Expense analysis report, 12 months to September 2026, Ellery Park Dental
Expense analysis report with a category chart, top vendors and savings
An expense analysis report looks back over a year of spending to show where the money goes, what is growing faster than income, and what can be saved without hurting the business. This four page analysis for a dental practice breaks $1,284,000 into ten categories with a donut chart, names the top ten vendors, and turns five findings into six savings actions worth $26,600 a year.
The document, page by page
Every page as it renders and as it prints, with nothing summarised. Read the wording before you reuse it.
Section by section
What each section is for, so you can keep the ones you need and drop the rest.
- Header and summary
- Period, preparer, method, four figures and the headline that costs outgrew income.
- 1. Spending by category
- Ten categories with spend, share and change, and a donut chart of the six largest groups.
- 2. Top ten vendors
- Vendors by type with category, 12 month spend and invoice count, totalled.
- 3. What the analysis found
- Five findings, each with the number behind it.
- 4. Savings actions
- Six actions with owner, date and annual saving, totalled, and the assumptions.
How to adapt this document
First, pull a full year from your ledger and group it into no more than ten categories, so the table and chart stay readable and small lines fall into other. Second, rank vendors by spend and add the invoice count, because many small invoices from one supplier often signal ordering habits worth changing. Third, write each finding with a number and each saving with its assumption, then put a date in the diary to compare the estimate with what actually happened six months later.
Reading the donut chart
The builder's donut chart labels each slice with its value, so the chart title lists the categories in the order they appear, anticlockwise from the right, with their shares. Keep a donut to six slices or fewer and put the full breakdown in the table beside it; a chart with ten thin slices is harder to read than the numbers themselves.
What makes this document work
Growth is compared with income
The summary sets expenses up 6.3 percent against fee income up 4.1 percent, and the category table shows supplies up 11.3 and laboratory fees up 9.2. A cost is only a problem relative to what the business earns, and the report says so in its second line.
Concentration shows where to look
Ten vendors take $509,600 and two of them $200,600. The vendor table includes invoice counts too, so 214 laboratory invoices and 146 from one wholesaler point to where better terms or fewer, larger orders would pay off.
Every saving has its working
Each finding carries a number, such as 23 call outs averaging $822 against a $14,900 contract, and the closing paragraph states the assumptions behind the two largest estimates. The $26,600 total is therefore checkable, and it is checked again in April 2027.
Questions people ask
How is an expense analysis different from an expense report?
An expense report is a claim by one person for money they spent on the business, item by item, for reimbursement. An expense analysis looks at all of the business's spending over a period, usually a year, to find patterns, growth and savings. One is an administrative form; the other is a management review.
What period should an expense analysis cover?
Twelve months is usual, because it captures annual bills such as insurance and evens out seasonal spending. Compare it with the previous twelve months so growth is visible. A quarterly analysis can work for a fast growing business, but annual contracts and one off costs make short periods harder to read.
Should staff costs be included?
Include them in the totals so the picture is complete, as this report does at 50 percent of spending. Whether to look for savings there is a separate decision. Many reviews leave wages aside and focus on suppliers and overheads, where savings come from better terms rather than from people.
How do I find savings without cutting quality?
Look for duplication, waste and terms rather than cheaper goods: two suppliers for the same items, stock that expires, subscriptions nobody uses, call out fees that a contract would cover. Every action in this report keeps the same products and services and changes how they are bought.
Can I name suppliers in an expense analysis?
Internally, yes, and most reports do. This one describes vendors by type, such as consumables wholesaler A, and keeps the names in the ledger, which is useful if the report will be shared with advisers or staff, or used in negotiations where you do not want one supplier to see another's pricing.
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