# 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. Access the Expense Report from the main navigation under **Reports**. > [!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 internal rate, internal total, and margin on **in-house** lines are hidden behind an eye-slash for users without the **View Staff Rates** permission. All external and logistical fields remain visible. See [Users and Permissions](../01-Organization-Setup/Users-and-Permissions.md#view-staff-rates). --- ## How to Use It The Expense Report is a PAI table, so the full suite of filtering, sorting, grouping, and saved views 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 Vendor 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, or Vendor to audit spending patterns, identify open items, or review payment progress across the portfolio. --- ## Available Fields The Expense Report includes all standard budget expense line fields, plus project-level identifiers that place each expense in context: **Project context** — Job Code, Estimate Number, Project Number, Campaign **Line details** — Item, Qty, Unit Qty, Unit, Rate, Subtotal, Total, Acct Number, Fringe Total **Vendor** — Vendor, Contact **Classification** — Category, Department, Fringes, Tags **Tracking** — Status, Pay Method, Payment Date, Reimbursement, Receipts, Notes, CreatedOn **Invoice** — Invoice Number, Invoice Date, Invoice Status --- ## Sidebar Totals The sidebar panel shows aggregate totals 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.