# Expenses Expenses is a table of every expense line across the project budgets you have access to — both out-of-pocket vendor expenses and in-house staff lines. Where the budget shows expenses for a single project, the Expense Report gives you the cross-project picture — every expense, every vendor, in one place. Open it from the main navigation: **Reports → Expenses**. > [!note] > The report is scoped to the projects you have access to — it doesn't expose the whole workspace to everyone. Owners and Admins see every project; Project Admins see expenses only from the projects they're assigned to. Guests have no access to reporting at all. See [Users and Permissions](../01-Organization-Setup/Users-and-Permissions.md). > [!note] > The Expense Report stays available to everyone, but it applies the same in-house confidentiality as the budget. Out-of-pocket internals are visible to all; the **Rate**, **Subtotal**, and **Total** on **in-house** lines are hidden behind an eye-slash, and the report's totals leave them out, for users without the **View In-House Internal Cost** permission. All external and logistical fields remain visible. See [Users and Permissions](../01-Organization-Setup/Users-and-Permissions.md#view-in-house-internal-cost). --- ## Views The report ships with saved views for the questions it gets asked most: - **Reconciled Expenses YTD**: settled spend this year, filtered by **Created On** and **Status**. The default. - **Unsettled Commitments YTD**: commitments this year that haven't settled yet, filtered the same way. - **Posted Expenses**: lines in **Posted** status, handed to vendors or staff and waiting on them. - **All Expenses**: every expense line you can access. - **Default**: the plain table. Each view's filters show as chips above the table; edit them in place or add your own with **+**. Save your own arrangements with **Add View**. --- ## How to Use It The Expense Report is a PAI table, so the full suite of filtering, sorting, grouping, saved views, and CSV export applies. See [Working with Tables](../00-Understanding-PAI/Navigating-PAI.md#working-with-tables). A few high-value use cases: **Vendor spend over a period.** Filter by Assignee and Status (e.g., Paid), then add a Payment Date range. The result is everything paid to that vendor within the period — useful for reconciling vendor relationships, reviewing total spend per contractor, or preparing for 1099 reporting. **Spend by expense type.** Filter by Item name — for example, "Mileage" or "Catering" — and a date range to see total spend on that cost type across all projects. This works for any expense naming pattern your organization uses consistently. **Cross-project expense audit.** With no filters applied, the table shows every expense line across the projects you can access. Sort or group by Status, Category, Department, Assignee, or Resource Type to audit spending patterns, identify open items, or review payment progress across the portfolio. --- ## Available Fields The Expense Report includes the standard budget expense line fields, plus project-level identifiers that place each expense in context. Shown by default: **Acct Number**, **Job Code**, **Project Number**, **Created On**, **Resource Type**, **Status**, **Qty**, **Item**, **Assignee**, **Unit Qty**, **Unit**, **Rate**, **Subtotal**, **Fringes**, **Fringe Total**, **Total**, **Receipts**, **Tags**, and **Notes**. More are available under **Columns**, including **Estimate Number**, **Campaign**, **Category**, **Department**, **Contact**, **Invoice Number**, **Invoice Date**, and **Invoice Status**. **Assignee** shows who the line is assigned to, a vendor or a staff member, with their type (for example, **Vendor (Active)**, **Vendor (Record-Only)**, **Staff**, or **Staff (Record Only)**). --- ## Sidebar Totals The sidebar's **Grid** panel holds the table controls (**Views**, **Columns**, **Filter**, **Sort**, **Group**) and, under **Totals**, aggregates across all rows in your current filtered view: - **Subtotal** — sum of all expense line subtotals (before fringes) - **Total** — sum of all expense line totals (inclusive of fringes) - **Fringes** — count of expense lines that have fringes applied; this is a line count, not a dollar value As with Insights, the sidebar reflects the full filtered dataset regardless of pagination.