Zoho Expense

Advanced Analytics for Zoho Expense

Advanced Analytics for Zoho Expense provides you insights into your organization's expense and trip management. You can gain insights into various expense categories and policy violations. 

The Advanced Analytics for Zoho Expense includes 150+ prebuilt reports and dashboards over your Zoho Expense activity data that help you to jump-start your analytics right away.

General

  1. What is Zoho Analytics?
  2. Why Zoho Expense Analytics?
  3. Who can subscribe to the Zoho Analytics - Zoho Expense connector?

Pricing & Trial

  1. How much does this connector cost?
  2. Do you provide trial evaluation for this connector?
  3. What do you mean by 'Users' in the (connector) pricing plan?
  4. What do you mean by 'Rows'/'Records' and how is it calculated in the pricing plan?

Setup

  1. How do I setup the Zoho Expense Advanced Analytics connector?
  2. How long should I wait for my Zoho Expense data to initially appear in Zoho Analytics?
  3. What are the modules in Zoho Expense that will be synchronized in Zoho Analytics Workspace?
  4. I got this email which said 'Setup Process Failed'/'Synchronization Process Failed'. What should I do?
  5. How frequently can I synchronize my data with Zoho Analytics?
  6. Can I edit the Zoho Expense Advanced Analytics connector Synchronization setting?
  7. Can I synchronize my Zoho Expense data instantly?
  8. Can I setup the Zoho Expense Advanced Analytics in any other existing Workspace or in any other Advanced Analytics Workspace?
  9. Can I add/modify data in the Zoho Expense data tables within Zoho Analytics?
  10. Can I add new columns to the Zoho Expense data tables within Zoho Analytics?
  11. Can I add new data tables in this Zoho Expense to create reports & dashboards?
  12. Can I transfer my Zoho Analytics connector to another admin account?
  13. How do I re-authenticate my Zoho Expense account in Zoho Analytics?
  14. How can I remove the Integration?

Reporting Features

  1. In which modules of Zoho Expense can I create reports?
  2. How do I create my own reports with this connector?
  3. Can I create reports using the columns from different modules?
  4. What are the report types supported by Zoho Analytics?
  5. What are the default reports & dashboards created by Zoho Analytics, on setting up this connector?
  6. What are Formulas in Zoho Analytics?
  7. What are the default formulas that gets added by Zoho Analytics on setting up this connector?
  8. Can I create my own custom formulas in Zoho Analytics? If yes, how do I create?
  9. Can I combine/blend data from other sources with the data from Zoho Expense to create reports and dashboards?
  10. Can I join data from multiple tables to create reports?
  11. What are Query Tables?

Cross-Functional Analytics with Popular Business Applications/Other Data Sources

  1. What are the popular business applications/other data sources that I can integrate this connector with?
  2. How can I analyze the data from the third party business applications/other data sources along with Expense?
  3. Will a lookup relationship between the related modules from Zoho Expense and other third-party applications be created automatically?

Users, Sharing & Collaboration

  1. How do I share the reports in Zoho Analytics with my colleagues?
  2. What are the user roles available in Zoho Analytics?
  3. Why can't other users edit the reports that I have shared with them?
  4. Can I share the same report created, to multiple users with different criteria associated so that they see different data?
  5. Can I export a report/dashboard?
  6. How can I print the reports & dashboards created in Zoho Analytics?​
  7. How can I email reports & dashboards created in Zoho Analytics in a scheduled manner?​
  8. Can I embed/create permalink for reports & dashboards created in Zoho Analytics?

Solutions

  1. Does Zoho Analytics offer Embedded Analytics or rebranding?

Help & Support

  1. How do I get technical support on Zoho Analytics?
  2. Can I have someone from Zoho do a demo for me?

General

1. What is Zoho Analytics?

Zoho Analytics is a self-service business intelligence and analytics platform that helps you derive insights from your business data, through its powerful reporting and analytical capabilities. You can create dynamic and interactive reports and dashboards in minutes, with no IT help.

