11. Customizable Expense Report

Expense reports can be run for a custom selection of users, with a variety of customizable parameters, over any date range up to 366 days. To use this form:

  1. Click Reports in the left menu.
  2. Click to report number 11, Customizable Reports under Mileage & Expense Tracking.
  3. Using the two calendars that appear, select the date range for the report.
  4. All available users, customers, projects, account codes, events, and vendors will be included in the report by default. If you wish filter out any of these list items, simply un-check the box next to the corresponding Include All… option, and check the boxes to make your selections.
  5. The Group Report By drop-down menu controls how the report is organized. The default selection is “Employee,” which will display all of the records for each employee in their own table, each with their own separate totals. Reports can be grouped by:
    • Employee
    • Job Title (generated using current employee titles found on the Profile tab of the employee’s settings page)
    • Supervisor
    • Customer
    • Project
    • Vendor
    • Event
    • Account Code
    • Date
    • None (all records shown in one table with no grouping)
  6. Choose whether to Include Open Expenses and/or Include Reconciled Expenses.
  7. If you wish to run a report that only includes records with certain keywords in the Notes field, then those keywords can be entered into the Search Notes on Key Words text box, and the report will display only the records with matching words in their notes. Note: Other report filters will still apply.
  8. The Include Notes When Downloading option will include work notes for the downloaded Detailed PDF and Detailed Text (CSV) versions of the report. Note: Work notes are always shown when viewing the detailed report on screen.
  9. The Include Page Breaks When Downloading a PDF option will separate each table/grouping (set in the Group By drop-down menu) into individual pages in the PDF document. Note: When grouped by employee, the PDF will also contain signature fields for the employee and two supervisors on each page.
  10. Choose your report format at the bottom of the page:
    • Click the Summary or Detailed buttons next to View Report to view the report on your screen. The summary report contains only totals for each grouping, whereas the detailed report contains sortable columns for every included list item as well as downloadable receipts.
    • The Summary PDF and Detailed PDF downloadable formats are PDF versions of the summary and detailed reports. Note: Receipts are compiled at the end of the Detailed PDF.
    • The Summary Text and Detailed Text are CSV versions of the summary and detailed reports that can be opened by any speadsheet software like Excel.
    • The QuickBooks format is a specially formatted CSV file for use with our QuickBooks Desktop importer tool. (See the articles in the QuickBooks section of the Help Pages for more information.)

Pro Tip: When downloading to your spreadsheet, grouping by None and using the detailed text version will deliver a single, sortable table of your data. 

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