Topkey Docs

Topkey lets you export your financial data into spreadsheet-ready files so you can share records with your accountant, prepare for tax season, audit payments, and track team activity. This page covers every report type available and explains how to find, filter, and export each one.

All exports are CSV files by default. Open them in Excel or Google Sheets to sort, format, and analyze your data. Apply filters before exporting to keep file sizes manageable. Date ranges are inclusive on both ends.

Transaction Reports

Transaction reports let you export card transaction data for any date range, cardholder, property, or category. Use them for month-end expense reporting, audits, sending records to your accountant, or checking cardholder compliance.

Card Transactions list showing merchant, amount, date, account, card, and cardholder columns with filter options

Where to find it

Go to Cards → Transactions. Apply any filters you need, then select Actions in the top-right corner and choose the export option.

Filters available

Before exporting, use Filters to narrow your results by:

Date range — specify a start and end date
Card — filter to a specific card number
Cardholder — filter to one or more team members
Property — limit results to a specific property
Category — filter by expense category
Status — Submitted, Approved, or Flagged
Merchant — search for a specific vendor name

What's included in the export

Each row in the exported file represents one transaction and includes:

Transaction date
Merchant name
Amount
Card last four digits
Cardholder name
Property
Category
GL code
Memo
Receipt status
Approval status
Accounting sync status

Vendor List

The Vendor List export gives you a record of all vendors in your account, including their payment method and banking details. Use it for 1099 preparation, vendor audits, or reconciling your supplier records.

Vendors page showing vendor names, payment methods, routing numbers, and ACH status

Where to find it

Go to Bill Pay → Vendors. Use the Filters bar or the All / Active / Archived tabs to narrow the list, then select the export option from the menu in the top-right corner.

What's included in the export

Vendor name
Email address
Payment method (ACH or manual)
Masked bank details
Total paid year-to-date
Outstanding balance

Vendors 1099 Report

For tax filing, Topkey provides a dedicated Vendors 1099 report at Reports → Vendors 1099. This report shows payment totals per vendor for a selected tax year and automatically highlights vendors who meet the IRS reporting threshold.

You can filter by:

Tax year
Vendor
Payment type
Show filter — for example, limit to vendors marked as 1099 vendors

When you're ready to export, Topkey generates the file in the background and emails you a download link when it's ready. You can export in two formats:

Track1099 NEC — a file formatted for direct upload to the Track1099 third-party filing service
Standard CSV — a plain spreadsheet for use in any tax preparation workflow

The Vendors 1099 report defaults to the previous tax year during January through April — the typical 1099 filing season — and to the current year for the rest of the year.

Bill Pay List

The Bill Pay List export covers all bills in your account, giving you a full view of accounts payable activity. Use it for cash flow forecasting, auditing payments, and reconciling to your bank statements.

Where to find it

Go to Bill Pay → Bills. Apply your filters, then select the export option.

Filters available

Date range
Vendor
Status (Draft, Pending Approval, Approved, Paid, Overdue)
Property
GL code
Payment method
Bill number
Due date range

What's included in the export

Bill number
Vendor
Amount
Due date
Status
Property
GL code
Payment date
Payment method
Check or ACH reference number

Bills Aging Report

The Bills Aging Report shows all unpaid bills grouped by how overdue they are, helping you prioritize what needs to be paid. Navigate to Reports → Bills Aging Report to access it.

Bill Aging Report showing tabs for Last 7 Days, Last 30 Days, Last 60 Days, Last 90 Days, Year to Date, and All Overdue

Use the tabs at the top to view bills by aging period:

Last 7 Days
Last 30 Days
Last 60 Days
Last 90 Days
Year to Date
All Overdue

You can also filter by vendor to narrow the report to specific payees. Each tab shows a count of unpaid bills in that period, and columns include Created At, Bill Date, Due Date, ID, Vendor, Status, and Property.

Use the All Overdue tab to quickly identify bills that need immediate attention before your next payment run.

Owner Payments

The Owner Payments section lets you export records of payments made to property owners. Navigate to Owner Payments → Export or Reports → Owner Payments to access the export.

Owner Statements page showing owner, period, status, and payment columns

Owners 1099 Report

For tax filing, Topkey provides a dedicated Owners 1099 report at Reports → Owners 1099. This report summarizes payment totals per owner for a selected tax year and identifies owners who meet the IRS reporting threshold.

You can filter by:

Tax year
Owner
Payment type
Tax classification

When exporting, choose from two formats:

CSV — a single spreadsheet with all owner payment totals, suitable for most tax preparation workflows
ZIP — a compressed file containing individual owner statements, useful when you need to distribute separate records to each owner

Like the Vendors 1099 report, the Owners 1099 report defaults to the previous tax year during January through April.

User Activity Reports

Topkey provides two reports to help you track how your team is engaging with the platform. Both are available under Reports in the left navigation.

User Logins

The User Logins report shows login activity for each team member over a selected time period, including login counts per user. Use it to verify that your team is actively using Topkey or to audit access during a specific period.

Navigate to Reports → User Logins, select your date range, and export the results.

User Engagement

The User Engagement report shows how actively each team member is coding transactions, submitting bills, and approving items within a selected time period. Use it to identify bottlenecks or check whether team members are keeping up with their responsibilities.

Navigate to Reports → User Engagement, select your date range, and export the results.

Both User Logins and User Engagement reports are accessible from the Reports section in the left navigation alongside the Bills Aging Report.

Frequently Asked Questions

Can I export data for just one property or one cardholder? Yes. Apply the relevant filters — such as Property or Cardholder — before exporting. The export will reflect exactly what's shown on screen after your filters are applied.

How do I get a 1099-ready file for my vendors or owners? Use the dedicated 1099 reports under Reports → Vendors 1099 or Reports → Owners 1099. These reports are pre-filtered to show vendors and owners who meet the IRS reporting threshold for the selected tax year. The Vendors 1099 report can also be exported in a Track1099 NEC-compatible format for direct upload to a third-party filing service.

Why does my export take a while to arrive? For larger exports — such as 1099 reports — Topkey generates the file in the background and sends you an email with a download link when it's ready. Smaller exports from filtered list views typically download immediately.

Questions? Contact Support