🧾 What is the Expense List?
The Expense List is a central dashboard where users can view and manage all incoming expenses across different types, such as:
Invoices
Bills
Card payments
Proforma invoices
Payment receipts
Contracts
Other non-specific types of expense
It simplifies expense tracking, approval workflows, and financial oversight by bringing all data into a single, structured view.
📂 Tabs Overview
The Expense List is divided into tabs that allow quick navigation based on expense status:
All: Displays all expenses regardless of their status.
Approved: Shows expenses that have completed the approval process and are ready for further processing (e.g. export to accounting system).
For items approval: Displays expenses where managers or financial teams require approval for individual or all expense items.
For financial approval: Includes expenses waiting for approval by CFO or user with admin role.
Drafts: Includes incomplete or not yet submitted expenses.
Imported: Shows expenses coming from Automated Expense Import via Collection Email (available in our All-in-One Agency Backbone plan) or expenses imported manually.
Tabs act as quick filters, helping users instantly focus on relevant data.
📊 Summary Dashboard (Top Panel)
At the top of the Expense List, users can see a financial summary of the currently displayed data:
Expenses – total number of expense records
Amount total – total sum of all expenses (excl. VAT, VAT, and total)
Current – expenses that are not overdue
Overdue 0–30 days
Overdue 31–90 days
Overdue 91+ days
Each block includes: net amount, VAT amount, and total amount including VAT. These values dynamically update based on selected tabs and applied filters.
📊 Columns Overview
The Expense List allows users to customise visible columns based on their needs. Below is the complete list of available columns:
ID – internal system identifier
Expense no – document number (after expense has status "approved")
Type – type of expense (e.g., invoice, bill, payment receipt)
Status – current approval status
Responsible – assigned person responsible for the expense or expense item
Contractor – supplier or vendor
Project/s – related project(s)
Legal entity – entity under which the expense is recorded
Var. symbol – variable symbol (payment reference)
IBAN – bank account number
Created at – date when the expense was created
Amount – net amount
Amount (with VAT) – total amount including VAT
Date of supply – delivery/service date
Due date – payment deadline
Paid – indicates whether the expense has been paid
Paid at – date of payment
Expense – expense detail for review or download
Lock – indicates whether the record is locked for editing by CFO or Admin
Note – visible note attached to the expense
Internal note – internal-only note
👉 Users can reorder, show or hide columns and reset settings using “Reset column settings”.
🔎 Search & Filters
Search bar
At the top, users can quickly search by ID, Expense type, Contractor, Project or Variable symbol.
Filters
The Filters dropdown provides more advanced filtering options:
Contractor: Filter expenses by the contractor or supplier associated with the expense.
Options: Select one or multiple contractors.Type: Filter by expense or document type.
Options: Invoice, Bill, Card payment, Proforma, Payment receipt, Contract, Other.Payment status: Shows the payment status of the expense.
Options: Unpaid, Partially Paid, Paid.Invoice status: Filter expenses based on their invoicing status. Each status is also visually represented by a colored euro symbol icon displayed on the expense detail — green, red, or grey depending on the current invoicing state.
Options: invoiced and paid, invoiced, non invoicable, not invoiced, pro bonoClient/Brand: Filter expenses assigned to a specific client or brand.
Options: Select one or multiple clients/brands.Legal entity: Filter expenses by legal entity within the workspace. Useful for agencies managing multiple companies.
Options: All available legal entities in the workspace.Agency bank account: Filter expenses by the agency bank account connected to the payment or transaction.
Options: All connected agency bank accounts.Responsible: Filter by the person responsible for the expense or approval process.
Options: All workspace users.Has time billing: Indicates whether the expense contains time billing records.
Options: Yes / No.Exported: Shows whether the expense has already been exported to accounting or reporting systems.
Options: Yes / No.Due date: Filter expenses by invoice due date.
Options:Next 7 days, Next 14 days, Next 30 days, This month, Last month, This year, Last year, Custom date range.
Date of supply: Filter by the supply date stated on the invoice or expense document.
