Expense Details Report

The Expenses Report shows all the information involving your Expenses

Available Filters

Filter Type	Name	Field	Description
between	`start_date`	`date`	created during or after the given date
between	`end_date`	`date`	created during or before the given date
Equals	`currency_code`	`string`	reports using the given currency as primary currency
Equals	`group_by`	`string`	Data returned is organized by the given argument. (parent_category, clients, vendor, author)
Equals	`exclude_personal`	`boolean`	`true` returns data without personal expenses included
Equals	`include_project`	`boolean`	Include expenses assigned to Projects
Equals	`client_id`	`integer`	Filter by specific Client
Equals	`locale`	`string`	Language to show on report

Field Descriptions

Field	Type	Description
`exclude_personal`	`boolean`	true doesn't return personal expenses
`end_date`	`date`	Will only return invoices that were created before the given date
`clients`	`object`	subfields: `clientid`(s)
`clientid`(s)	`object`	subfields: language, userid, email, lname, fname, organization, id
`language`	`string`	2 letter string representing the primary language of the client
`userid`	`int`	duplicate value of the client's id
`email`	`string`	the email of the client
`lname`	`string`	last name of the client
`fname`	`string`	first name of the client
`organization`	`string`	name of the organization the client is a part of
`id`	`int`	unique id for the client
`download_token`	`string`	the download token allows you to download the report into a csv file
`vendors`	`object`	subfields: `vendorid`
`vendorid`(s)	`string`	the name of the vendor
`group_by`	`string`	The category that you would like to group your data by
`currency_code`	`string`	three-letter currency code for invoice
`authors`	`object`	subfields: userid(s)
`userid`(s)	`object`	subfields: `lname`, `fname`, `email`, `organization`, `userid`
`data`	`array`	holds majority of the numerical data that is returned
`groupid`	`string`	unique id for the group
`total`	`object`	subfields: amount, code
`amount`	`string`	the amount of money that is owed or been paid
`code`	`string`	the currency that the amount is in
`children`	`array`	holds data about a sub expense
`expenses`	`array`	stores Expense objects
`vendorid`	`string`	the unique id for the vendor
`vendor`	`string`	The name of the vendor
`notes`	`string`	custom notes about the expense
`clientid`	`int`	unique id for the client
`taxPercent1`	`string`	the percentage you are being taxed on
`authorid`	`string`	id for the author
`taxName1`	`string`	the name of the first tax
`taxName2`	`string`	the name of the second tax
`date`	`date`	the date the expense took place
`taxAmount2`	`object`	subfields: amount, code
`taxAmount1`	`object`	subfields: amount, code
`expenseid`	`int`	uniqueid for the expense
`taxPercent2`	`string`	the percentage you are being taxed on
`categoryid`	`string`	unique id for the category of the expense
`start_date`	`date`	the starting date for the expense report query
`categories`	`object`	subfields: `categoryid`(s)
`categoryid`(s)	`object`	subfields: `category`, `subcategory_name`, `categoryid`
`category`	`string`	name of the category
`subcategory_name`	`string`	name of the subcategory
`categoryid`	`int`	unique id for the category
`company_name`	`string`	name of the company that the expenses are charged too

Get Expense Details

#Request

curl --location --request GET 'https://api.freshbooks.com/accounting/businesses/{business_uuid}/reports/expense_details' 
--header 'Authorization: Bearer  <SET BEARER TOKEN>'

