Overview
The expenses list view gives you tools to filter, search, and sort your expenses so you can quickly find what you need. Whether you are looking for a specific vendor receipt, reviewing a category of spending for the year, or preparing data for your CPA, the filtering tools help you narrow down a large expense list to exactly the records you care about.
How it works
Navigate to Financials > Expenses to see your expense list. The toolbar above the table provides the following controls.
Date presets
Three quick-filter buttons at the top of the toolbar:
- All Time — Shows all expenses with no date restriction.
- MTD (Month to Date) — Shows expenses from the first day of the current month through today.
- YTD (Year to Date) — Shows expenses from January 1 of the current year through today.
Custom date range
Use the From and To date fields to set a specific date range. Setting a custom range clears any active date preset.
Filters
| Filter | Description |
|---|---|
| Property | Show only expenses assigned to a specific property, or "All" for all properties. |
| Category | Show only expenses in a specific IRS category (e.g., Repairs, Utilities), or "All" for all categories. |
| Receipt | Filter by receipt status: "Has receipt" shows expenses with at least one attachment; "No receipt" shows expenses without any attachments; "All" shows both. |
| Needs review | Check this box to show only expenses flagged for review. Expenses created by AI receipt scanning that need verification are automatically flagged. |
| Search | Free-text search across vendor name and description fields. |
Sorting
Click any column header in the table to sort by that column. Click again to reverse the sort direction. Sortable columns are:
- Date (default, newest first)
- Vendor
- Category
- Amount
An arrow indicator shows the current sort column and direction.
Pagination and Show All
By default, the list shows 25 expenses per page with pagination controls at the bottom. Toggle Show all to load every matching expense on a single page, which is useful when you want to print or review the full list.
Printing
Click the Print button to open your browser's print dialog with the current filtered view.
Limits & requirements
- Filtering and searching apply to all expenses in your organization that you have permission to view.
- Members with property-level roles only see expenses for their assigned properties.
- Search matches against vendor name and description fields. It does not search category names or amounts.
- The "Show all" option loads every matching record at once. For very large expense lists, this may take a moment.
FAQ
Can I combine multiple filters? Yes. All filters work together. For example, you can filter by a specific property, the Repairs category, and a YTD date range simultaneously. The results include only expenses that match all active filters.
How do I find expenses without receipts? Set the Receipt filter to "No receipt." This is useful for identifying expenses that need documentation before tax time.
Can I export the filtered results? The list view supports printing via the Print button. For structured data exports, see the compliance export feature.
What does "Needs review" mean? When you create an expense via AI receipt scanning, and the AI could not extract all fields with high confidence, the expense is flagged for review. The "Needs review" filter helps you find these flagged entries so you can verify and correct them.
Does the search filter work on amounts? No. The search field matches against vendor names and descriptions only. To find expenses by amount, sort the Amount column or use the date and category filters to narrow down the list.