Zoho Analytics offers the following important capabilities:

2. Why Zoho Expense Analytics?

Advanced Analytics for Zoho Expense provides you insights into your organization's expense and trip management. You can gain insights into various expense categories and policy violations. 

Advanced Analytics for Zoho Expense brings in all the capabilities of Zoho Analytics described in the above question.

3. Who can subscribe to the Zoho Analytics - Zoho Expense connector?

Users with paid accounts of both Zoho Analytics (at least the Basic plan) and Zoho Expense (at least the Professional plan) or Zoho CRM Plus / Zoho One users can avail this connector.

Users with the Administrator roles in Zoho Expense can configure this connector.

Pricing & Trial

1. How much does this connector cost?

Zoho Expense Analytics is bundled free for all the paid users of Zoho Analytics. The Zoho Analytics paid plans start at   per month. Click to learn more about Zoho Analytics pricing.

2. Do you provide trial evaluation for this connector?

Yes, we do provide a 15-day free trial for this connector from the date of set up.

3. What do you mean by 'Users' in the (connector) pricing plan?

Anyone to whom you privately share your Workspace, tables (data), reports and dashboards, created in Zoho Analytics, for collaboration is considered a 'User' in Zoho Analytics. A user is identified by his/her unique email address, with which their Zoho Analytics account was registered.

Suppose you subscribe to the Zoho Analytics Standard plan, you can privately share the data/reports in your account and collaborate with 4 other persons. Now your Zoho Analytics account is said to have 5 users (including yourself).

4. What do you mean by 'Rows'/'Records' and how is it calculated in the pricing plan?

In Zoho Analytics, a row or record is defined in the same context as in a database (or spreadsheet). In simple terms, a table consists of rows (records) and columns (fields). Each row in a table represents a set of related data and has the same structure.

For example, in a table that represents "Conversations", each row would represent a single record. The number of rows calculated for pricing is the sum of all rows/records stored across all your Workspace tables in your Zoho Analytics account.

Setup

1. How do I setup the Zoho Expense Advanced Analytics connector?

From Zoho Analytics Interface

The below presentation shows you how to set up the connector from Zoho Analytics interface.

From Zoho Expense Interface

The below presentation shows you how to set up the connector from Zoho Expense interface.

2. How long should I wait for my Zoho Expense data to initially appear in Zoho Analytics?

Initial data import will take from a few minutes to a couple of hours depending on the volume of data in your Expense account. You will receive an email notification once the import is complete. If you access the Workspace before the initial fetch is complete, it will not display any data (empty tables i.e., tables with zero rows). 

3. What are the modules in Zoho Expense that will be synchronized in Zoho Analytics Workspace?

You can synchronize the following data from Zoho Expense into Zoho Analytics.

  • Customers
  • Customer Contact Person
  • Taxes
  • Projects
  • Users
  • Project Users
  • Accounts
  • Reporting Tags
  • Accrual Transactions
  • Bank Statements
  • Expense Claim
  • Expense Claim Item
  • Expense Comments
  • Expense Tax
  • Expense Category
  • Expense Type
  • Expense Type Details
  • Report Type
  • Report Type Details
  • Merchant
  • Policies
  • Policy Rules
  • Vehicles
  • Mileage
  • Attendees
  • Expense Attendees
  • Trip Attendees
  • Trips
  • Trip Itenary
  • Trip Comments
  • Policy Logs
  • Employee Bank Accounts*
  • Department
  • Employee Policies*
  • Reports
  • Shared Reports
  • Shared Trips
  • Approval Reports
  • Approval Report Details
  • Approval Trips
  • Approval Trip Details
  • Approval History
  • Shared Advances
  • Approval Advances
  • Approval Advance Details
  • Employee Reimbursements
  • Employee Reimbursement Refund
  • Employee Advance Payments

4. I got this email which said 'Setup Process Failed'/'Synchronization Process Failed'. What should I do?

The import/sync process of your Zoho Expense data can fail sometimes, due to a variety of reasons. Hence, you may receive such emails occasionally. The Zoho Analytics team will look into it immediately and get back to you, after taking the required corrective action.

