The zistemo Expense Report is a quick and handy reporting tool which helps freelancers, startups and small businesses. Use the ‘Expense Report’ to track your business spending.

Using the Expense Report?

You can easily access it by going to ‘Reporting’, then click on ‘Accounting Reports’ and choose ‘Expense Report’.
Here you can customize, filter and organize the data in many ways, for instance, you can group the information by an expense category, a vendor, an author of the expense, a client or a project (if you have assigned specific expenses to the clients or the projects)

You can filter for expenses by author – the person who claims the expense

If you only want to see the expenses related to some projects, simply pick these specific projects from the special filter:

If you’re interested in viewing the expenses with some statuses – unbilled, billed, non-billable, paid, partial – just pick the statuses yourself from the advanced filter, as shown below:

Also, you can filter for specific currencies:

As well as you can switch to see the amount of taxes in the total expense amount – just mark the ‘Print Taxes’ checkbox:

You can review the expense report in your base currency only:

You can filter data by the Reimbursement (more about expense reimbursement here):

Furthermore, if you want to:
– print this report – just click the ‘Print’ button;
– export it to a PDF, a CSV or an Excel file, simply click the ‘Export as’ button.

The zistemo Expense Report helps you:
– Monitor and analyze spending;
– Automate expense reporting;
– Organize useful budget information;
– Access business intelligence & enterprise-wide data reporting;
– Save the time used to manually create expense reports yourself;
– Significantly reduces the risk of error throughout the reporting process.

Expense Categories Numbers in Expense Report

In the Expense Report, the expense category number appears next to each Category name.

For your convenience and to make it easier for your accountant we’ve added an ‘expense category number’ column to your Excel report. So now you have it all organized:

These are DATEV expense numbers that you can find in Purchases -> Expense Categories.

Very Important: If your company is in Germany, the Expense Categories will have SKR03 or SKR04 numbers:

You can choose SKR03 or SKR04 in the Company Profile Settings:

Therefore these numbers will be displayed in the Expense Report for German companies.

INFO: Die Anzeige und Bearbeitung der Datev-Nummer wird auch in der “API” unterstützt. Weitere Informationen zur Einrichtung der API, findest du HIER

Solltest du keinen Datev import mit hinterlegten Debitoren/Kreditoren Nummern importiert haben, dann vergibt das System automatisch fortlaufend eine Datev-Nummer.

NOTE: Diese Funktion ist für Kunden aus der DACH-Region verfügbar.

Zuerst brauchst du den Stammdatenexport von DATEV im CSV-Format. Gehe dann in zistemo auf Importieren und wähle als Import-Typ Kreditoren/Debitoren aus DATEV importieren.

Im zweiten Schritt kannst du die Kunden/Lieferanten, die Du nicht hochladen möchtest, deaktivieren.

In the “Default” settings you can set some iptions, which you would love to have on default how you want them.

Default Fonts

The choosen font  will be use as the default font for all templates. You are able to change it when customizing a template.

SUPPORTS ENGLISH, GERMAN, SPANISH, FRENCH, ITALIAN, DUTCH, POLISH, PORTUGUESE, SWEDISH, CATALAN, CZECH, MALTESE, RUSSIAN AND SLOVENIAN LANGUAGE CHARACTERS.

Variable Strings

Enter your text for a reverse charge notice that will be displayed on the invoice for your client.
Also, you can enter a custom text that will be shown on the balanced invoice that was cleared with a down payment (retainer). Make sure that you are using the placeholder for the retainer (::retainer number::) so, that you cleint know exactly with retainer/down payment you referring to.

Document Names

Create your own naming scheme for documents. Use the placeholder input field to generate your own document names. It will work for all system related documents.

NOTE: Zistemo uses webbased (latin) characters, therefore Zistemo ignores non-latin characters when customizing document names.

For example: If you use the placeholder “%DOX-%CONTACT-%m%YY”, it will be shown as:

If you save as pdf, print or send the document to the client, it will include your individuell document name. Your documents will show up like this system-wide.

Note: If the format field is empty then we print our default file names

Welcome Messages

Create personal welcome messages that will appear on your clients’ and staff-members’ dashboards.

Client/Vendor numbers for datev export

If you activate this function you will see on the client/vendor export for DATEV the client/vendor number from zistemo.

If you want to change the “DATEV Number”, you have to import the Client/Vendor Number via the DATEV import. More infos HERE.

Cancel invoice

Change the word that will be added when creating a cancel invoice. Choose if it should be added in the beginning of the invoice number (prefix) or at the end of the invoice number (suffix).

If you choose “Prefix”, your Invoice “text” will be shown IN FRONT of the IV-Number:

You can also choose “suffix”:

If you choose “Suffix”, your Invoice “text” will be shown AFTER the IV-Number:

Staff Email

If active, staff members can no longer change their own email address by themself. This has effect to non-admin users. All Admins and Account Owner can change their own email address and others.

Notify if user is assigned to a project

You can set up notification for user who are assigned to projects. Learn more