Expenses by Contact Report

The Expenses by Contact report shows the people and businesses where you have incurred expense transactions in a chosen period. The Expenses by Contact report is the older version of the Contact Transactions – Payables and Contact Transactions – Cash reports.

Access the Expenses by Contact report from All Reports on the Reports menu, under Purchases.

Expenses by Contact report showing list of contacts and amounts for January 2011.

Elsewhere in Help Centre:

Payroll by Employee report (for employee contacts)

What can you see and do with the Expenses by Contact report?

Generate report

The Expenses by Contact report is generated for the current month showing a monthly breakdown compared to the last three months by default.

Enter or edit

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If you are viewing a report produced by someone with the Adviser user role, you may see notes or a summary on the report. You may be able to export, archive or edit the report, depending on your user role.
Reports and budget role comparison

Choose options by which to re-run the report:

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The month you want to run the report for.


Choose from 1, 2, 3, 6 or 12 months as the time blocks for each column on the report back from the month chosen to run the report for.

Compare With

Choose how you want the periods compared based on the time block chosen. You can choose up to 11 periods back from the date of the report. For example:

If you choose the period as 'month' and the comparison as 'Previous 6 periods' the report will display the previous 6 months.

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If you choose the period as '3 months' and the comparison as 'Previous 6 periods' the report will display 6 blocks of 3-months before the date chosen to run the report for.

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When the details of the report you want to run are entered or updated, click Update to re-generate the report.

View transactions

Contact transactions

  • Contacts where expense transactions have occurred during the time period are displayed alphabetically.
  • This report excludes employee contacts, which are covered in the Payroll by Employee report.
  • The amount spent for the Contact in each month is shown and a total for the periods displayed is shown.
  • Transactions will display for this report whether they have been paid, partially paid or reconciled, it is a report from the perspective of where expenses are occurring.

Note: regardless of the date of a transaction, its amount will only be recorded against an account in your chart of accounts once it has been approved i.e. bills that have been approved and are on the Purchases Awaiting Payment tab, or expense claims that have been authorised. Spend Money bank transactions display immediately.


Individual transactions

Click on the Contact name to view all expense transactions (including credit notes) to date for this business or person.

Click on contact name to view transaction details.

Transactions report for the contact.

Click on an amount to view the individual transactions that make up this amount.

Click amount to view transactions going into it.

The transactions displayed will be those that occur in the month chosen.

Transactions for Contacts are displayed using a Contact Transactions report which you can drill further into to view the source invoice, bill or bank transaction.

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Export options

If you have the Adviser user role you will also be able to Save as Draft, or Publish this report and change the default PDF preferences. If you're using Partner Edition your practice logo will display if your Principal has set it up.


Print the report directly from your browser.


Choose where you want to export the report to. You can either view it or save it once it's exported into the chosen format.


Open the report directly into Excel or save it to your computer and open it from there.

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Open the report directly as a PDF or save it to your computer and open it from there. Zero figures will show on the PDF as '-' and do not show decimal places so numbers are rounded for display purposes only. In many cases PDF amounts may not add up correctly due to rounding, but in Xero and other exported formats the calculations are correct.

Expenses by Contact PDF

Google Sheets

If you use Gmail, you can set up your account to access Google Sheets (Google's document viewer). You can then export the report to Google Sheets and edit, save or share it. You're prompted to log into Gmail (if you're not already) and you're prompted to confirm that Xero is a 'trusted' site each time you start a Google Sheets session.

Google Sheets

When you authenticate your connection to Google Drive and export to Google Sheets, a connection is made to your Xero account. You can break the connection at any time.

Disconnect Xero from Google Sheets

Google Help (Google website)