The Expenses Report provides a monthly and yearly breakdown of expenses by category. It helps track costs, analyze spending patterns, and separate billable from non‑billable expenses. You can filter by year, currency, and optionally exclude billable expenses.
Main Interface Elements
| Element | Description |
|---|---|
| Detailed Report button | Opens a detailed line‑item report of all expenses (advanced view). |
| PDF export button | Exports the current report table as a PDF file. |
| Excel export button | Downloads the table as an Excel file (XLS). |
| Year selector | Choose the year for which to display expenses (e.g., 2026). |
| Currency selector | Select the currency for amounts (USD, EUR, UAH, etc.). |
| Exclude Billable Expenses | Checkbox – when checked, only non‑billable expenses are shown. |
| Expense table | Matrix with categories as rows, months as columns, plus a yearly total column. |
| Summary rows | Net Amount (subtotal), Total Tax, and Total (net + tax) per month and year. |
| Charts | Two pie charts: non‑billable expenses by category and billable expenses by category. |
Filters & Controls
| Filter | How it works |
|---|---|
| Year | Select a year from the dropdown. The table and charts reload automatically. |
| Currency | Choose the currency. All amounts convert to that currency (based on system rates). |
| Exclude Billable Expenses | Check the box to hide billable expenses – only non‑billable appear in table and charts. Uncheck to include all. |
| PDF / Excel buttons | Click to export the current table (including all rows and columns). |
Expense Table Structure
- Rows – each expense category (e.g., “Expense” – but can be multiple categories; in the example only one category is shown).
- Columns – January through December, plus a “Year (YYYY)” column.
- Cell values – total expense amount for that category in the given month.
- Summary rows at bottom:
- Net Amount (Subtotal) – sum of expenses without tax.
- Total Tax – sum of taxes for each month.
- Total – net amount + tax (= total expense).
Charts
- Left chart – Non‑billable expenses by category (pie chart).
- Right chart – Billable expenses by category (pie chart).
- Hover over slices to see exact category name and amount.
How to Use (Step by Step)
- Select the year from the year dropdown (e.g., 2026). The table updates automatically.
- Choose currency from the currency selector – amounts will be converted.
- Optionally check “Exclude Billable Expenses” if you want to see only non‑billable expenses.
- Analyze the table:
- Look at monthly totals per category.
- Check the yearly total column to see annual spending per category.
- Review the summary rows (Net Amount, Tax, Total) for each month and the whole year.
- Examine the charts – they show the distribution of billable vs non‑billable expenses by category.
- Export the report using PDF or Excel buttons for offline analysis or sharing.
Tips
- Use the Detailed Report button to drill down into individual expense entries (e.g., see each invoice, vendor, date).
- Currency selection is important if your expenses use different currencies – the system converts them all to the chosen currency.
- The charts help quickly identify which categories are billable (can be recharged to customers) and which are internal costs.
- Combine with Exclude Billable Expenses to see only overhead or internal costs.
Frequently Asked Questions
Q: Why are some months showing $0 even though I have expenses?
A: Either no expenses were recorded in that month for the selected categories, or the filter “Exclude Billable Expenses” may be hiding them. Uncheck the box to see all.
A: Either no expenses were recorded in that month for the selected categories, or the filter “Exclude Billable Expenses” may be hiding them. Uncheck the box to see all.
Q: Can I see expenses for previous years?
A: Yes – use the year dropdown to select any year that contains expense data.
A: Yes – use the year dropdown to select any year that contains expense data.
Q: What is the difference between “Net Amount” and “Total”?
A: Net Amount is the expense before tax; Total includes taxes (Net + Tax). If your expenses are tax‑exempt, both will be equal.
A: Net Amount is the expense before tax; Total includes taxes (Net + Tax). If your expenses are tax‑exempt, both will be equal.
Q: How do I view individual expense receipts?
A: Click the Detailed Report button – it opens a separate report with a list of all expenses, where you can view each record and its attachments.
A: Click the Detailed Report button – it opens a separate report with a list of all expenses, where you can view each record and its attachments.
Q: Why are there two charts?
A: One chart shows only expenses marked as “billable” (can be invoiced to a customer), the other shows non‑billable (internal costs).
A: One chart shows only expenses marked as “billable” (can be invoiced to a customer), the other shows non‑billable (internal costs).
