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Employee Expenses
The Employee Expenses report lets you view and analyse expenses grouped by employee. Use it to track how much each employee is spending, approval status, and individual expense details.
Navigate to Accounting → Reports and click the Employee Expenses card.
Page Controls
| Control | Description |
|---|---|
| From | Start date for the reporting period (DD-MM-YYYY) |
| To | End date for the reporting period (DD-MM-YYYY) |
| All Status dropdown | Filter by expense status — All Status, Approved, Pending, Rejected |
| Generate | Generate the report for the selected filters |
| Export | Download the report data |
Summary Cards
Six summary cards are displayed at the top after generating the report:
| Card | Description |
|---|---|
| Employees | Number of employees with expenses in the period |
| Total Expenses | Total expense amount across all employees (₹) |
| Approved | Total approved expense amount (₹) |
| Pending | Total pending expense amount (₹) |
| Rejected | Total rejected expense amount (₹) |
| Total Tax | Total tax amount across all expenses (₹) |
Expense Summary by Employee
The first table provides a summary grouped by each employee:
| Column | Description |
|---|---|
| Employee | Employee name with profile avatar |
| Code | Employee code (color-coded badge) |
| # Records | Number of expense entries for the employee |
| Total Amount | Total expense amount for the employee (₹) |
| Approved | Total approved amount (₹) |
| Pending | Total pending amount (₹) |
| Rejected | Total rejected amount (₹) |
| Tax | Total tax amount for the employee (₹) |
| % of Total | Employee's share of total expenses (%) — shown with a progress bar |
The Total row at the bottom shows the sum of all columns across all employees.
Expense Details
The second table (headed by record count, e.g., "EXPENSE DETAILS (5 RECORDS)") shows individual expense entries:
| Column | Description |
|---|---|
| Date | Date of the expense |
| Employee | Employee who submitted the expense |
| Category | Expense category badge (e.g., Training, Supplier, Travel, Food) |
| Description | What the expense is for (e.g., "Tally ERP certification course", "Sales meeting - local cab expenses") |
| Vendor | Vendor or supplier name |
| Amount | Expense amount (₹) |
| Tax | Tax amount on the expense (₹) |
| Total | Total amount = Amount + Tax (₹) |
| Status | Approval status — Approved (green), Pending (orange), Rejected (red) |
How to Use
- Navigate to Reports from the sidebar
- Click the Employee Expenses card
- Set the From and To dates to define the reporting period
- Optionally filter by Status (Approved, Pending, Rejected)
- Click Generate to load the report
- Review the summary cards for a quick overview
- Use the Expense Summary by Employee table to compare spending across employees
- Scroll to Expense Details for individual expense entries
- Click Export to download the data
Related Topics
- Business Expenses — expenses by category and monthly trend
- Attendance Report — employee attendance overview
- Accounting Overview — all financial reports