Help documentation

Zoho Expense - Books Integration

Zoho Expense simplifies the task of recording and reporting expenses. If you’re wondering whether you can import/export expenses into your books, you don’t have to! With the Zoho Expense/Books integration you can sync and view your expense data from within your Zoho Books account automatically. You can view your list of approved expenses, automatically updated and matched under the existing Chart of Accounts (CoA).

Click the links below to easily navigate through the page.

Configuring Zoho Expense/Books integration

Zoho Expense does not require any steps for it to be integrated with Zoho Books. Our system automatically links both the accounts, provided they both have the same organization profile.

Viewing approved expenses in Zoho Books

To view approved expenses from Zoho Expense in Zoho Books:

View Expenses in Books  

Recording reimbursement from Zoho Books

You can also record reimbursements from Zoho Books.

To do so, perform the following steps.

Recording reimbursements in Books

Employee reimbursements form in Books

Matching and categorizing transactions

Expense reports that are reimbursed manually will be tagged as Manually added transactions. However, on importing bank statements into Zoho Books, there arises a need to categorize the statement lines or match it with an existing transaction (reimbursed manually).

This is done by following the steps given below.

Matching reimbursements in books Matching transactions

If the statement line does not have a matching transaction, or you do not want to associate it with an existing transaction, then you can categorize it manually using Categorize manually option located below the list of transactions.

Categorize manually

Matching expense categories under Chart of Accounts (CoA)

The expense categories created under the Categories section of Zoho Expense (Settings > Categories > + New Category) is automatically added under the Chart of Accounts section of Zoho Books. This saves you from re-creating the same category under Zoho Books.

Note: Newly created Chart of accounts will be an active category in Zoho Expense on checking the Show in Zoho Expense as an active account option in Zoho Books. Otherwise it will be visible as an inactive category in Zoho Expense. However, you can enable the inactive category. (To enable: Navigate to Admin > Settings > Categories > Click the filter drop-down in the top left corner of the page and select Inactive Categories > Select the category > Enable).

Chart of accounts

Syncing merchants and vendors

If you want to use the vendors in Zoho Books to create expenses in Zoho Expense, you can contact support@zohoexpense.com and we will enable the sync. Once the sync is enabled, all the vendors in Zoho Books will be available as merchants in Zoho Expense, while the existing merchants in Zoho Expense will be deleted.

After the sync, if you create a merchant in Zoho Expense, it will be pushed as a vendor to Zoho Books automatically. Similarly, when you create a vendor in Zoho Books, it will be pushed as a merchant to Zoho Expense automatically. 

Recording advance payments

Zoho Expense provides the option to record an advance payment while creating an expense report. Zoho Expense/Books integration allows you to view your employee advance payments along with the list of approved expenses.   You can view your employee advances under your Zoho Books account by performing the following steps:

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