--- title: Approved Vs Actual description: The Approved Vs Actual Report provides a comparison between the approved expense amount and the actual expense amount for selected objects. It helps users identify the difference between planned or approved expenses and the expenses actually incurred during the selected period. --- [Skip to content](https://helpdesk.uffizio.com/knowledge/trakzee/report/approved-vs-actual#main-content) English Show submenu for translations [Customer portal](https://helpdesk.uffizio.com/tickets?hsLang=en) ![Uffizio logo - black](https://helpdesk.uffizio.com/hs-fs/hubfs/Uffizio%20logo%20-%20black.png?width=200&height=62&name=Uffizio%20logo%20-%20black.png) - [Tickets](https://helpdesk.uffizio.com/tickets) - [Knowledge Base](https://helpdesk.uffizio.com/knowledge) - [Sign Out](https://helpdesk.uffizio.com/_hcms/mem/logout) Open main navigation Close main navigation - [Tickets](https://helpdesk.uffizio.com/tickets) - [Knowledge Base](https://helpdesk.uffizio.com/knowledge) - [Sign Out](https://helpdesk.uffizio.com/_hcms/mem/logout) - English Show submenu for translations - [Customer portal](https://helpdesk.uffizio.com/tickets) - www.uffizio.com www.uffizio.com Platform User Guide - There are no suggestions because the search field is empty. 1. [Knowledge Base](https://helpdesk.uffizio.com/knowledge?hsLang=en) 2. [Trakzee](https://helpdesk.uffizio.com/knowledge/trakzee?hsLang=en) 3. [Reports](https://helpdesk.uffizio.com/knowledge/trakzee?hsLang=en#reports) # Approved Vs Actual The **Approved Vs Actual Report** provides a comparison between the **approved expense amount** and the **actual expense amount** for selected objects. It helps users identify the difference between planned or approved expenses and the expenses actually incurred during the selected period. The report also displays the **variance amount and variance percentage**, making it easier to review expense differences at the object level and drill down into individual expense categories. ### Benefits - **Compare approved expenses with actual expenses.** - **Identify the variance between planned and incurred expenses.** - **Review variance percentage for each object.** - **Analyze expenses by category and expense type.** - **Drill down into detailed expense records for further analysis.** - **Use the chart option to visually compare approved and actual expenses.** ### How to Access - Report--\>Expense--\>Approved Vs Actual ### Filters Use the available filters to generate the report: ![](https://helpdesk.uffizio.com/hs-fs/hubfs/image-png-Sep-19-2026-07-33-58-6681-AM.png?width=519&height=881&name=image-png-Sep-19-2026-07-33-58-6681-AM.png) - **Company:** Select the required company. - **Branch:** Select the required branch. - **Expense Category:** Select the required expense category. - **Duration:** Select the required reporting period. - **Object Selection:** Select the required vehicles or tracking objects. Additional options include **Save Filter, Delete Filter, Apply, XLS, PDF, and CSV**. ### Report Layers The **Approved Vs Actual Report has two levels of information:** **Layer 1 – Approved Vs Actual** Provides a summary comparison of approved and actual expenses for each selected object. ![](https://helpdesk.uffizio.com/hs-fs/hubfs/image-png-Sep-19-2026-07-33-42-0623-AM.png?width=1499&height=283&name=image-png-Sep-19-2026-07-33-42-0623-AM.png) **Layer 2 – Approved Vs Actual Detail** Displays the expense-level breakdown for the selected object, including expense category, type, approved amount, actual amount, and variance. ![](https://helpdesk.uffizio.com/hs-fs/hubfs/image-png-Sep-19-2026-07-33-21-9905-AM.png?width=1498&height=236&name=image-png-Sep-19-2026-07-33-21-9905-AM.png) ### How to Read **Approved Vs Actual** - **Company** identifies the company associated with the expense. - **Branch** shows the branch associated with the object. - **Object** identifies the vehicle or tracking object for which the expense comparison is generated. - **Approved Expense Amount** shows the expense amount approved for the selected object and period. - **Actual Expense Amount** shows the expense amount actually recorded for the selected object and period. - **Variance Amount** shows the difference between the actual expense and the approved expense amount. - **Variance %** displays the percentage difference between the actual and approved expense amounts. - **Chart** provides a visual representation of the approved and actual expense values for the selected record. **Approved Vs Actual Detail** - **Expense Category** identifies the category under which the expense is recorded, such as Drivers or Breakdown. - **Type** shows the expense type associated with the selected expense category, where applicable. - **Approved Expense Amount** shows the approved amount allocated to the specific expense category. - **Actual Expense Amount** shows the actual amount incurred under the specific expense category. - **Variance Amount** shows the difference between the actual and approved amounts for the expense category. - **Variance %** shows the percentage variance between the approved and actual expense amounts. ### Take Action - Select the required **company, branch, expense category, duration, and objects** to focus the report. - Compare **Approved Expense Amount** with **Actual Expense Amount** to understand expense utilization. - Review **Variance Amount** to identify the difference between approved and actual spending. - Check **Variance %** to understand the relative difference in expenses. - Use the **+** option to open the detailed expense breakdown for an object. - Use the **Chart** option for a visual comparison of approved and actual expenses. - Review the **expense category and type** in the detail view to understand where the variance occurred. - Export the report in **XLS, PDF, or CSV** format for further analysis or sharing. Important Notes - The report is generated according to the selected **company, branch, expense category, duration, and object filters**. - **Approved Expense Amount** represents the approved expense value, while **Actual Expense Amount** represents the expense recorded for the selected period. - **Variance Amount** and **Variance %** are calculated from the approved and actual expense values. - A **negative variance** indicates that the actual expense is lower than the approved amount, while a **positive variance** indicates that the actual expense is higher than the approved amount. - The detail view provides a category-level breakdown of the selected object's expense variance. - The availability of expense information depends on the expense records configured and recorded for the selected period. - [Trakzee](https://helpdesk.uffizio.com/knowledge/trakzee?hsLang=en#main-content) - [User Hierarchy](https://helpdesk.uffizio.com/knowledge/trakzee?hsLang=en#user-hierarchy) - [Admin](https://helpdesk.uffizio.com/knowledge/trakzee?hsLang=en#admin) - 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