How-to: Use Expense page filters and analytics

Mark Louis
Mark Louis Expensify Team Posts: 167 Expensify Team
edited August 2021 in How-to Docs

Users often want more insights into the spend they are tracking with Expensify. We provide a few tools to this end on the Expenses page:

  • 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 filters, you can easily visualize the filtered total spend by Categories, Tags and Cards

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 amount of data you're able to view is dependent on your role within any policies that you are part of.

To use Filters, follow these steps:

  1. Navigate to your Expenses page.
  2. At the top of the page, click on Show Filters.
  3. Enable and/or adjust the filters as needed.

Note: 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, e.g., if there are no Deleted expenses to filter out, the filter won't show.

Here's a breakdown of each filter:

  • Date Range: Use this to locate expenses from a certain period of time
  • Merchant Name: Search for expenses from a certain merchant
  • Policy: Search for expenses associated with a certain Group/Individual policy
  • Categories: Show all expenses with a certain category or those that are Uncategorized (don't have a category yet)
  • Tags: Show all expenses with a certain tag
  • Submitters: Narrow down expenses by a submitter (employee or vendor)
  • Unreported: Search for all expenses that have not been added to a report
  • Open: Show all expenses that are on an Open report (a report that hasn't been submitted)
  • Processing, Approved, Reimbursed: Show all expenses that are on a report that has been submitted for approval
  • Closed: Show all expenses that are on a report that is closed (not submitted for approval)

To access the Analytics View, follow the steps below:

  1. Navigate to your Expenses page.
  2. Adjust the filters as necessary following the steps above.
  3. Next to View, select the Pie Chart (analytics) view:

From this view, you can now see the filtered spend by CategoryTag and Cards. 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.

Note: 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.

Note 2: The pie-chart will not include a category if the total of that category is negative.

Related articles: