Setup and Admin Console- Expense
The meals are taxable while the tips are not. Can I record both together, without applying tax on the tip?
Let’s say you meet a client for lunch and would like to record that expense in Zoho Expense. You might want to apply tax only on the food and not on the tip you paid. In this case, you can split the expense into taxable and non-taxable portions by ...
What is an itemized expense?
An itemised expense would contain multiple expenses listed as line items. You can associate multiple categories and apply different tax rates to each line item. The itemised expense total will be calculated automatically, based on the expense amount ...
Can I manually record a mileage expense which I’ve made through my company card?
To create a mileage expense from a card transaction manually: Click the + icon next to Expenses on the left sidebar. Navigate to From Cards tab and click Convert to Expense at the right corner of the transaction you want to convert to an expense. ...
How to calculate mileage using odometer reading?
You can record a mileage expense using the odometer reading of the vehicle you have travelled. Mileage is calculated from the difference between the Start Reading and the End Reading of the odometer.
How do I create a mileage expense?
To create a mileage expense: Click the + icon next to Expenses on the left sidebar. Navigate to the Add Mileage tab. OR Go to Expenses and click the + New Expense dropdown. Navigate to the Add Mileage tab. A form to create a mileage expense will ...
How is my mileage tracked in Zoho Expense?
Zoho Expense tracks the mileage based on the distance travelled or the odometer’s reading you enter while creating a mileage expense. The Zoho Expense mobile application also allows users to connect to GPS services and fetch the distance travelled ...
How do I delete an expense?
To delete an expense: Go to the Expenses module. If you’re in the Unreported Expenses tab, click the More icon at the right corner of the expense you want to delete and click Delete. If you’re in the All Expenses tab, click the expense you want to ...
Can I remove an expense from my report?
Yes, you can remove an expense that has been already associated to a report only if the report is in the Draft, Rejected, or Recalled status. To remove an expense: Go to the Reports module on the left sidebar. Click the report that is in the Draft, ...
What happens if an expense that I record expires?
An expense is considered expired if it has not been approved before the defined expense expiry period. Users will be able to submit the expired expenses but the expense report will contain policy violations. The approver can then choose to either ...
How do I find an expense quickly that I had created earlier?
You can search for an expense that you had created using the Search bar at the top of the page. You will be able to find a record quickly based on the description, merchant name, employee number, location, reference number, etc. In addition to the ...
Why am I not able to find a few expenses?
You were not able to find a few expenses because you might have archived them. Or, the admin might have archived a few approved or reimbursed reports and as a result the expenses in the reports might have been archived. To view your archived ...
How do I view only uncategorized expenses?
To view only your uncategorised expenses: Go to Expenses on the left sidebar. Click the dropdown next to the All Expenses filter on the top and select the Uncategorised filter. All your uncategorised expenses will be listed for you.
How can I view the expenses I’ve incurred in a month?
To view all the expenses you’ve incurred in a month, you need to customise the date range in your analytic report. Here’s how: Click Analytics on the left sidebar. Click the Expense Details under Expenses. Click Customise and select the monthly date ...
How can I view my expenses in a chronological order?
To view all your expenses in a chronological order: Go to Expenses on the left sidebar. Click the More icon in the top right corner of the page. Select Created Time under Sort By. All your expenses will be displayed in a chronological view. You can ...
How to view only my receipts?
To view your receipts in Zoho Expense: Go to the Expenses module on the left sidebar. Navigate to the Unreported Expenses tab next to the All Expenses tab. You will be able to view all the receipts you’ve uploaded to Zoho Expense.
Is it possible to set up default values for the fields in expenses?
Yes, you can configure default values for the fields in your expense creation forms. To do this: Go to My Settings on the left sidebar and navigate to Preferences. Under the Default Values section, click Configure under Expenses. Select the fields ...
I got a refund on my credit card for a business purchase expense which I incurred earlier. Can I record refunds in Zoho Expense?
Yes, you can record refunds in Zoho Expense. If your card is connected to Zoho Expense, the refunded amount will be posted as a negative transaction in your card. You can convert this transaction to a negative expense (refund) and add it to a report. ...
Can I add an expense with a policy violation to a report?
Yes, an expense with a policy violation can be added to a report and submitted. However, the approver will be prompted about the violations in the report and it will be at the approver’s discretion to approve or reject the report.
What is policy violation? Will I know if I’ve violated a policy while recording an expense?
A policy violation happens when a user records an expense with details violating the company’s policies. Once Admins have created a policy and assigned users to the policy, it will be automatically applicable to all expenses. Expenses exceeding the ...
Is it possible to update the details of multiple expenses at once? How is that done?
Yes, you can update multiple expenses at once using the Bulk Update option in Zoho Expense. To update your expenses in bulk: Go to the Expenses module on the left sidebar. Select the expenses you want to update by clicking the checkbox on the left ...
Can I add an expense in a currency different from the base currency?
Yes, Zoho Expense supports multiple currencies. If you are going on a business trip to another country, you can record expenses in that country’s currency and Zoho Expense will automatically display the expense amount in your base currency based on ...
I need to get reimbursed for an expense I incurred. How can I record that expense?
Yes, you can claim reimbursement for the business expense you’ve incurred. While recording the expense, ensure that the Claim Reimbursement check box is marked, to get it considered for reimbursement. To do this: Go to Expenses. Click + New Expense ...
Why was my expense not auto-categorized?
Your expense was not auto-categorised because this is the first time Zoho Expense has detected this merchant. If you are creating an expense with a new merchant, it has to be categorised manually. Once this is done, Zoho Expense learns the ...
How long does it take to autoscan a receipt in Zoho Expense?
On an average, it takes 2-3 minutes to autoscan a receipt and extract its information. However, you might encounter a slight delay if you upload a bunch of receipts together.
Can I attach multiple receipts to an expense?
Yes, it is possible to attach multiple receipts to an expense. You can attach a maximum of 5 receipts to an expense, of 7 MB each. You can attach receipts in various formats. To attach: Go to Expenses on the left sidebar. Click the expense for which ...
Should an expense always have a receipt attached to it?
Not necessarily. An expense may or may not have a receipt attached to it. However, if the Admin user has made it mandatory to attach receipts for expenses greater than a certain amount, the expenses should have a receipt attached to them else it will ...
How do I record recurring expenses?
Currently, you cannot record recurring expenses, however you can use the ‘Clone’ option in the expense details to create a new expense with the same expense details. To clone an expense: Go to Expenses. Navigate to the All Expenses tab. Click the ...
Is it possible to add expenses in bulk?
To add expenses in bulk: Go to the Expenses module on the left sidebar. Click + New Expense in the top right corner. Navigate to the Bulk Add Expenses tab. Enter the necessary details such as the date, category, amount, etc., Click + to attach ...
How can I manually record an expense?
To record a new expense in Zoho Expense: Go to the Expenses module on the left sidebar. Click + New Expense in the top right corner or click the + icon next to the Expenses module on the left sidebar. Fill in the necessary details such as Date, ...
What are the different statuses of Expenses?
Expenses are classified under three statuses in Zoho Expense. STATUS DESCRIPTION UNREPORTED If the expenses are not added to a report, the status will be Unreported. UNSUBMITTED Expenses that are added to a report that is in Draft status, will have ...
What are the different ways to create expenses?
You can record expenses in multiple ways in Zoho Expense: Upload receipts to be autoscanned and expenses will be created automatically Bulk add expenses Create expenses from card statements Create per diem expenses Record mileage expenses Create ...