Options: Next 7 days, Next 14 days, Next 30 days, This month, Last month, This year, Last year, Custom date range.Paid: Filter by payment date.
Options: Next 7 days, Next 14 days, Next 30 days, This month, Last month, This year, Last year, Custom date range.Issue date: Filter by the invoice issue date.
Options: Next 7 days, Next 14 days, Next 30 days, This month, Last month, This year, Last year, Custom date range.
Filter capabilities combine multiple filters, narrow down large datasets quickly and work together with tabs and search.
👉 Filters directly affect both the table and the summary dashboard.
💶 Expense Status Indicator (Currency Icon)
Each expense includes a colored € icon linked directly to the Invoice status filter. The icon helps users quickly understand whether the expense is covered by an outgoing invoice and whether it has already been paid by the client.
Invoice status options:
Invoiced → Green €
The expense is covered by an issued outgoing invoice, but the invoice has not been paid by the client yet.
(The expense and invoice must be linked to the same budget item.)Invoiced and paid → Green €
The expense is covered by an outgoing invoice that has already been paid by the client.
(The expense and invoice must be linked to the same budget item.)Not invoiced → Red €
The expense is not covered by any outgoing invoice linked to the same budget item.Non invoicable → Grey €
The expense will not be paid by the client because it is linked to a Work budget item or another non-invoicable cost.Pro bono → Grey €
The expense is linked to a non-billable project and therefore will not be covered by an outgoing invoice or paid by the client.
👉 This visual indicator allows users to quickly identify the invoicing and payment state of each expense directly from the expense list without opening the expense detail.
👉 If a single expense is linked to multiple projects, the invoice status is displayed separately for each expense item inside the expense detail. This allows users to clearly see which part of the expense has already been invoiced and paid, and which part is still not invoiced or unpaid.
⚙️ Expenses Bulk Actions
By selecting one or more expenses using checkboxes, users can perform bulk operations:
Mark as paid
Download attachments
Lock / Unlock expense (if permissions allow)
Delete (if permissions allow)
👉 Bulk actions are essential for handling large volumes efficiently.
📤 Expense Export Options
The Export button (top right) allows users to download expense data, typically for reporting and analysis, for data processing or integrations, or for sharing and archiving.
How to export expense data?
Expenses export: Export all expenses created within a selected date range. Before exporting, you need to choose the desired period, and Allfred will automatically include all expenses created during that timeframe.
Summary: Generate a summary sheet (“košieľka”) for selected incoming invoices and expenses. This export is primarily used by Slovak clients as a supporting accounting document. First, select the expenses you want to include, then generate the export.
Payment order: Generate a bank payment order file for selected expenses.
To be included:the expense must be Approved
the expense currency must match the workspace currency
the contractor must contain a valid IBAN
First, select the expenses you want to export, then generate the payment order file.
QR codes: Generate QR codes for selected expenses to simplify payment processing. First, select the expenses you want to include, then generate the QR codes export.
ABRA: Export accounting data into the ABRA accounting system. Before exporting, select the desired date range and choose whether to include:
expenses only
outgoing invoices
proforma invoices
XML/XLS zip: Export all expenses created within a selected date range in XML/XLS format packed into a ZIP file. Allfred automatically includes all expenses created during the selected period.
Financial export (Helios): Generate a financial export compatible with the Helios accounting system. This export can also be used outside of Helios for custom accounting or reporting workflows. Before exporting, select the desired date range, and Allfred will include all expenses created during that period.
Pohoda / Omega: Export selected expenses into a file compatible with the Pohoda or Omega accounting systems. First, select the expenses you want to export, then upload the generated file into your accounting software.
Transakcio: Export selected expenses into a file compatible with the Transakcio system (primarily used by Slovak clients). First, select the expenses you want to export, then upload the generated file into Transakcio.
➕ Additional Actions
+ New Expense: Create a new expense record manually.
Sorting: Columns can be sorted (ascending/descending).
Status indicators & warnings: Icons next to contractors or records indicate missing or overdue agreements.
