---
title: Expenses (Data)
keywords: expenses, data, expense entries, business expenses, cost entries, VAT, payer, project expenses, expense list, billable expenses, export expenses, quick filter, bulk edit expenses
summary: Firm-wide list of all expense entries in the Data section. Explains how to browse, filter, export, edit, and bulk-manage expenses across every project and user, and lists the table columns.
url: /data/expense
---

# Expenses (Data)

## What are Expenses?

Expenses are business costs incurred during project work, such as materials, supplies, travel accommodation, client meals, or other out-of-pocket expenses. Each expense entry includes details such as the date, user, amount, VAT rate, payer (client), project assignment, seller (vendor), document reference number, and billing status.

The **Expenses** page in the Data section gives a firm-wide view of every expense logged in Manor, across all projects and users. Use it to review, filter, export, and bulk-edit expenses. To record a new expense on a project, see [Expenses](../billable-types/expenses.md).

## Accessing Expenses

To open the firm-wide expense list:

1. Click **Data** in the main navigation menu.
2. Select **Expenses** in the Data submenu (or click the **Expenses** card on the Data overview page).
3. Alternatively, navigate directly to `/data/expense`.

![Data Expenses page showing the filter bar and the empty-state message](../screenshots/data-expenses-filter-view.png)

## Filtering Expenses

The filter bar at the top of the table lets you narrow the list by payer, project, person, and billing state:

- **Quick filter** — Free-text search that narrows the list as you type.
- **Client** — Filter by payer (defaults to *All payers*).
- **Project** — Narrow the list to a single project (defaults to *All projects*).
- **Project billing settings** — Filter by how the project is set up for billing (defaults to *All project billing settings*).
- **Owner** — Filter by the owner of the project.
- **User** — Filter by the employee who recorded or incurred the expense.
- **Firm and department** — Filter by firm or organizational unit (defaults to *All firms and departments*).
- **Billing status** — Filter by billing stage. Options are *All billing statuses*, *Billed*, *Unbilled*, *Billed and unbilled*, *Written off*, *Main billables*, *Settlement billables*, and *On a proposal*.
- **Invoice date** — Filter by date. Choose a preset such as *All time*, *Today*, *Yesterday*, *Tomorrow*, a past or future range, an individual month, *Last 3 months* / *Next 3 months*, *Last 12 months* / *Next 12 months*, or a specific year, then click **Apply**. Use **Cancel** to discard the date selection.

Click **Clear filters** to reset every filter back to its default.

## Columns in the Expense Table

The table lists the following columns:

| Column | Description |
|---|---|
| **Invoice date** | The date of the supplier's invoice or receipt for the expense |
| **User** | The employee who recorded or incurred the expense |
| **Unit** | The organizational department of the user |
| **Location** | The office location associated with the expense or user |
| **Payer** | The client responsible for the expense |
| **Project** | The project the expense is charged to |
| **Description** | Description of the purchase or cost item |
| **VAT rate** | The VAT rate applied to the expense |
| **Amount** | The expense amount, without VAT |
| **Billable amount** | The amount that can be invoiced to the client |
| **Effective price** | The final billed amount after any write-off or adjustment |
| **Seller** | The vendor, supplier, or merchant who issued the invoice |
| **Document number** | Receipt, invoice, or voucher reference number |
| **Invoice** | Billing status, or the linked invoice when the expense has been invoiced |

## Exporting Expenses

Click **Export** at the end of the filter bar and choose **Download as Excel spreadsheet** to download the currently filtered expense list as an Excel file. Apply your filters first, so the file contains only the expenses you need.

## Editing and Bulk Actions

- **Editing** — Click an expense row to open its edit dialog, change the editable values, and click **Save**. See [Editing Records](../organizing-work/editing-data.md) for how editing and defaults work.
- **Bulk actions** — Tick the checkboxes next to the rows you want, then use the selection bar that appears above the table. On the Expenses list the available actions are **Delete**, **Move**, **Copy**, **Change payer**, **Write-off**, **Undo write-off**, **Edit selected items**, and **Change user**. See [Copying and Moving Entries Between Projects](../projects/copying-entries-between-projects.md) for what each action does and the permissions they require. While rows are selected, a **Calculated totals** row also appears directly beneath the action buttons, summing the **Amount**, **Billable amount** and **Effective price** of the selection inline; columns without a value show an em dash (`—`).

> **Note**
> Move and Copy only work on unbilled entries. Expenses that have already been invoiced are skipped, and Manor reports how many entries were processed and how many were left out.

## Best Practices

- **Record expenses promptly** — Log out-of-pocket costs and vendor receipts as soon as possible so nothing is missed at billing time.
- **Check VAT rates** — Make sure the correct VAT rate is applied to each expense, according to local tax rules and the nature of the cost.
- **Add document numbers** — Record the invoice or receipt number in the **Document number** column for audit and reconciliation.
- **Review before billing** — Filter by **Billing status: Unbilled** regularly to confirm that all billable expenses are included in client billing.

## See Also

- [Data Management](data-overview.md) — Hub for all data tables in Manor
- [Expenses](../billable-types/expenses.md) — How to create and manage individual expense entries on projects
- [Billables](billables.md) — Unified view of all billable items across time, travel, expenses, products, and per diems
- [Copying and Moving Entries Between Projects](../projects/copying-entries-between-projects.md) — All bulk actions available on the expense list
- [Editing Records](../organizing-work/editing-data.md) — How to open, change, and save records
- [VAT Rates](../management/vat-rates.md) — Configuring company VAT rates in Management