Expense Report
The Expense Report brings every expense recorded in the Finance module together in one view, so you can see what your company spent over a period, who recorded it, which project or category it belongs to, and how much is still waiting on approval. It reads the same records you create under Finance → Expenses — it does not hold any data of its own.
Who can use it
Users whose role grants access to the Finance module and its reports (typically the company admin and finance/HR roles). The Reports module and the Expenses module must both be enabled for the company; either can be switched off in the module settings, in which case the report is hidden.
Prerequisites
- At least one expense recorded under Expenses — the report only reflects saved expense records.
- Expense categories set up if you want category-level grouping to be meaningful.
- Projects, employees and bank accounts assigned on the expenses themselves if you want to break spending down by those dimensions.
How to Access
Go to Finance → Reports → Expense Report, or open /account/expense-report directly.
What the report shows
Each row corresponds to one expense record, so the columns mirror the fields captured when the expense was created:
| Column | Description |
|---|---|
| Item Name | What the expense was for. |
| Price | The amount recorded, with the currency and exchange rate entered on the expense. |
| Purchase Date | The date the expense was incurred. |
| Employee | The employee the expense is attached to. |
| Project | The project the expense is linked to, if any. |
| Expense Category | The category assigned to the expense. |
| Purchased From | The vendor or source. |
| Bank Account | The bank or cash account the expense was paid from. |
| Bill | The uploaded bill/receipt file, if one was attached. |
| Status | Approved, Pending or Rejected. |
Filtering the report
Narrow the report using the filters shown above the list — a date range plus the expense attributes recorded on each entry. Typical uses:
- Month or quarter close — set the date range to the period you are reviewing and read the total.
- Approval backlog — filter by status Pending to see what is still waiting on a decision, then clear it in the Expenses list.
- Project cost — filter by project to see the non-labour spend attached to that project.
- Category spend — filter by category to check a single cost line against your budget.
Currencies
Expenses can be recorded in a currency other than the company default: the expense record carries both a Currency and an Exchange Rate field. Converted amounts therefore depend on the exchange rate saved on each individual expense — if a converted figure looks wrong, open the expense itself and check those two fields.
Effect on other features
- Recording expenses: every saved expense appears here; deleted expenses drop out of the report.
- Importing expenses: imported rows appear here like any other expense, so a bad import shows up as bad report data.
- Expense categories: categories define the groupings you can filter and read by.
- Finance reports and Income vs Expense: these read the same expense records, so the figures should agree with this report for the same period.
Limitations
- The report reflects recorded data only. Spending that was never entered as an expense — or was entered without a category, project or employee — will not appear under those breakdowns. Workaround: make category and (where relevant) project part of your internal expense process, and review the Expenses list periodically for entries left without one so you can fill them in.
- Rejected and pending expenses sit alongside approved ones. A raw total can overstate committed spend. Workaround: filter by status Approved before using a figure for accounting.
- Mixed-currency data is only as good as the exchange rate on each record. Workaround: review the exchange rate field when recording foreign-currency expenses; correct it on the expense record rather than in the report.
- This report does not itself run reimbursements or payroll. Workaround: use the Include Expense Claims option in Payroll to carry approved claims into a salary run.
Troubleshooting
The Expense Report is not in the menu. The Reports or Expenses module is disabled for the company, or your role lacks Finance report access. Ask your admin to enable the module and check your role permissions.
The report is empty. Widen the date range and clear the other filters — the range applies to the purchase date, not the date the record was created.
An expense is missing. Check that it was actually saved under Finance → Expenses, that its purchase date falls inside your range, and that it was not deleted — deleted expenses are removed from the report.
Totals disagree with the Finance Report or Income vs Expense. Confirm both views use the same date range and the same status filter; an unfiltered expense report includes pending and rejected records that other views may exclude.
Foreign-currency amounts look wrong. Open the expense and verify the currency and exchange rate stored on the record, then re-run the report.