This article covers:
- What and where are Expense Analytics?
- How to use Expense page analytics
- Additional resources and analytics tools
- Troubleshooting and FAQ
What and where are Expense Analytics?
Often users want more insights into the spend they use Expensify to keep track of. Expensify provides a few tools to this end:
- Filters - these allow you to filter by Date Range, Merchant names, Policy, Categories, Tags, Billable/Reimbursable flags, Submitters, Expense status' and Types.
- Analytics View - coupled with the powerful filters, you can easily visualise the filtered total spend by Categories, Tags and Cards.
- Custom CSV Exports - if you can't extract the insight you need within Expensify, you can always bulk export your data to analyse, LOOKUP and pivot as much as you like!
This article will cover using both 1. and 2. to get the best out of the in-product analytics. If you still need to dive deeper into a spreadsheet, check out 3. Custom CSV Exports.
There is no requirement to own a paid policy in order to access Expense Page analytics. The view is available to every Expensify user.
However - the data available within this breakdown is exactly the same as that available within all other Expenses page views:
That is to say - the amount of data you're able to view is entirely dependent upon your role(s) within any policies you're a part of.
- User only on the Free Personal Policy will be able to view their own expenses but
- Users who approve their Team's reports and submit their own will be able to view analytics on their whole team's expenses
- Policy Admins will be able to view analytics for every submitted expense by any user on the policy
How to use Expense page analytics
Let's run through an example, firstly by filtering down to the the data we'd like to analyse. In this example, I'd like to see the firstname.lastname@example.org's reimbursed spend per Category for Year-to-date (2018) on our company's group policy:
1. Head to the Expenses page, hit 'Show Filters' and enable the following filters:
- Date Range: From 2018-01-01 To null (leave blank to pull all until Present Day)
- Merchant: null (leave blank to pull all Merchants)
- All/Billable/Reimbursable: Reimbursable
- Types: all types (This could also be simply Expenses - as only Expenses, rather than Receipts or Documents can be reimbursed.)
- Submitter: email@example.com
- Category: All categories
- Tag: All tags
- Policy: Control Policy
- Cards: All cards
- Expense Status: [ ]Unreported [ ]Open [ ]Processing [ ]Approved [X]Reimbursed [ ]Closed [ ]Deleted *
*You may notice that not all of the Expense filters show at all times. These are shown dynamically based on the data set you're currently filtering. Eg: If there are no
Deleted expenses to filter out, the filter won't show.
2. Open these Expenses in the Pie-Chart (Analytics) view:
From this view, you can now see the filtered spend, by Category, Tag and Cards:
3. Shown in this view, the headers, (along with Category, Tag and Card Name) are always:
- Total - The total amount for expenses within the given parameter
- # of Expenses - The total number of expenses within the given parameter
- Average - The average amount for an expense within given parameters
- View Raw Data - Link directly to the view of the Expense line items in the default Expenses page view
To pull up the list of just expenses for a single line, hit the Hamburger-three-line-icon in the View Raw Data column.
For example, if I wanted to see only the Uncategorized expenses:
Finally, there's no need to switch back to the other Expenses page views to change the filters shown displaying data in the Pie-Chart view. Any amendments will be updated immediately in the graphs and tables shown.
Additional resources and analytics tools
- Expenses page analytics can only break down so much. They're a great tool for a quick overview - but if you want to Export your data to a spreadsheet, you can export everything from a list of just Merchant's and Submitters to a file full of Tax Amounts, Report Fields and GL Codes with Custom Formula's and a Custom CSV Export!
- If you're looking for more in-depth tools for accountancy analytics, Expensify Integrates with multiple Cloud and Desktop accounting software providers to seamlessly integrate your Expense data with the rest of your books.
Troubleshooting and FAQ
A specific transaction isn't showing up no matter what I've tried. How can I find this transaction?
- Try hitting "Reset Filters" and include [X]Deleted in the Filters (It's not included in the default Reset filters set)
- If the expense was incurred on a Credit Card, try manually Updating or even Fixing (if a prompt appears) the card from Settings > Your Account > Credit Card Import
- If the expense was incurred on a Company Card assigned in Settings > Domain Control > [Domain Name] > Company Cards, try the Reconciliation Dashboard filters.
- Try Filtering from All types only to Receipts or Documents to check if the expense failed to SmartScan
- If you scanned the receipt from the Expensify App on your mobile device, try hitting Sync Account from Settings
- If you SmartScanned the receipt via firstname.lastname@example.org, try filtering to the date you forwarded the email.
- Is the expense you're looking for on an Open report for one of your employee's? If you're not a Policy Admin, you won't be able to view or edit those expenses until the expense has been submitted by the user in question.
Any more graphs or analytics?
Not at the moment, but we're always open to ideas. For the time being, only pie-charts and the analytics outlined above are available within the product on the web, but you can make as many as you like in your spreadsheet tool of choice with a Custom Export. If you'd like some more, head on over to our Community Idea's section. Be sure to explain your use case for others to vote on!
Still looking for answers? Search our Community for more help!