Create a Bills or Expenditures report and filter it by status

You can build a report of expenditures (called bills in some accounts), export it, then keep only the statuses you need.

• Who this is for: Property Manager, Maintenance Coordinator
• Applies to: All customers
• Access needed: a role that can generate reports. The default Maintenance role may not have this access.
• Why it matters: you can review approved, billed, draft, on hold or in review items without building a lookup in a spreadsheet.

Some accounts use Bills and Bill Status. Others use Expenditures and Expenditure Status. The steps are the same.

How do I create the report?

1. Click Reports in the left menu. The page heading is Available Reports.
2. Under Melds, click Bills Summary (called Expenditures Summary in some accounts). To include every line, click Bill Line Items Summary (called Expenditure Line Items Summary in some accounts) instead.
3. Set Filter Report Period by, Property Group and Report Period. Filter Report Period by chooses which date the period uses: Approved, Created or Marked Complete. Some accounts see Finalized instead of Approved. This setting does not limit the report by bill or expenditure status.
4. Click Generate Report. The results show on the page. If there are more than 1000 rows, a note tells you to refine the criteria or download the file for the full results.
5. If you are using the line items report, add Bill Status or Expenditure Status in Columns before you export, or that column will not be in the file.
6. Click Export as CSV. The report is emailed to you. A message says Report Emailed Successfully.
7. Open the file. Use the Status column (called Bill Status or Expenditure Status on the line items report) to keep the statuses you want. On the page, statuses include Draft, In Review, On Hold, Approved and Billed. Some accounts see Finalized instead of Approved. In the file, those values appear as DRAFT, IN_REVIEW, HOLD, APPROVED and BILLED.

Limitations and things to know

• The report form has no status filter. Status is a column you filter after the file arrives.
• Bills Summary includes a Status column by default. The exported file includes only the columns that are visible when you click Export as CSV.
• Approved (or Finalized) in Filter Report Period by uses the date the item was first approved. An item that was never approved may be left out when that option is selected.