Case 1: You will receive the Setup Process Failed mail when there is a failure during the initial fetch. In this case, we request you to:

  1. Open the Workspace in which you have set up the connector.
  2. Click the Data Sources button in the Explorer tab.
  3. In the Data Sources page that opens click the Retry Now link.
  4. If the issue persists please do write to support@zohoanalytics.com. We will look into it and get back to you immediately.

Case 2: You will receive the Synchronization Failed mail if there is any failure during the data synchronization process between Zoho Expense and Zoho Analytics, after the initial setup & import of data. This might be a momentary failure due to any internal issues. This import schedule will get suspended if there are five successive failures.

5. How frequently can I synchronize my data with Zoho Analytics?

If you are a Basic plan user of Zoho Analytics, you can synchronize your data once every day. If you are a user of the Standard plan or above, you can choose to synchronize your data at one of the hourly intervals mentioned below.

  • 3 Hours
  • 6 Hours
  • 12 Hours
  • Every day

6. Can I edit the Zoho Expense Advanced Analytics connector Synchronization setting?

Yes, you can edit the Zoho Expense connector synchronization setting if you are the administrator of the Zoho SalesIQ Advanced Analytics. To do so,

  1. Open the corresponding Zoho Expense Advanced Analytics Workspace in Zoho Analytics.
  2. Click Data Sources on the left panel. 
  3. In the Data Sources page that opens, click the Edit Setup link.
  4. The Edit Setup - Zoho Expense dialog will open. Modify the settings as needed. 
  5. Click Save. The synchronization setting will be modified and data will be synced in the next synchronization interval.

7. Can I synchronize my Zoho Expense data instantly?

Yes, you can synchronize your Zoho Expense data instantly when needed.

To synchronize your data instantly:

  1. Open the corresponding Zoho Expense Advanced Analytics Workspace in Zoho Analytics.
  2. Click Data Sources on the left panel. 
  3. In the Data Sources page that opens, click Sync Now. Zoho Expense data will get instantly synchronized.  
Note: This option can be used up to five times between the schedules

8. Can I setup the Zoho Expense Advanced Analytics in any other existing Workspace or in any other Advanced Analytics Workspace?

Yes, you can setup the Zoho Expense Advanced Analytics in any of the existing Workspace or in any of the Advanced Analytics Workspace to analyze data together. You can do this by creating a new table by importing data. 

Refer to the Cross-Functional Analytics section for more details on this. 

9. Can I add/modify data in the Zoho Expense Analytics data tables within Zoho Analytics?

No, you cannot add/modify data in the Zoho Expense data tables. Data from Zoho Expense application will automatically get synced into Zoho Analytics in the different tables. You cannot edit any of this data or add new data records from within Zoho Analytics.
However, you can add new tables and add/import data into that, to create reports combining it with the data from Zoho Expense.

10 Can I add new columns to the Zoho Expense data tables within Zoho Analytics?

No, you cannot add new columns. But, you can add Custom and Aggregate Formulas (i.e., calculated fields) to these tables to help you create powerful reports. Refer to Adding Formulas to know more about this.

11. Can I add new data tables in this Workspace to create reports & dashboards?

Yes, you can add new data tables. Click New > New Table to add a new table in the existing Zoho Expense Advanced Analytics Workspace.

With this feature, you can import data from other sources or add them manually into your Workspace to analyze and create reports combining this with your Zoho Expense data. 

Refer:

12. Can I transfer my Zoho Analytics connector to another admin account?

Yes, the Zoho Expense connector in your account, can be transferred to another Administrator in the Organization. 

An Account Administrator can transfer the connector by transferring the account to an Organization Administrator. An Organization Administrator can transfer the connector setup to another Administrator by unsubscribing from the Organization.

13. How do I re-authenticate my Zoho Expense account in Zoho Analytics?

You can re-authenticate the setup by following the below steps.

