Step 1 - Navigate to the Expense Analytics Section
Click on Analytics in the left navigation bar.
Select the Expense tab on the Analytics page.
Click on the Expense Summary card — described as "Declared and Approved amounts per employee for a given period".
This takes you to the Expense Summary Report page.
Note: This report is accessible to Admins only. If you do not see the Analytics option in the navigation, please contact your system administrator.
Step 2 - Set Your Filters
Before generating the report, configure the filters to narrow down the data you want to see. The following filters are available:
Select Dates (required): Choose a From and To date range. By default, this is set to the start of the current month through today.
Date Type (required): Select whether the date range should apply to:
Expense Date — the date the expense was incurred (default)
Created On Date — the date the claim was submitted in Asanify
Person Status: Filter by employment status. Options include Onboarding, Active, Resigned, and Offboarded (Terminated). Defaults to Active and Resigned.
Employee: Select one or more specific employees to include in the report.
Designation: Filter by employee designation or job title.
Department: Filter by a specific department.
Employment Type: Filter by Employee or Contractor.
Tip: If you are looking to review claims submitted by employees, make sure employees have already submitted their reimbursement claims before generating the report. Admins can also submit reimbursement claims on behalf of employees if needed.
Step 3 - Generate the Report
Once your filters are set, click the Load Report / Charts button.
The report will load in the background. This may take a few moments depending on the volume of data.
Once the report is ready, you will see:
A data table with one row per employee (broken down by reimbursable vs. non-reimbursable expenses), containing the following columns:
Employee ID — Unique identifier for the employee
Full Name — Employee's full name
Department — The employee's department
Designation — The employee's job title
Is Reimbursable — Whether the expense is reimbursable
Declared Amount — Total amount submitted by the employee
Approved Amount — Total amount approved for reimbursement
Pending Amount — Amount awaiting approval
Rejected Amount — Amount that was rejected
Cancelled Amount — Amount from cancelled claims
Three interactive charts:
Bar Chart — Approved expenses by department, grouped by reimbursability
Scatter Plot — Expense approval ratio per employee (declared vs. approved)
Sunburst Chart — Reimbursement status analysis by department, designation, and employee
Step 4 - Search and Filter Results
After the report loads, you can further refine what you see:
Use the employee name search dropdown to filter the table to a specific employee.
Click any column header to sort the table by that column.
Use the column configuration options in the ReportTable toolbar to show or hide specific columns, and save named column presets for future use.
Step 5 - Export the Report
You can download the report data for offline use or sharing:
CSV Export: Click the Download CSV button to download the report as a .csv file (named Expense Summary [date range]).
Excel Export: Click the Export Excel (download icon) button to download a .xlsx file of the same data.
Additional Information
Who Can View This Report?
This report is available to Admins only. Employees can check the status of their individual claims from their own profile. You can point them to the guide on how to view the status of a reimbursement claim.
Understanding Declared vs. Approved Amounts
Declared Amount: The total amount an employee requested for reimbursement.
Approved Amount: The amount the admin has confirmed and approved for payout.
A difference between the two may indicate partial approvals or rejected claims — check the Rejected Amount and Pending Amount columns for clarity.
Report Data Caching
Report data is cached for 24 hours after generation. If you need the most up-to-date data (e.g., after approving new claims), reload the page and click Load Report / Charts again.