How To Create Expense Report Reports In Project Insight

Expense Report reports in Project Insight show expense data at the expense report level, not the individual expense item level. This means each expense report appears as a single line with total values, rather than showing every individual expense inside the report.

Project Insight does this by giving teams a summarized expense reporting view that can be filtered by date range, submission status, approval status, submitted user, approver, and selected report columns.

Best For

This article is best for project managers, finance teams, accounting teams, approvers, and administrators who need to review summarized expense report totals in Project Insight.

It is especially helpful for teams that need visibility into submitted expenses, approved expenses, expense report totals, and expense report status without reviewing every individual expense item.

What Is An Expense Report Report In Project Insight?

An Expense Report report shows information at the full expense report level.

This is different from an expense item report. An expense item report shows the individual expenses inside an expense report, while an Expense Report report shows the total values from the expense report as one line.

Use an Expense Report report when you want a high-level view of submitted expense reports and their totals.

Use an Expense Entry Report when you need more detailed information about the individual expenses within an expense report.

In short, Expense Report reports are for summary-level expense reporting.

How Do I Create An Expense Report Report In Project Insight?

To create an Expense Report report:

Go to the reports area in Project Insight.
Under Financial Open the Expense Report report.
Choose the date range type for the report.
Select any inclusion checkboxes that should apply.
Filter by submitted user or approver if needed.
Choose the columns you want displayed in the report.
Run the report to view the results.
Save or share the report if you need to reuse it.

Project Insight does this by allowing users to define which expense reports should appear, what dates should be included, and which fields should display in the final report.

What Date Range Options Are Available For Expense Report Reports?

The initial display for the Expense Report report defaults to the current month. You can change this using the Date Range Type options.

What Does All Dates Mean?

All Dates includes items regardless of date.

This option is not available for all reports or filters, so it may not always appear in the dropdown list. When it is available, it should be used carefully because it can return a very large set of results and may take longer to generate.

What Are Dynamic Dates?

Dynamic Dates are preset date ranges that automatically update relative to the current date.

Examples include:

Current week
Current month
Last month
Next year

For example, if the current month is October and you select Current Month, the report will show October 1 through October 31. When the current month becomes November, the report automatically updates to November 1 through November 30.

Dynamic Dates are useful when you want to save or remember a report filter that updates over time.

What Are Specific Dates?

Specific Dates are exact dates entered by the user.

If a report is saved with Specific Dates, those exact dates are saved with the report. When the report is run again, the date range will not automatically change.

Use Specific Dates when you need the report to always show the same fixed time period.

In short, Dynamic Dates are best for reusable reports that update automatically, while Specific Dates are best for fixed reporting periods.

What Do The Inclusion Checkboxes Do?

The inclusion checkboxes allow you to include or exclude expense reports from the results based on which boxes are selected.

These options help narrow the report to the expense reports that match your review process.

Project Insight does this by letting teams control which expense reports appear before running the report, so users can focus on the expense reports that need review, approval, tracking, or reporting.

Can I Filter Expense Reports By Submitted User Or Approver?

Yes. Project Insight allows users to filter by specific resources using the Submitted By and Approver dropdowns.

Use Submitted By when you want to see expense reports submitted by a specific Project Insight user.

Use Approver when you want to see expense reports associated with a specific approver.

This helps managers, finance teams, and approvers quickly find expense reports connected to the people involved in the expense workflow.

How Do I Choose Which Columns Appear In The Report?

The Column Selection Filtering Options control which data fields appear as columns in the report.

Columns determine what information users see in the report results. Choosing the right columns makes the report easier to review and helps teams focus on the expense report details that matter most.

For more information, link to the related Page Display Options article using specific link text, such as:

Learn how to configure report column displays in Project Insight: [Add Page Display Options article URL]

How Do I Run, Save, Or Share An Expense Report Report?

After selecting the display options and filters, run the report to view the results.

Once the report is created, you can save or share it if you need to reuse the same report settings or make the report available to other users.

Project Insight does this by allowing teams to turn filtered expense report views into reusable reports that support ongoing expense review and reporting.

Common Mistakes To Check Before Running An Expense Report Report

Using All Dates With Too Much Data

All Dates can return a large amount of information. Use it carefully, especially if your team has many expense reports.

Choosing Specific Dates When You Need A Reusable Report

Specific Dates do not automatically update. If you want a saved report to update each month, use a Dynamic Date option such as Current Month instead.

Looking For Individual Expense Items In The Wrong Report

Expense Report reports show summary-level expense report totals. If you need individual expense line details, use an Expense Entry Report instead.

Forgetting To Filter By Submitted User Or Approver

If the report results are too broad, use the Submitted By or Approver filters to narrow the report.

Displaying Too Many Columns

Too many columns can make the report harder to read. Select only the fields that help answer the reporting question.

Why Use Expense Report Reports In Project Insight?

Expense Report reports help teams review expense information at a summarized level.

Project Insight does this by showing each expense report as one line with total values, then allowing users to filter, display, save, and share the report based on their needs.

This helps teams improve expense visibility, support approval workflows, review submitted expenses, and understand expense totals without opening each individual expense item.

Best For

What Is An Expense Report Report In Project Insight?

How Do I Create An Expense Report Report In Project Insight?