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Business Expenses Report
The Business Expenses report shows your company's expenses grouped by category. Use it to monitor spending patterns, track approvals, and control costs.
Navigate to Accounting → Reports and click the Business 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 |
|---|---|
| Total Expenses | Total expense amount across all categories (₹) with record count |
| Approved | Total approved expense amount (₹) |
| Pending | Total pending expense amount (₹) with record count |
| Rejected | Total rejected expense amount (₹) |
| Tax | Total tax amount across all expenses (₹) |
| Top Category | The category with the highest spending (e.g., Rent) |
Expense Breakdown by Category
The first table summarizes expenses grouped by category:
| Column | Description |
|---|---|
| Category | Expense category name (e.g., Rent, Software, Utilities, Maintenance, Insurance) |
| # Records | Number of expense entries in the category |
| Total Amount | Total expense amount for the category (₹) |
| Approved | Total approved amount in the category (₹) |
| Pending | Total pending amount in the category (₹) |
| Rejected | Total rejected amount in the category (₹) |
| Tax | Total tax amount for the category (₹) |
| % of Total | Category's share of total expenses (%) — shown with a progress bar |
The Total row at the bottom shows the sum of all columns across all categories.
All Expense Records
The second table (headed by record count, e.g., "ALL EXPENSE RECORDS (8)") shows individual expense entries:
| Column | Description |
|---|---|
| Date | Date of the expense |
| Category | Expense category badge (color-coded) |
| Description | What the expense is for (e.g., "Cloud hosting - March 2026", "AC servicing for office") |
| Employee | Employee who recorded the expense (if applicable) |
| Vendor | Vendor or supplier name (e.g., AWS, Cool Air Services, ACT Fibernet) |
| Payment | Payment method used (e.g., Credit Card, Cash, UPI) |
| 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 Business 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 — note the Top Category
- Use the Expense Breakdown by Category table to compare spending across categories
- Scroll to All Expense Records for individual expense details
- Click Export to download the data
Related Topics
- Employee Expenses — expenses by employee
- Business Expenses Overview — add and manage expenses
- Accounting Overview — all financial reports