Create an expense report

Expense reports show project costs not tracked as people.

Who can use this?

Plans:

  • Resource Management

Permissions:

  • Resourcing Administrator
  • Portfolio Editor
  • People Scheduler
  • Portfolio Reporter
  • Project Editor

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Expense reports can help your organization track costs, such as those incurred when hiring outside vendors, ordering prototypes, or traveling.

Create an expense report

  1. Select Reports.
  2. In the top-right, select New Report.
  3. On the left, select the value under View, and then select Expenses.

  4. Select the value under  Time Frame and the appropriate option.

    If you select a time frame relative to today, the report is dynamic and continues to show data regarding the current date. For a specific time range, select Custom Date Range and enter start and end dates.

  5. Set your first and second group by options if needed. For example, under First group by select Project.
  6. Under Show, set any necessary filters.
  7. Select Run Report.

The projects visible vary by permission level. For example, Project Editors can only see projects they own.

Project expense report

Expense report columns

ColumnDescription

Project

Select the project name to see more information about the project.

 

Incurred

Amount already expensed

Remaining

Amount still available for project expenses

Budget

Project expense budget, set in project settings

Category

The type of purchase, for example, travel

It's visible when you select the project name. 

Notes

Description for the expense

It's visible when you select the project name.

Chart

A graphic representation of the budget and how much you've spent

Example use for expense reports 

If you're new to expense reports, try these options for a project budget expense report.

  • View: Expenses
  • Time Frame: Custom Date Range
  • First Group By: Project
  • Then Group By: Team Member
  • Show: 
    • Project: Project Name 
    • Client: Project Client

Advanced reports

If you have a Business or Enterprise Smartsheet plan and use Smartsheet authentication, you can analyze and share the data from your expense report in Smartsheet. When you create an advanced report from an expense report, Smartsheet creates multiple assets for you, including:

  • Source sheet
  • Expenses report
  • Expenses report by category
  • Dashboard

The expenses report by category shows project expenses grouped by expense category.

If you're not using categories, you can modify or delete the Expenses report by category. If you delete it, remove the related charts from the dashboard.

Learn more about advanced reports and associated Smartsheet assets.