The Expense Details report lists expenses one by one, for the whole team. Use it to check a customer's expenses before you invoice them, to back up an invoice, to follow approvals and reimbursements, or to pull tax amounts for your accountant.
Open the report
Click Reports in the left menu. On the Standard tab, click Expense Details under Expense, or type its name in Search. Set the parameters, then click Preview to run the report.
Administrators and Finance Managers can run this report, and it shows everyone's expenses. The Expense Approver role doesn't add it. To list only your own, use the My Expense Details report.
Choose what to include
Every filter is optional. Leave one empty to include everything.
Dates
- Date Range: This Week, This Month, Last Week (the default), Last Month, Last 30 Days, Last 60 Days, Last 90 Days, Year To Date, Last Year, All Time or Custom Date Range.
- Expense Date From and Expense Date To: the dates for a Custom Date Range.
- Created Date From and Created Date To: the day the expense was entered, for example to find late entries.
Filters
- Customer, Project, Project Tags, Project Categories and Project Archive Status (Active, Archive). The project list narrows to the customers, tags and categories you pick. Project Archive Status also narrows the Customer and Project lists.
- User, User Tags and User Archive Status (Active, Archived). Pick a user tag to report on one team. User Tags and User Archive Status also narrow the User list.
- Invoice: expenses billed on one or more invoices.
- Expense Category, Payment Method, Group/Trip Name and Recurring Expense Name.
- Chargeable Status: Uninvoiced, Invoiced or Not Chargeable.
- Approval Status: Draft, Verified, Pending Approval, Approved, Automatically Approved or Rejected. See expense approvals.
- Reimbursement Status (Not Reimbursable, Reimbursable, Processing Reimbursement or Reimbursed) and Expense Reimbursement. Each reimbursement is listed by the person's name and its start date. See reimbursements.
Grouping, sorting and columns
- Primary Grouping and Secondary Grouping: Date, Category, User Name, Customer, Project, Chargeable Status, Approval Status, Reimbursement Status, Invoice Number, Recurring Profile Name, Project Category or Task. Each group gets a subtotal.
- Sort Columns and Sort Order: sort by a column, ascending or descending. Without a sort column, the newest expenses come first.
- Show Columns: add columns to the report (see below). Tax Amount and Total Amount in your account currency are selected at first.
- Hide Individual Expenses: show only the group rows and their totals.
- Display Parameters on Report: print your parameters at the top of the report.
Read the report
Every row shows the Expense Date, Category, User Name and Attachment (a link to the receipt). The report fits 11 columns, including these four. A column you group by doesn't count. If you choose more, the report asks you to remove some.
Columns you can add | What they show |
|---|---|
Customer, Project, Task, Project Tags, Project Categories | What the expense is for |
Notes, Merchant, Merchant Tax Number, Group/Trip Name, Payment Method | Details from the expense |
User Tags, Created Date, Recurring Profile Name | Who entered it, when, and whether a recurring expense created it |
Chargeable Status, Approval Status, Approved By, Approved Date | Billing and approval. Approved By and Approved Date show the latest approval. Approval Workflow links to the expense's approval history |
Invoice Number, Reimbursement, Reimbursement Status | Where the expense went |
Tran Currency, Exchange Rate, Unit Price, Quantity | The expense's currency, and the price and quantity for expenses such as mileage |
Before Tax, Tax Amount, Total Amount | Each in (Tran Currency), (Cust Currency) and (Base Currency) |
Markup Amount (Cust Currency), Markup Amount (Base Currency) | The expense category's markup, added when a billable expense is invoiced |
Tran Currency is the currency the expense was paid in, Cust Currency is the customer's currency, and Base Currency is your account currency. In the report, the base-currency headings show your currency's code. Subtotals in transaction or customer currency show NA when a group mixes currencies. See how Avaza converts expenses, and why invoice amounts can differ.
Save, schedule or export
Click Save As to keep your parameters as a saved report. See saving and sharing reports. On a paid plan, a saved report can be emailed on a schedule. Any report can be exported, for example as a PDF or Excel file to attach to an invoice.