# The «Office expenses» report

> Every expense of a period in one PDF, and the copy for your accountant.

Last updated: 2026-10-26

The **Office expenses** report shows every expense of a period — a month, a quarter, a year or a range: the **official** and the **unofficial** ones, what was paid and what is still unpaid. It is one of the Reports and is made like all of them: under **Analysis › Reports › New report** choose «Office expenses». The ones you made are in Reports, under the «Office expenses» tab. Expenses are written and corrected in the **Finances › Office expenses** list; the report shows them in one document.

### Official or unofficial?

An expense is **Official** when it was written with a net amount and VAT (the document's amount). Without them it is **Unofficial**: it counts at its total and shows «no VAT breakdown». Each line carries its badge, the document (if one was written) and the payment: when and how it was paid, or that it is unpaid and when it is due.

### What is in it?

- **Summary** — official, unofficial, paid, unpaid and the total.
- **Official expenses** and **Unofficial expenses** — the office's expenses, line by line.
- **By category** — official, unofficial and total of each category.
- **VAT summary** — the VAT on the legal fees and on the official expenses; official amounts only.
- **Payments** — what was paid and what remains.
- **Project expenses** — the projects' expenses and the partners' fees.
- **Legal fees** — the documents you issued.

All of them are ticked; untick the ones you do not want. Every total is of the lines the report holds.

### For the accountant

At the «For whom» step choose **For the accountant**: Unofficial expenses is not ticked, and then the report holds no unofficial amount in any section — not in the summary, not in the categories. You can add them if you want to. From the report, **Send with ErgoMail** opens a new letter with the PDF inside; you choose the recipient from your Contacts. If a copy holds unofficial expenses, its page says so before you send it.

### Which date counts?

For an official expense, the day the official amount was written in Ergothiki — not whether its document was uploaded; an amount corrected later keeps its first day. For an unofficial one, the day of the expense.

### What never goes in?

Labour cost, project results, internal figures and the sample projects. Documents are not attached.

### Who sees it?

Whoever sees the office's finances:

| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
| --- | --- | --- | --- | --- | --- | --- | --- |
| See the amounts of money on projects and work items | ✓yes | ✓yes | ✓yes | —no | —no | ✓yes | —no |

Ergothiki issues no invoices and sends nothing to myDATA; the report gives your accountant the amounts in one place.