Reviewing your organization's expenses

Accessible under Finance, Expenses provides financial reporting for expenses across multiple projects within a single page. Financial controllers are able to access the information needed to successfully track and manage project expenses. With Expenses, they can monitor and update expenses, view or change expense details, view associated expense files and export expense details.

This article covers:

• Overview of Expenses
• Reviewing your expenses
• Managing your expenses

Overview of Expenses

Expenses enables access to view and manage expenses from across all projects. In order to access Expenses, permission profiles must be enabled for access to financials. 

Within Expenses it is possible to:

• Create new project expenses
• View and edit expense details
• View and download files associated with an expense
• Multi-select and bulk update multiple expenses simultaneously
• Filter date, project, or expense properties
• Toggle between viewing financials in company currency or project currency
• Export a CSV of all expenses

For more information on submitting expenses or setting up your company's expense categories, see Submitting your expenses (Pro and Plus only) and Defining your expense categories (Pro and Plus only).

Expenses is accessible to Admins, Controllers and Managers.  Admins have access to all expenses for all projects while Controllers and Managers have access to expenses in projects they are assigned to.

With custom permissions, profiles must have one of the following permissions enabled:

• View financial information
• View financial information, revenue only

Non-Admin custom permission profiles will also see only expenses from projects they are assigned to unless the permission Access all projects and programs is also enabled on the profile.

For more information on permission profiles, see About permission profiles and how they work.

Reviewing your expenses

At the top of Expenses is a summary to display the totals for the expenses shown in the table, or Expense List.  Applying filters or adjusting the date range will reflect in the values displayed.

The chart below details the metrics included in the summary. Hover over the ? next to each heading to display the tooltip definition or calculation for the metric.

Adjust dates by selecting one of the date range options or use the calendar to select a specific date or custom range of dates. 

To narrow the Expense List to show a subset of expenses, apply filters based on Project or Expense properties.

Change View includes settings to manage Groupings, Data Options and Table Visibility. Change View settings are user specific allowing each user to customize their own view of Expenses.

Use Groupings to see expenses summarized and grouped as needed. Grouping options include Approval status, Billing option, Category, Client, Person, Project and Month.

Expenses, like other company financials, display as company currency, by default.  Use Data Options to toggle on project currency to see all financials in Expenses appearing based on their various project currencies.

Table Visibility contains Show/Hide columns, which is a list of the available columns for Expense List. Show only relevant data by selecting which columns to include. 

Managing your expenses

While Expenses provides visual display of all project expenses in Expense List, it is also possible to manage expenses from within the page.  

Add new expenses using Create > Expense Item at the top right of the page.

To view details of a particular expense, click on the expense name in Expense List to open the expense module. 

Use the paperclip icon under Files to view all files attached to an expense.

Click the three dots under Actions to Edit or Delete an expense or to download all files attached to an expense. 

Use the download button at the upper right to export a CSV file of all expenses displayed in the Expense List table.

Select multiple expenses and bulk update to make changes to multiple expenses at once.

The following options are available for bulk updating expenses:

• Change category
• Change approval
• Download all files
• Change person
• Change project/phase
• Delete expense

If any of the expenses selected for bulk update are locked, a warning will display in the change window stating how many of the total selected expenses are locked. Changes will not be applied to any of the locked expenses selected. 

Three additional bulk actions are available, all with impact on billing.