From 53196d37d3a172b97520a8bd423635e1293a073b Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 09:20:37 -1000 Subject: [PATCH 1/5] Create View-the-Top-Categories-report.md --- .../View-the-Top-Categories-report.md | 118 ++++++++++++++++++ 1 file changed, 118 insertions(+) create mode 100644 docs/articles/new-expensify/insights/View-the-Top-Categories-report.md diff --git a/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md b/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md new file mode 100644 index 0000000000000..2a7158039e4a5 --- /dev/null +++ b/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md @@ -0,0 +1,118 @@ +--- +title: View the Top Categories report +description: Learn how Workspace Admins, Approvers, and Auditors can use the Top Categories report to understand category-level spending trends. +keywords: [New Expensify, Top Categories, expense categories, category spending, monthly spending, Workspace Admin, Approver, Auditor, category insights, expense analytics, report by category] +internalScope: Audience is Workspace Admins, Approvers, and Auditors. Covers using the Top Categories suggested search to view expense totals by category. Does not cover employee-level analysis or merchant-level grouping. +--- + +# View the Top Categories report in New Expensify + +The **Top Categories** report shows which expense categories had the highest total spend last month. It’s an easy way to: + +- Understand where the most money is being spent +- Spot trends without exporting data +- Make data-driven budget decisions with less effort + +This report is a pre-built suggested search that uses filters to group your expenses by category. + +--- + +## Who can use the Top Categories report + +The Top Categories report is available to Workspace Admins, Approvers, and Auditors on both web and mobile. + +- **Note:** Exporting data is only available on web. + +--- + +## Where to find the Top Categories report + +**Web:** +Use the navigation tabs on the left and select **Reports**, then click **Top categories** under the **Insights** section. + +**Mobile:** +Tap **Reports** from the navigation tabs on the bottom, then tap the hamburger menu in the top-right corner. Under **Insights**, tap **Top categories**. + +**ADD A SCREENSHOT HERE.** +Suggestion: Reports view showing “Top categories” selected in the navigation menu. + +--- + +## What information the Top Categories report shows + +The Top Categories report is powered by Expensify’s search query engine using grouping and filters. The report shows: + +- All **expense categories** sorted by total spend in the last month +- The **total amount spent** in each category +- The **number of expenses** in each category + +--- + +## How to interpret the Top Categories report + +Each row represents a single expense category, sorted in descending order by total spend. Columns include: + +- **Number of expenses** in the category +- **Total amount spent** in that category + +Click any row to view all expenses tied to that category. + +--- + +## Can you customize the Top Categories report? + +Yes! You can adjust filters like: + +- Status +- Expense type +- Workspace + +However, the **Top Categories** report is a suggested search, so changes cannot be saved directly to that report. + +To create and save a custom report: + +1. Go to the **Reports** or **Expenses** tab. +2. Use filters to adjust the category grouping or timeframe. +3. Apply filters and click **Save search** to save your custom report. + +[Learn how to create custom reports](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Using-Reports-in-New-Expensify#How-to-use-Reports-search-query-commands) + +--- + +## Ways to use the Top Categories report + +Workspace Admins and finance teams use the Top Categories report to: + +- Monitor which expense categories are driving most of the spend +- Quickly compare expense volume by category +- Make budget and policy decisions without needing spreadsheets + +--- + +# FAQ + +## Can you export the Top Categories report? + +Not directly — the grouped summary data can’t be exported. +To export individual expenses: + +1. Go to the **Reports** or **Expenses** tab. +2. Use filters to group by category and apply the same timeframe. +3. Expand the category group, select the expenses, and click **Export to CSV**. + +## What’s the difference between the Top Categories report and the Top Spenders report? + +The **Top Categories** report shows the highest-spending **expense categories**, while the **Top Spenders** report shows which **employees** submitted the most expenses. Both reports help identify trends, but from different perspectives: + +- Use **Top Categories** to track spending by type (e.g., Travel, Meals). +- Use **Top Spenders** to track who is submitting the most expenses. + +## Can other people see my Top Categories report? + +Only Workspace Admins, Approvers, and Auditors can access the Top Categories report for a workspace. Regular members do not have access. + +## How is the Top Categories report calculated? + +The report uses all expenses from the previous calendar month and groups them by category. It shows the **top 10 categories** based on total spend. + +--- From 128f61e7b1251a23e5c54122b8b8b7028ef3b33f Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 09:31:03 -1000 Subject: [PATCH 2/5] Update View-the-Top-Categories-report.md --- .../insights/View-the-Top-Categories-report.md | 13 ++++--------- 1 file changed, 4 insertions(+), 9 deletions(-) diff --git a/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md b/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md index 2a7158039e4a5..3979cab677696 100644 --- a/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md +++ b/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md @@ -21,7 +21,7 @@ This report is a pre-built suggested search that uses filters to group your expe The Top Categories report is available to Workspace Admins, Approvers, and Auditors on both web and mobile. -- **Note:** Exporting data is only available on web. +**Note:** Exporting data is only available on web. --- @@ -61,13 +61,9 @@ Click any row to view all expenses tied to that category. ## Can you customize the Top Categories report? -Yes! You can adjust filters like: +Yes - you can adjust filters like status, expense type or employee to explore spending trends. However, the Top Categories report is a built-in suggested search, so you can’t save changes to it directly. -- Status -- Expense type -- Workspace - -However, the **Top Categories** report is a suggested search, so changes cannot be saved directly to that report. +However, the Top Categories report is a suggested search, so changes cannot be saved directly to that report. To create and save a custom report: @@ -93,8 +89,7 @@ Workspace Admins and finance teams use the Top Categories report to: ## Can you export the Top Categories report? -Not directly — the grouped summary data can’t be exported. -To export individual expenses: +Not directly — the Top Categories report can’t be exported with its grouped totals or summary data. However, if you expand each group to reveal the individual expenses, you can then select those expenses and use Export to CSV to download the raw data. 1. Go to the **Reports** or **Expenses** tab. 2. Use filters to group by category and apply the same timeframe. From 4f1ae25644c24048cc1bb9d8769f039daab03c29 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 09:41:58 -1000 Subject: [PATCH 3/5] Update Using-search-operators.md --- .../new-expensify/reports-and-expenses/Using-search-operators.