  1. Open the corresponding Zoho Expense Advanced Analytics Workspace in Zoho Analytics.
  2. Click Data Sources on the left panel. 
  3. In the Data Sources page that opens, click Re-Authenticate.

Your account will be successfully authenticated.

14. How can I remove the Integration?

You can remove the connector from the Data Source page.

  1. Open the corresponding Zoho Expense Advanced Analytics Workspace in Zoho Analytics.
  2. Click Data Sources on the left panel. 
  3. Hover the mouse over the Data Source name in the left corner. A Settings icon will appear. 
  4. Click the Settings icon.
  5. Select Remove Data Source.

The data synchronization from Zoho Expense into this Workspace will be removed. However, you will still be able to access this Workspace with existing data. 

Reporting Features

1. In which modules of Zoho Expense can I create reports?

Zoho Analytics will synchronize the data specified in this question into the Zoho Expense Analytics workspace. You can create reports using this data. 

2. How do I create my own reports with this connector?

3. Can I create reports using the columns from different tables?

Yes, you can create reports using the columns from different tables. All the modules (tables) from Zoho Expense will be linked by default. You can create reports by simply dragging and dropping the required columns into the reports designer.

4. What are the report types supported by Zoho Analytics?

Zoho Analytics supports a wide variety of reports.

  • Charts
    • Pie
    • Bubble
    • Packed Bubble
    • Bar
    • Stacked bar
    • Line
    • Smooth Line
    • Scatter
    • Combination
    • Map Chart
    • Area
    • Stacked Area
    • Web
    • Funnel
    • Doughnut
    • Table View
  • Pivot tables (Matrix Views)
  • Summary view
  • Tabular view
  • KPI Widgets
    • Single Numeric Widget
    • Dial Chart Widget
    • Bullet Chart Widget
  • Dashboards (multiple reports arranged in the same page)

5. What are the default reports & dashboards created by Zoho Analytics, on setting up this connector?

When you setup/configure the Zoho Expense Connector, 75+ default reports & dashboards are automatically created. These hand-picked reports will be pretty useful in analyzing your help data effectively.

6. What are Formulas in Zoho Analytics?

Formulas, as the name indicates, are calculations that help you derive key business metrics that can be used for reporting and analysis. Zoho Analytics provides a powerful formula engine to create any type of calculations required, to enable creating the required reports.

Refer to Adding Formulas in Zoho Analytics to know more.

7. What are the default formulas that gets added by Zoho Analytics on setting up this connector?

The default formulas added by Zoho Analytics are listed below. You can view these formulas by opening the corresponding table and selecting Add > Edit Formulas from the toolbar.

The following are the default formulas in the Accounts table.

