Expense Reports
Review expense summaries by category, vendor, or date range.
Overview
Expense Reports give you a clear picture of where your business money goes. These reports break down all recorded expenses by category, vendor, and time period.
Accessing Expense Reports
Go to Reports → Expense Reports.
What Each Report Shows
Summary Report
An overview of all expenses for the selected period:
- Total expenses
- Number of expense entries
- Average expense amount
- Breakdown by category
Detailed Report
A line-by-line list of each expense:
- Date
- Description
- Category
- Vendor
- Amount
- Payment method
Expenses by Category
Shows spending grouped by expense category:
- Category name
- Number of entries
- Total amount
- Percentage of total expenses
This helps identify your largest spending areas.
Expenses by Vendor
Groups expenses by who you paid:
- Vendor name
- Number of transactions
- Total amount paid
Useful for tracking payments to key suppliers or service providers.
Filtering Reports
By Date Range
Select a custom date range or use preset periods:
- This month
- Last month
- This quarter
- This year
- Custom range
By Category
View expenses for a specific category only (e.g., only rent and utilities).
By Vendor
Filter to see all expenses paid to a specific vendor.
By Amount Range
Show only expenses above or below a certain threshold.
Exporting Reports
All expense reports can be exported to CSV:
- Set your filters and date range
- Click Export
- Download the CSV file
Use the exported data for external accounting or financial analysis.
Understanding Expense vs. Sales
| Expense Report | Sales Report | |
|---|---|---|
| Shows | Money leaving your business | Money coming into your business |
| Purpose | Track costs and spending | Track revenue and transactions |
| Used in | Profit analysis, budget tracking | Revenue analysis, growth tracking |
When combined with sales data, expense reports help you understand your true profit — revenue minus costs.
Data Accuracy
Expense reports are only as accurate as the data you enter. To keep reports useful:
- Record expenses regularly, not just at month-end
- Use consistent categories
- Include reference numbers for easy auditing
Related
- Add an Expense — Recording expenses
- Expense List — Viewing all expenses
- Profit & Revenue — Net profit analysis combining sales and expenses
- Dashboard KPIs — Real-time expense snapshot