#Response
{
  "response": {
    "result": {
      "expense_details": {
        "company_name": "<company name>",
        "download_token": "<download token>",
        "start_date": "2023-01-01",
        "end_date": "2023-12-31",
        "currency_code": "USD",
        "data": [
          {
            "expenses": [
              {
                "account_name": "",
                "amount": {
                  "amount": "115.00",
                  "code": "USD"
                },
                "authorid": "1",
                "categoryid": "2640410",
                "clientid": "81553",
                "date": "2023-03-08",
                "expenseid": 644429,
                "imported_from_csv": false,
                "is_cogs": false,
                "modern_projectid": null,
                "notes": "expense w/ tax and client",
                "taxAmount1": {
                  "amount": "15.00",
                  "code": "USD"
                },
                "taxAmount2": {
                  "amount": "0.00",
                  "code": "USD"
                },
                "taxName1": "HST",
                "taxName2": null,
                "taxPercent1": "15",
                "taxPercent2": null,
                "vendor": "withClient",
                "vendorid": "b3aa10f59a43d062e6ec5f8353f8f075"
              }
            ],
            "children": [],
            "groupid": "2640410",
            "total": {
              "amount": "115.00",
              "code": "USD"
            }
          },
          {
            "expenses": [
              {
                "account_name": "",
                "amount": {
                  "amount": "115.00",
                  "code": "USD"
                },
                "authorid": "1",
                "categoryid": "2640418",
                "clientid": "0",
                "date": "2023-03-08",
                "expenseid": 644424,
                "imported_from_csv": false,
                "is_cogs": false,
                "modern_projectid": null,
                "notes": "expense w/ tax, no client",
                "taxAmount1": {
                  "amount": "15.00",
                  "code": "USD"
                },
                "taxAmount2": {
                  "amount": "0.00",
                  "code": "USD"
                },
                "taxName1": "HST",
                "taxName2": null,
                "taxPercent1": "15",
                "taxPercent2": null,
                "vendor": "NoClient",
                "vendorid": "d352980c03e945aa5e9eb990c67a3b98"
              }
            ],
            "children": [],
            "groupid": "2640418",
            "total": {
              "amount": "115.00",
              "code": "USD"
            }
          }
        ],
        "authors": {
          "1": {
            "email": "<company email>",
            "fname": "<company fname>",
            "lname": "<company lname>",
            "organization": "",
            "userid": 1
          }
        },
        "categories": {
          "2640410": {
            "category": "Education and Training",
            "categoryid": 2640410,
            "is_cogs": false,
            "subcategory_name": "Education and Training (general)"
          },
          "2640418": {
            "category": "Meals & Entertainment",
            "categoryid": 2640418,
            "is_cogs": false,
            "subcategory_name": "Meals & Entertainment (general)"
          }
        },
        "clients": {
          "0": {
            "email": "",
            "fname": "",
            "lname": "",
            "organization": "",
            "id": null,
            "language": null,
            "level": null,
            "role": null,
            "userid": null
          },
          "81553": {
            "email": "<client email>",
            "fname": "<client fname>",
            "lname": "<client lname>",
            "organization": "<client organization>",
            "id": 81553,
            "language": null,
            "level": null,
            "role": null,
            "userid": 81553
          }
        },
        "modern_projects": {},
        "expense_refunds": [],
        "vendors": {
          "b3aa10f59a43d062e6ec5f8353f8f075": "withClient",
          "d352980c03e945aa5e9eb990c67a3b98": "NoClient"
        },
        "summary": {
          "total_amount": {
            "amount": "230.00",
            "code": "USD"
          },
          "total_expense_refund_amount": {
            "amount": "0.00",
            "code": "USD"
          }
        },
        "summary_only": false,
        "exclude_personal": false,
        "group_by": "category"
      }
    }
  }
}

Example Searches with Expense Details

#Get Expense Details Between a Specific Range
curl --location --request GET 'https://api.freshbooks.com/accounting/account/<accountid>/reports/accounting/expense_details?start_date=2016-04-19&end_date=2017-07-25'

#Get Expense Details including expenses assigned to projects
curl --location --request GET 'https://api.freshbooks.com/accounting/businesses/{business_uuid}/reports/expense_details?start_date=2023-01-01&end_date=2023-12-31&group_by=parent_category&exclude_personal=false&currency_code=CAD&include_project=true' 
--header 'Authorization: Bearer  <SET BEARER TOKEN>'

#Get Expense Details Excluding Personal Expenses
curl --location --request GET 'https://api.freshbooks.com/accounting/account/<accountid>/reports/accounting/expense_details?start_date=2016-04-19&exclude_personal=true&end_date=2017-09-17