| Omar | 105.00 | 105.00 | 0.00 |
| Jonas | 105.00 | 90.00 | 15.00 |
The balances add up to 0, as they always should: -15 + 0 + 15. Ruth owes 15 CHF and Jonas is owed 15 CHF, so one payment settles the weekend.
What to do when the totals do not match
- Rows do not add up: look for a share typed with a comma instead of a point, or a person left blank instead of 0.
- Numbers show as text: some spreadsheet programs read a CSV differently depending on the region settings. If amounts will not add up, check whether your program expects a comma or a semicolon between columns, and a point or comma for decimals.
- Balances do not add up to zero: usually a payer name has a typo or a trailing space, so SUMIF skips it.
- Off by a cent or two: rounding. Decide who absorbs the odd cent and write it in the row.
When there are many people and many payments
A three-person sheet is easy to read. At eight people with a hundred costs, you will want the balances turned into a short list of payments. Our guide to how debt simplification works explains how that is done, so you pay fewer people.
Export from Evens instead
Evens, which is coming soon, can export a CSV for every member for free, laid out with one column per person so each column's total matches the balances you see in the app. A PDF statement is also available with Pro.
Everyone in the group can take their own copy, including people who joined from a web link. If some of your group does not use the app, see how to split expenses with people who do not have the app.
Frequently asked questions
How do I export shared expenses to CSV?
Look for an export or download option in the app you use, and choose CSV. Evens will offer a CSV export for every member, free, once it launches.
Why does the CSV need one column per person?
Because it records who benefited from each cost, not just who paid. Without that, you cannot work out balances when someone skips a cost.
How do I check that the totals are right?
The person columns should add up to the Amount total, and the balances should add up to zero. The three formulas above test both.
Will the CSV open in both Excel and Google Sheets?
Yes, both open CSV files. If numbers look wrong, check your regional settings for the column separator and decimal mark.
Can I just divide the total by the number of people?
Only if everyone shared every cost. Otherwise use a column per person.