What to Export Before You Leave Your Expense Provider

When considering a change from your current expense management software, it's essential to understand what data is required for export to ensure business continuity and compliance. You should be aware of the legally required data to be exported, the acceptable formats, and the steps to ensure data portability. This includes being able to export reports, invoices, and other relevant documents, as well as being able to transfer data to a new provider without losing any critical information. For the bigger picture, see our guide to expense management software for under $10/user (2026).

Exporting Data for Business Continuity and Compliance

When considering a change in expense provider, it's essential to understand what data you need to export from your current provider to ensure business continuity and compliance with regulations. New Jersey's privacy law requires businesses to export data for certain purposes, even if you don't conduct business in or target New Jersey residents.

To meet these requirements, you need to export the following data:

• Personal data of 100,000+ consumers annually
• Personal data of 25,000+ consumers and derive revenue from selling personal data

For transportation expenses, you need to export data for business use, which is defined as expenses paid or incurred on or after July 1, 2026. This means you need to export mileage records for business use, even if you don't use them for personal purposes.

Additionally, you need to delete data you no longer need and show a legitimate business reason for every data point you hold. This is a consideration for 2026, and you should ensure that your data retention and deletion policies meet these requirements.

To export data, you can use a variety of formats, including CSV, Excel, and PDF. However, you need to ensure that the data is in a format that can be easily imported into your new provider. You should also check with your new provider to ensure they accept the same format.

State and EU Regulations

As a small business owner, it's essential to understand the regulations surrounding data export and retention. By the end of 2027, approximately half of the US population will be covered by state privacy laws. In 2026, twenty US states have active comprehensive consumer privacy laws, with more signed and taking effect in subsequent years.

Many of these states have specific requirements for data export and retention, which can impact your business. For example, California's Consumer Privacy Act (CPA) requires businesses to provide consumers with clear and conspicuous notice of how their personal data will be used and shared.

It's essential to review your business's data retention policies and procedures to ensure compliance with these regulations. This may involve:

• Regularly reviewing and updating your data retention policies
• Ensuring that all employees are aware of and understand the data retention policies
• Implementing procedures for notifying the relevant authorities in the event of a data breach

What to Export Before You Leave Your Expense Provider

To ensure business continuity and compliance, small business owners need to export specific data from their expense provider before switching services or if their current provider goes out of business. The key is to understand what data is legally required to be exported and in what formats.

For example, the CBP is seeking feedback on proposals to improve supply chain visibility, which may require importers to obtain and submit foreign export documentation with foreign customs authorities. This includes export declarations, invoices, and other relevant documents.

To export data, business owners should:

• Review their current expense provider's data export policies and procedures
• Identify the required data and formats (e.g., CSV, Excel, PDF)
• Ensure that the data is in a usable and exportable format
• Retain all relevant data for a specified period (e.g., 3-5 years)
• Export the data in compliance with applicable laws and regulations

Business owners should also consider the following:

• What data is required for tax and accounting purposes?
• Are there any specific export requirements for sensitive or confidential information?
• How will the exported data be stored and protected?

By understanding what data to export and how to do it correctly, business owners can ensure a smooth transition when switching expense providers and maintain compliance with relevant laws and regulations.

Data Import and Export Requirements

As of mid-2026, several US states have enacted comprehensive consumer privacy laws that grant consumers rights to access, correct, delete, and port their personal data. These laws vary by state, but the trend is towards greater data portability. The most notable examples include:

• Connecticut Data Privacy Act (CTDPA) amendments, which take effect on July 1, 2026, and broaden which businesses are covered and expand what counts as sensitive data.
• Utah's 2026 updates, which impose robust data portability and interoperability obligations on social media platforms, requiring them to allow consumers to export their personal data in a readily usable, machine-readable format.

These laws require vendors to provide data in a structured, commonly used, machine-readable format within a specific timeframe. For example, if a US-based vendor serves the EU market or has EU customers, the EU Data Act (applicable since September 12, 2025) mandates data portability for cloud and SaaS providers.

Protecting Data with AI

When switching expense providers or leaving your current provider, it's essential to take steps to protect your data and ensure business continuity and compliance. One way to do this is by using Artificial Intelligence (AI) to safeguard your sensitive information.

AI-powered tools can help you export your data in a secure and portable format, making it easier to transfer your data to a new provider or store it securely. This ensures that your valuable business information remains protected, even if your current provider goes out of business or is hacked.

To use AI to protect your data, follow these steps:

• Regularly export your data from your current provider
• Use a secure export method, such as a secure file transfer protocol (SFTP) or a cloud-based data management tool
• Choose an AI-powered data export tool that supports secure data transfer and storage
• Test your export process to ensure it meets your business needs
• Store your exported data securely, using a combination of encryption and access controls
• Regularly review and update your export process to ensure it remains secure and effective

By taking these steps, you can protect your data with AI and ensure a smooth transition to a new expense provider or solution.

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