Project and Person Summary with Expense Detail

The Project and Person Summary with Expense Detail report provides a detailed breakdown of expenses by project, person, and expense type. This report is especially useful for organizations that need to analyze expenses at a granular level for billing, budgeting, or internal auditing.

Unlike high-level summaries, this report shows both totals and individual expense details, giving you visibility into how each person and project contributes to overall expenses. You can also customize the report with your company logo for professional presentation.

Accessing the Report

1. Go to Company → Reports.
2. Scroll to the Expenses section.
3. Select Project and Person Summary with Expense Detail.
   

Report Criteria

When running the report, you can customize it with the following options:

• Date Range – Select the time frame of expenses to include.
• Clients / Projects – Narrow results to specific clients or projects.
• People / Divisions – Choose individual employees, groups, or divisions.
• Output Format – Select HTML, Excel, or PDF.

💡 Tip: If you plan to share the report externally (e.g., for billing backup), PDF is usually best. Use Excel if you want to manipulate or filter the data further.

Report Output

The report displays expenses grouped by project and person, with details for each expense item:

• Project and client name
• Person who submitted the expense
• Expense type (e.g., meals, lodging, mileage)
• Date and amount
• Notes or comments (if provided)
• Totals by person, project, and expense type

An example layout might include:

• Client A → Project Alpha
  • John Smith
    • Meals: $120
    • Lodging: $350
  • Jane Doe
    • Mileage: $75
• Total for Project Alpha: $545
  
   

Customization

• You can include your company logo on the report for a polished, client-facing document.
• Filters and criteria allow you to tailor the report for specific billing cycles, internal reviews, or client audits.

Best Practices

• For client billing: Use this report when attaching expense details to invoices. The project/person breakdown makes it easy to justify charges.
• For budgeting: Run the report by division or client to understand spending patterns.
• For audits: Export to Excel to sort and filter individual expense items during review.

Summary

The Project and Person Summary with Expense Detail report is your most detailed expense reporting option in ClickTime. By showing expenses by project, person, and type, it provides the clarity needed for billing, audits, and internal analysis. Combined with the ability to export in multiple formats and brand the report with your logo, it’s a versatile tool for both internal and external reporting needs.