Applies to

Resource Management

Capabilities

Who can use this capability

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

Create an expense report

Expense reports show non-labor related project costs.

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 various costs, such as those incurred when hiring outside vendors, ordering prototypes, or traveling.

Create an expense report

  1. Select Reports.
  2. Select New Report.
  3. On the right sidebar, select View, then Expenses.
  4. Select Time Frame and the appropriate option

    If you select a time frame relative to today, then the report is dynamic and will continue to show data with respect to the current date. If you want a set time range, select Custom Date Range.

  5. Set your first and second group by options if needed.
  6. 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.

Brandfolder Image
Project expense report

Expense report columns

ColumnDescription

Project Name

Select the project name to expand child rows and see more information about the project.

 

Incurred

Amount already expensed

Remaining

Amount still available for project expenses

Budget

Project expense budget. This number is set in project settings.

Category

The category column appears when you select the project name to display more information. The expense category identifies the type of purchase, for example, travel.

Notes

The notes column appears when you select the project name to display more information. Notes describe the expense.

Chart

The chart shows graphically how much of the budget you have spent.

Example use for expense reports 

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 your organization has a Business or Enterprise Smartsheet plan and uses Smartsheet authentication, then you can further analyze and share the data from your expense report in Smartsheet. When you create an advanced report from a budget report, multiple Smartsheet assets are created for you, including:

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

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

If a customer doesn’t have the resources to categorize their expense entries, this report can be modified or deleted. If it is deleted, the related dashboard should be updated to remove the related charts.

Learn more about the advanced report and the associated Smartsheet assets. 

Was this article helpful?
YesNo