Features Below Available To: ✅ Grow Plan ✅ Track Plan ❌ Free Plan
As of September 2024, expenses are added directly on the Expense Report page or Project Expenses page rather than being added to Timesheets.
Continue reading to learn how to use the Expense Report. For more information on how to add expenses, click here.
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.
Navigating to the Expense Report
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 - select a date range you want to view all expenses for. If you would like to get even more granular, you can filter by projects, people, categories, and expense types.
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)
Reimbursable - whether the expense was reimbursable or not (if it is, will show a "Mark as paid" button)
🚨 For customers who use Monograph Payroll: Once a reimbursable expense is paid to the employee through Payroll, it will automatically update to show as Paid in the Expenses report, using the date that payroll was submitted as the "Reimbursable" date.
If for some reason the payroll is canceled and not paid out, the reimbursable expense will need to be manually marked as Unpaid.
Exporting the Expense Report
If you'd like to view and export all of your project's expenses, navigate to Money > Expenses and click on the More drop down button on the top right. Continue to click on export all to CSV. Once the CSV is downloaded and opened in your preferred program, any filters or formulas can be added 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: Reimburseable.
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 that 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.