Formula NameFormula TypeFormulaDescription
Account Type Balance SheetFormula ColumnIf("Account Type" = 'Stock', 'Other asset', "Account Type")Displays the account type
Account GroupFormula ColumnIf("Account Type" in ('Accounts Receivable','Bank','Cash','Other Current Asset','Stock') and "Account Base Type" = 'Asset','Total Current Assets', If("Account Base Type" = 'Asset' and "Account Type" in ('Fixed Asset'),'Total Fixed Assets',If("Account Base Type" = 'Liability','Total Current Liabilities',If("Account Base Type" = 'Equities','Total Equities',if("Account Base Type" in ('Income','Expense'),'Equites','') ))))Groups the account into various categories
Balance Sheet Base TypeFormula ColumnIf("Account Base Type" in ('Liability','Expense','Income'),'Total Liabilities & Equities',"Account Base Type" )Displays the balance sheet base type
Balance Sheet Account TypeFormula ColumnIf("Account Base Type" in ('Income','Expense'),'',"Account Type")Displays the balance sheet account type
Balance Sheet Account NameFormula ColumnIf("Account Base Type" in ('Income','Expense'),'',"Account Name")Displays the balance sheet account name
P&L Base TypeFormula ColumnIf("Account Base Type" in ('Income'),'Total Operating Income',"Account Base Type" )Displays the profit and loss base type
Account Type P&LFormula ColumnIf("Account Type" in ('Income'), 'Total Operating Income',If("Account Type" in ('Cost Of Goods Sold'),'Total Cost of Goods Sold',If("Account Base Type" in('Expense') and"Account Type" not in ('Cost Of Goods Sold'),'Total Operating Expense',"Account Type")))Displays the account type based on profit and loss
Cash Flow - TypeFormula ColumnIf_case("Account Type",equals( 'Other Current Asset' , 'Accounts Receivable' , 'Liability' , 'Other Current Liability' , 'Credit Card' , 'Accounts Payable' , 'Other Liability' , 'Stock' , 'Overseas Tax Payable' , 'Output Tax' , 'Input Tax' ) ,'A. Cash Flow From Operating Activities',equals( 'Asset' , 'Other Asset' , 'Fixed Asset' ),'B. Cash Flow From Investing Activities',equals( 'Cash' , 'Bank' , 'Income' , 'Other Income' , 'Expense' , 'Cost Of Goods Sold' , 'Other Expense' , 'Payment Clearing Account' , 'Prepaid Card' ),'0','-1')Displays the Cash Flow Type
Base Type P&LFormula ColumnIf("Account Base Type" in ('Income'),'Total Operating Income',If("Account Type" in ('Cost Of Goods Sold'),'Total Cost of Goods Sold',If("Account Base Type" in('Expense') and"Account Type" not in ('Cost Of Goods Sold'),'Total Operating Expense',"Account Type")))Displays the profit and loss base type

The following are the default formulas in the Expense Claim table.

Formula NameFormula TypeFormulaDescription
ReimbursementFormula ColumnIf("Claim Reimbursement"=1, 'Reimbursed', 'Not Reimbursed')Displays the reimbursement status
Expense TypeFormula ColumnIf(Day("Expense Date")>=1 and Day("Expense Date")<=3 and "Status"='approved', 'unsubmitted',"Status")Displays the expense type
YTD ExpensesAggregate FormulaYTD(Sum("Expense Claim"."Total (BCY)"),"Expense Claim"."Expense Date")Displays the total year to date expense

The following are the default formulas in theTrips table.

Formula NameFormula TypeFormulaDescription
Duration of TripFormula ColumnDatediff("End Date", "Start Date")Displays the number of days of a trip taken
International or DomesticFormula Column If("Is International"=1, 'International', 'Domestic')Mentions if the trip was international or domestic
YTD Trip CountAggregate FormulaYTD(Count("Trips"."Trip ID"),"Trips"."Start Date")Displays the year to date trip count
Average DurationAggregate FormulaAvg("Trips"."Duration of Trip")Displays the average duration between trips
Average Cost per TripAggregate FormulaAvg("Trips"."BCY Amount")Displays the average cost per trip

8. Can I create my own custom formulas in Zoho Analytics? If yes, how do I create?

Yes, you can create your own custom formulas in Zoho Analytics. To know how to create your own formulas, refer to the Adding Formulas in Zoho Analytics help page.

9. Can I combine/blend data from other sources with the data from Zoho Expense to create reports and dashboards?

Yes, you can combine data from your other sources with your Zoho Expense data for analysis.

To do this, you need to add/import a new data table into the Zoho Expense Advanced Analytics Workspace as explained in the previous question and then define a look-up to join it with the table from Zoho Expense.

To define a lookup relationship between two tables, it is essential that the tables have at least one column which is common between them. Follow the below steps to look up a column from Zoho Expense along with the data from any other source.

  1. Open the corresponding table, right-click the column header, and select Change to Lookup Column.
  2. In the Change to Lookup Column dialog that opens, select the column to look up.
  3. Click OK.

Click to learn more.

10. Can I join data from multiple tables to create reports?

Yes, you can join data from multiple tables to create the reports. Refer to Joining Tables in Zoho Analytics for detailed help on this.

11. What are Query Tables?

Zoho Analytics allows you to drive the data required by writing standard SQL SELECT Queries. This feature is called Query Tables. With Query Tables, you can also combine data from different tables and create reports from the same. Click here to know how to create Query Tables in Zoho Analytics.

