The Expenses report shows you the money going out of your studio: what you spent, who you spent it with, and when it falls due. It replaces the Expenses report in the back office.
New to Reports? How to use a Report covers the buttons and controls.
It helps you answer questions like:
What am I due to pay this month, and how does that compare with last year?
Which suppliers cost me the most?
How is my spending split across categories?
Which expenses are one-offs and which recur?
Who on my team is logging the spending?
What this report replaces
This report replaces the back-office Expenses report.
Before you read the numbers
The reporting period. The date range filters on the due date of the expense, not the date it was entered. The default is the last 6 months.
💡 An expense you logged in January for a bill due in March counts as a March expense. If you want to look at when things were entered instead, use the Created At filter, which is separate from the reporting period.
The comparison. Each KPI box compares the period you have selected against the equivalent earlier period.
What a row means
One row is one expense you recorded. A recurring expense is a single row with Is Recurring set to True, not one row per occurrence, so a monthly rent entry appears once rather than twelve times.
The KPIs
KPI | What it shows |
Number of expenses | How many expenses fall due in the period. |
Total Amount | What those expenses add up to. |
Average Amount | The average value of one of them. |
Columns
Column | What it shows |
Description | What the expense was for, as you typed it. Click it to open the expense in the back office. |
Amount | The value of the expense. |
Due Date | When the expense falls due. This is the date the reporting period is based on. |
Assigned Staff | The staff member the expense is assigned to. Blank when nobody was assigned, or when that person's account has since been removed. |
Created At | When the expense was entered. |
Supplier | Who the expense was paid to, as you typed it. |
Category | The category you filed it under. Blank when you did not set one. |
Is Recurring | True when the expense repeats on a schedule, False when it is a one-off. |
Filters
Filter | What it does |
Created At | Expenses entered in a date range. This is separate from the reporting period, which uses the due date. |
Assigned Staff | One or more specific staff members. |
Supplier | One or more specific suppliers. |
Amount | Limits to expenses whose value falls in a range. Set a minimum to isolate your larger bills. |
Category | One or more specific categories. |
Is Recurring | True for scheduled expenses, False for one-offs. Tick both to see everything. |
Group By
Group by | Use it to answer |
Due Date | How your spending moves over time. Choose the step: day, week, month, quarter or year. |
Created At | The same trend, but by when things were entered rather than when they fall due. |
Assigned Staff | What each member of your team is responsible for spending. |
Category | Where the money actually goes, which is the view to start from. |
Supplier | Which suppliers cost you the most, and which are worth renegotiating. |
Grouped rows give you:
Summary column | What it measures |
Amount | What the expenses in the group add up to. |
Matching your old back-office report
Expenses
To reproduce it: leave Group By off. Set the date range to the same period you used before.
Where your old columns are now. A / means the column does not exist on that side.
Name of the column in legacy reports | Name of the column in legacy Excel file export | Name of the column in the new report (and downloaded file) |
Description | Description | Description |
Amount | Amount | Amount |
Due date | Due date | Due Date |
Author | Author | Assigned Staff |
Date of creation | Creation date | Created At |
Supplier | Supplier | Supplier |
Category | Category | Category |
Recurring | Recurring | Is Recurring |
Studio | Franchisee | / |
What's different
More of the report is now filterable. The old report let you filter on amount, due date, creation date and whether an expense recurs. Supplier, Category and Assigned Staff are now filters too, and all three can be grouped on.
Downloading
The download gives you exactly what you are looking at: your columns, your filters, your date range, and the summary view if you are grouped. Available as Excel, CSV or PDF.
Data freshness
On Report pages, data is refreshed on an hourly basis.
Permissions
Access follows your existing back-office report permissions. Everyone who can see this report sees the whole company; expenses belong to the company rather than to a site, so there is no venue filter.
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