Expense Report
The Expense Report provides a line-by-line list of every business expense entry during a selected period. It's essential for tracking costs and documenting tax-deductible expenses.
What's Included
The Expense Report lists:
Challenge Costs
Every prop firm evaluation purchase, shown as a positive amount.
Challenge Refunds
Refunds received from prop firms, shown as negative rows, a refund reduces your net cost rather than adding to it.
General Expenses
All expenses from the Transactions module: tools & software, education & coaching, and other general business expenses, shown as positive amounts.
What's Not Included
Private account trading P&L, deposits, and withdrawals. Private accounts are personal trading activity, not business activity, so they're excluded from every report.
Unpaid items. Only expenses marked Paid appear. Pending or unpaid bills are excluded.
Report Columns
How to Generate
Navigate to Reports
Find the Expense Report card
Pick your date range:
This Year
Last Year
Last Quarter
Custom range
Click CSV to export
Grouping and Sorting
The report is sorted by date, oldest first. If you have expenses in more than one currency, entries are grouped by currency, with each currency's rows kept together.
This report is a straightforward list, it doesn't include a running total or a category subtotal column.
CSV Format
Clean single table, one row per expense entry
No metadata rows inside the file, the period, and the report title are in the filename, not the body
The last row in the file is always the disclaimer row
Dates in
YYYY-MM-DDformatRefunds appear as negative amount rows
Imports cleanly into Excel or Google Sheets
Use Cases
Tax Preparation
Document deductible business expenses. Refunds are already shown as negative rows within your expense data, so your net cost is easy to calculate.
Budget Analysis
See where your money goes:
How much on challenges (before and after refunds)
How much on tools and education
Where you could cut costs
Cost Tracking
Monitor spending trends over time. Compare this quarter to last quarter.
Audit Documentation
If ever questioned about deductions, the detailed report provides transaction-level documentation.
Multi-Currency Handling
Expenses in different currencies are grouped by currency within the file. No conversion is performed between currencies.
Challenge Costs vs. Other Expenses
The source and category columns let you distinguish:
Challenge Costs (source: Challenges) — often a trader's largest expense, may have specific tax treatment
General Expenses (source: General) — operational costs like software, education, and tools
This separation helps you understand how much you're investing in challenges versus your day-to-day operational costs.
Before Generating
Ensure data is complete:
All challenge purchases recorded in the Challenges module
All refunds recorded against the right challenge
Expenses marked Paid
Proper categorization applied
Accurate dates
Common Questions
Why is an expense missing? Check if it's marked Paid. Unpaid expenses don't appear in reports.
Why is a refund showing as negative? Refunds reduce your total expenses, so they appear as negative rows. This is more accurate than treating them as income, since refunds aren't money you earned, they're money you didn't end up spending.
Can I add more categories? Categories are the ones you've set up under Settings → Categories & Tags. Use "Other" for expenses that don't fit, and add details in the description.
Should I include personal expenses? Only include legitimate business expenses. Personal costs don't belong in business reporting.
How do I handle mixed-use expenses? If something is partially business (e.g. home internet), record only the business portion. Consult a tax professional for proper allocation.
What about private account losses? Private account trading P&L is excluded from all reports. Private accounts are personal trading activity, not business activity, so trading losses there are not business expenses.
Still need help? Ask the team