Cross-Functional Analytics with Popular Business Applications/Other Data Sources

1. What are the popular business applications/other data sources that I can integrate this connector with?

You can integrate and perform cross-functional analytics with most business applications/other data sources that Zoho Analytics integrates with.

2. How can I analyze the data from the third party business applications/other data sources along with Zoho Expense?

To import data from business apps,

  1. Open the Workspace in which you have setup the connector.
  2. Click the Import Data button.
  3. In the Create New Table tab that opens, select the application or data source that you wish to import.
  4. Provide the necessary authentication.
  5. Select the necessary modules and fields.
  6. Select the schedule import option.
  7. Click Create. Data from the selected application will be imported into a new table in the Zoho Expense Advanced Analytics workspace. 

3. Will a lookup relationship between the related modules from Zoho Expense and other third-party applications be created automatically?

A lookup relationship will be created automatically between the Zoho Expense modules and the modules of Zoho CRM, Zoho Desk, Salesforce CRM, and Zendesk. If you wish to blend Zoho SalesIQ modules with applications other than the ones mentioned, you will have to manually link the related modules from Zoho SalesIQ and the other application using a lookup relationship.

To manually create a lookup relationship, refer this help link - https://www.zoho.com/analytics/help/table/joining-tables.html.

Users, Sharing & Collaboration

1. How do I share the reports in Zoho Analytics with my colleagues?

You can easily share the reports that you create with the other users in your organization. Refer to Sharing and Collaboration help page for more details on this.

Once you privately share a report to your colleagues they will be able to access the reports as you do. Refer here to know how to access the reports.

2. What are the user roles available in Zoho Analytics?

Zoho Analytics offers four user roles - Account Administrator, Organization Administrator, Workspace Administrator, and User. Click to know more about the Zoho Analytics Organization Model and User Roles.

3. Why can't other users edit the reports that I have shared with them?

This is the expected behavior. Only when the users to whom the reports are being shared is set as a Workspace Administrator, they will be able to edit the reports. If a normal user wants to edit the report, he/she will have to save the report with a new name using the Save As option toolbar. The User can edit this report. To know more about user roles click here.

4. Can I share the same report created, to multiple users with different criteria associated so that they see different data?

Yes, you can. Refer to the topic Apply filter criteria.

5. Can I export a report/dashboard?

Yes, you can export the report/dashboard in various file formats such as CSV, EXCEL, PDF, HTML, and Image. Click to know more.

6. How can I print the reports & dashboards created in Zoho Analytics?

To print the report/dashboard, you first need to export it. You can export the report in various file formats such as CSV, EXCEL, PDF, HTML, and Image. Click to know more.

Note:
If you are a user to whom a report has been shared and you want to take a print, ensure you have been provided the Export permission by the Administrator to the report, only then you will be able to print the report.

7. How can I email reports & dashboards created in Zoho Analytics in a scheduled manner?

If you are the Administrator of the Zoho Analytics or a 'Workspace Administrator', you can schedule reports and dashboards to be emailed automatically. Refer to the email schedule section in this help documentation.

8. Can I embed/create permalink for reports & dashboards created in Zoho Analytics?

Yes, you can embed/create permalink for reports & dashboards. You can also create a slideshow of views. Refer to the Publishing Option section to learn how to do this.

Solutions

1. Does Zoho Analytics offer Embedded Analytics or rebranding?

Yes, Zoho Analytics supports various rebranding options such as Portal rebranding/white labeling and Logo Rebranding.

Help & Support

1. How do I get technical support on Zoho Analytics?

We offer 24x5 technical support (Monday to Friday). In case if you need our assistance kindly do mail us your questions to support@zohoanalytics.com.

You can also reach out to us on our toll-free numbers.

United States: +1 (888) 900 9646
United Kingdom: +44 (20) 35647890
Australia: +61-2-80662898
India: +91-44-67447000

2. Can I have someone from Zoho do a demo for me?

Yes, certainly. Register for a demo in this page.

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