Features Below Available To: ✅ Grow Plan ✅ Track Plan ❌ Free Plan
What is the Expenses Report?
The Expenses Report will show all of the expenses logged towards all projects within the date range selected and for any applied filters.
To navigate to the Expense Report, click on Money on the left-hand side menu. From there, select the Expenses tab
Different Parts of the Expense Report
By default, the expense report will show all expenses logged in the current month. You have the ability to filter this page to get the information you need.
Date Range and Filters - use the filters at the top of the page to adjust the date range or narrow the results by the options listed below. To apply a filter, click Filters and select the filter type(s) you want to use. Once selected, choose the specific options to include in each filter.
Projects/overhead - shows expenses that are associated with the selected project(s) or overhead categories
People - shows expenses that are associated with the selected people
Categories - shows expenses that are associated projects that have one of the selected categories applied
Types - shows expenses based on the type of expense that was logged
Billable - expenses that will be included on a client's invoice
Non-billable - expenses that will not be included on a client's invoice
Reimbursable - expenses that will be paid back to the employee associated with the expense
Non-reimbursable - expenses that will not be paid back to the employee associated with the expense
Summary Statistics - a summary of the total number of expenses and total amount of expenses logged, as well as the total markup and total billable amount based on the time frame selected.
The table shown below the summary statistics will include a row for each specific expense along with all of the necessary information.
Within the table, each of the following columns will appear:
Name - the employee who logged the expense
Date - the date the employee logged their expense
Project/Overhead - the project or overhead that the expense is logged to
Category - the category that the team member logged the expense as
Attachment - any necessary backup or records for the expense, such as receipts or invoices
Note - the note associated with the expense
Amount - the total amount of the expense, excluding the markup
Billable - the billable status of this expense, either billable or non-billable
Billable Amount - the total value of the expense submitted (including the markup)
Client Invoice - the client invoice number that contains the billable expense
The client invoice status (Draft, Open, Paid, Past Due) will be shown next to the invoice number
Reimbursable - whether the expense was reimbursable or not (if it is, will show a "Mark as paid" button)
Exporting the Expense Report
To export expenses, navigate to Money > Expenses and click on the Export button on the top right. Continue clicking export all to CSV. Once the CSV file is downloaded and opened in your preferred program, you can add filters or formulas as needed.
Expenses can also be exported to QuickBooks Online for recording Bills and Purchases. Click here to learn more.
💡 Tip: The exported timesheet entries will be based on the date range and any filters that are applied.
Report Use Cases
How many billable expenses does my team have logged across all projects?
Select a time frame and filter by Type: Billable.
How do I find any expenses that I need to reimburse to my team?
Select a time frame and filter by Type: Reimbursable.
I want to see all expenses associated with a specific Overhead category.
Select a time frame and filter by Projects/Overhead: Overhead (select specific overhead category).
Permissions Needed to Access the Expense Report
All users are able to access this report to review their own expenses, while Admins will have access to view all expenses. In order to allow other users to have access to view all expenses (including other team members'), they will need to have the "View all expenses" permission enabled.
Users who also have the "Manage all expenses" permission enabled will be able to edit, delete, and mark expenses as paid for themselves and others. If QuickBooks Online is connected, this permission will also allow these users to send expenses to QBO.