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/new-expensify/reports-and-expenses/Using-search-operators.md b/docs/articles/new-expensify/reports-and-expenses/Using-search-operators.md index ecfcb0eec4849..b4c0500dc1ba3 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Using-search-operators.md +++ b/docs/articles/new-expensify/reports-and-expenses/Using-search-operators.md @@ -118,6 +118,7 @@ Supported groupings include: - `group-by:from` - `group-by:card` - `group-by:withdrawal-id` +- `group-by:category` --- From 2612e827c43e4ab2f7738680b9ed97e7b2569aac Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 09:55:42 -1000 Subject: [PATCH 4/5] Update View-the-Top-Categories-report.md --- .../View-the-Top-Categories-report.md | 24 ++++++++----------- 1 file changed, 10 insertions(+), 14 deletions(-) diff --git a/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md b/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md index 3979cab677696..e0649ca8911f2 100644 --- a/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md +++ b/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md @@ -5,7 +5,7 @@ keywords: [New Expensify, Top Categories, expense categories, category spending, internalScope: Audience is Workspace Admins, Approvers, and Auditors. Covers using the Top Categories suggested search to view expense totals by category. Does not cover employee-level analysis or merchant-level grouping. --- -# View the Top Categories report in New Expensify +# View the Top Categories report The **Top Categories** report shows which expense categories had the highest total spend last month. It’s an easy way to: @@ -21,14 +21,12 @@ This report is a pre-built suggested search that uses filters to group your expe The Top Categories report is available to Workspace Admins, Approvers, and Auditors on both web and mobile. -**Note:** Exporting data is only available on web. - --- ## Where to find the Top Categories report **Web:** -Use the navigation tabs on the left and select **Reports**, then click **Top categories** under the **Insights** section. +Click **Reports** in the left navigation, then click **Top categories** under the **Insights** section **Mobile:** Tap **Reports** from the navigation tabs on the bottom, then tap the hamburger menu in the top-right corner. Under **Insights**, tap **Top categories**. @@ -38,7 +36,7 @@ Suggestion: Reports view showing “Top categories” selected in the navigation --- -## What information the Top Categories report shows +## What the Top Categories report shows The Top Categories report is powered by Expensify’s search query engine using grouping and filters. The report shows: @@ -59,11 +57,11 @@ Click any row to view all expenses tied to that category. --- -## Can you customize the Top Categories report? +## How to customize the Top Categories report -Yes - you can adjust filters like status, expense type or employee to explore spending trends. However, the Top Categories report is a built-in suggested search, so you can’t save changes to it directly. +You can adjust filters like status, expense type or employee to explore spending trends. -However, the Top Categories report is a suggested search, so changes cannot be saved directly to that report. +The Top Categories report is a suggested search template. You cannot save changes directly to this report, but you can create a custom version. To create and save a custom report: @@ -87,9 +85,11 @@ Workspace Admins and finance teams use the Top Categories report to: # FAQ -## Can you export the Top Categories report? +## Can I export the Top Categories report? + +The Top Categories report can’t be exported with its grouped totals or summary data directly. However, if you expand each group to reveal the individual expenses, you can then select those expenses and use Export to CSV to download the raw data. -Not directly — the Top Categories report can’t be exported with its grouped totals or summary data. However, if you expand each group to reveal the individual expenses, you can then select those expenses and use Export to CSV to download the raw data. +To export expenses: 1. Go to the **Reports** or **Expenses** tab. 2. Use filters to group by category and apply the same timeframe. @@ -102,10 +102,6 @@ The **Top Categories** report shows the highest-spending **expense categories**, - Use **Top Categories** to track spending by type (e.g., Travel, Meals). - Use **Top Spenders** to track who is submitting the most expenses. -## Can other people see my Top Categories report? - -Only Workspace Admins, Approvers, and Auditors can access the Top Categories report for a workspace. Regular members do not have access. - ## How is the Top Categories report calculated? The report uses all expenses from the previous calendar month and groups them by category. It shows the **top 10 categories** based on total spend. From ff7c8052b770330904f1cb931b43c4fa3b8a5091 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 09:56:59 -1000 Subject: [PATCH 5/5] Update View-the-Top-Categories-report.md --- .../new-expensify/insights/View-the-Top-Categories-report.md | 3 --- 1 file changed, 3 deletions(-) diff --git a/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md b/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md index e0649ca8911f2..5104c93ff1873 100644 --- a/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md +++ b/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md @@ -31,9 +31,6 @@ Click **Reports** in the left navigation, then click **Top categories** under th **Mobile:** Tap **Reports** from the navigation tabs on the bottom, then tap the hamburger menu in the top-right corner. Under **Insights**, tap **Top categories**. -**ADD A SCREENSHOT HERE.** -Suggestion: Reports view showing “Top categories” selected in the navigation menu. - --- ## What the Top Categories report shows